Kansas Records Retention Schedules

26 Schedule Entries Found:

Agency Number: 328-001
State Board of Indigents' Defense Services
Central Office

SERIES ID	0002-328
TITLE	Administrative Files
DESCRIPTION	Variety of routine office administration records: correspondence, circulars, forms, contracts, brochures, supplies requisitions, vehicle records, travel records, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0003-328
TITLE	Amicus Report Forms
DESCRIPTION	Completed data forms on individual closed cases used to compile statistics on agency activities and workload.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0004-328
TITLE	Amicus Summary Reports
DESCRIPTION	Caseload statistics for the agency compiled on a monthly basis: types of cases, numbers open and closed, etc.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0001-328
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of agency budget requests and materials used in formulating them.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0005-328
TITLE	Claims for Payment - Denied
DESCRIPTION	Records regarding claims for payment submitted by defense attorneys for legal services which have been denied due to statutory 60-day time limit.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0006-328
TITLE	Client Case Files
DESCRIPTION	Correspondence, attorney notes, police reports, etc. regarding criminal cases represented by trial and appellate level attorneys to individuals lacking monetary resources.
RETENTION	See Comments
COMMENTS	Transfer to records center based on internal schedule, then transfer to archives selected case with major significance as determined by agency attorneys and approved by KSHS staff, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0007-328
TITLE	Defendant Card Files
DESCRIPTION	Quick reference tool to all defendants served by the agency: name of defendant, address, case #, applicable dates, funds expended on case.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0008-328
TITLE	Defense Lawyer Card Files
DESCRIPTION	Quick reference tool to all attorneys who have served the agency as defense counsels: name of attorney, address, social security number, case numbers, defendants, dates, and county of cases.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0009-328
TITLE	District Court Panel Files
DESCRIPTION	Lists of attorneys on indigent defense panels for each district court.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0010-328
TITLE	Docket Daily Sheets
DESCRIPTION	Docket sheets listing the cases to be heard that day.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0011-328
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0012-328
TITLE	Expenditures Reports - Internal
DESCRIPTION	Internal computer reports generated to monitor total expenditures by county for indigent defense services provided: defendant, county, case number, dates, voucher numbers, payees names, totals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0013-328
TITLE	Financial Affidavits
DESCRIPTION	Copies of forms used by defendants to apply for court appointed attorneys and other defense services.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0014-328
TITLE	Fiscal Control Logs
DESCRIPTION	Hand-written registers used to monitor and track financial transactions and activities: check register, voucher log, fee fund log, reimbursement log, etc.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0015-328
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0016-328
TITLE	Jail Lists
DESCRIPTION	Lists of clients incarcerated in the county jails.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0017-328
TITLE	Jail Report Sheets
DESCRIPTION	Daily shift report of inmates made by the Department of Corrections and lists the clients represented by attorneys.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0018-328
TITLE	Jail Roster
DESCRIPTION	Roster of inmates and location prepared by the Department of Corrections.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0019-328
TITLE	Minutes
DESCRIPTION	Proceedings of the Board of Indigents' Defense Services' meetings.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) under "Minutes."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0020-328
TITLE	Miscellaneous Interviews
DESCRIPTION	Interviews with clients conducted by the attorneys.
RETENTION	See Comments
COMMENTS	Retain in appropriate individual case file and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1991-01-17
K.A.R. NUMBER	53-2-087

SERIES ID	0021-328
TITLE	Personnel/Payroll Records
DESCRIPTION	Records related to personnel and payroll matters: KIPPS reports, leave requests, personnel files, etc.
RETENTION	See Comments
COMMENTS	Retain according to appropriate general schedule entries.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0022-328
TITLE	Reference Files - Director's
DESCRIPTION	Miscellaneous reference materials related to public defender issues: publications, memoranda, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0023-328
TITLE	Statistical Records
DESCRIPTION	Statistics maintained on agency operations and activities.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0024-328
TITLE	Subject Files - General
DESCRIPTION	Wide variety of materials related to indigent defense issues and office operations: policy statements, procedures, graphics, legislative materials, clippings, new releases, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable - otherwise retain until no longer useful, then contact archives for disposition instructions.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0025-328
TITLE	Voucher Index Database
DESCRIPTION	Computer database used to index and provide access to Vouchers records series.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-07-13
K.A.R. NUMBER	53-2-080

SERIES ID	0026-328
TITLE	Vouchers - Assigned Counsel Program
DESCRIPTION	Copies of vouchers used to pay attorneys, experts, and Court Services Reporters hired for indigent defense services and/or for corresponding expenditures.
RETENTION	010 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

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