Kansas Records Retention Schedules

81 Schedule Entries Found:

Agency Number: 331-000
Insurance Department
All Divisions

SERIES ID	0001-331
TITLE	Annual Statements - Domestic
DESCRIPTION	Detailed annual financial statements of Kansas insurance companies authorized to do business in the state.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to records center for 4 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-07-12
K.A.R. NUMBER	53-2-127

SERIES ID	0002-331
TITLE	Annual Statements - Foreign
DESCRIPTION	Detailed annual financial statements of insurance companies in other states and nations authorized to do business in Kansas.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 4 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-07-12
K.A.R. NUMBER	53-2-127

SERIES ID	0003-331
TITLE	Approved Applications for Certificate of Authority and Certificates of Authority
DESCRIPTION	Application, license, correspondence, and other documents relating to an insurance company's application to conduct business in Kansas that has been approved by the Kansas Insurance Department.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to records center for 9 calendar years, then destroy. Hard copy may be destroyed if microfilmed and microfilm meets preservation standards.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0004-331
TITLE	Articles of Incorporation - Foreign
DESCRIPTION	Articles of incorporation of foreign insurance companies authorized to do business in Kansas.
RETENTION	See Comments
COMMENTS	Maintained for convenience of reference. Retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0005-331
TITLE	Articles of Incorporation and By-laws - Domestic
DESCRIPTION	Articles of incorporation and by-laws of domestic insurance companies authorized to do business in Kansas.
RETENTION	See Comments
COMMENTS	Maintained for convenience of reference. Retain until no longer useful, then destroy. Record copy is in Secretary of State's office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0006-331
TITLE	Biographical Sketch Forms
DESCRIPTION	Sheets containing biographical information on officers and directors of domestic insurers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact archives for appraisal. If not accessioned by the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0007-331
TITLE	Bulletins
DESCRIPTION	Bulletins and acknowledgments by the company.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0008-331
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0009-331
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0010-331
TITLE	Expense Exhibits - Domestic
DESCRIPTION	Annual reports submitted by Kansas insurance companies to the Insurance Department containing detailed financial data concerning company expenses.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 5 calendar years, transfer to the records center for 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0011-331
TITLE	Expense Exhibits - Foreign
DESCRIPTION	Annual reports submitted by insurance companies from other states and nations to the Insurance Department containing detailed financial data concerning company expenses.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records center for 8 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0012-331
TITLE	Hearing and Meeting Transcripts and Electronic Media Recordings
DESCRIPTION	Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc.
RETENTION	See Comments
COMMENTS	Retain in office 5 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0013-331
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0014-331
TITLE	Mailing Lists
DESCRIPTION	Lists of names and addresses to whom mail is regularly sent.
RETENTION	See Comments
COMMENTS	Retain until updated, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0015-331
TITLE	Read Files
DESCRIPTION	Chronological files containing copies of outgoing correspondence compiled and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0016-331
TITLE	Reports of Insurance Policies
DESCRIPTION	Reports submitted by insurance companies to the Insurance Department listing individual policies issued: policy number, type of policy, amount of insurance, reason for issuing policy.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately. a.k.a. "Policy Registrations"
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0017-331
TITLE	Request for Access to Records
DESCRIPTION	Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0018-331
TITLE	Rules and Regulations Reference Files
DESCRIPTION	Correspondence, notes, drafts, and other documents relating to proposed revisions of Kansas Administrative Regulations pertaining to the Insurance Department.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0019-331
TITLE	Speeches and Writings
DESCRIPTION	Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0020-331
TITLE	Tax and Fee Forms
DESCRIPTION	Tax statements that insurance companies doing business in Kansas must file annually for the purpose of computing proper amounts of taxes and fees owed to this state along with related correspondence.
RETENTION	See Comments
COMMENTS	Retain completed files, excluding life privilege tax statements for 3 cldr yrs, then destroy. Retain completed life privilege tax statements for 7 cldr yrs, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

Agency Number: 331-002
Insurance Department
Legal Division

SERIES ID	0021-331
TITLE	Disciplinary Files - Agents/Agencies/Companies
DESCRIPTION	Hearing transcripts, copies of orders and correspondence relating to disciplinary actions and investigations of insurance agents, agencies and companies suspected of violating state insurance laws.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 2 years after closing, transfer to the records center for 8 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25) & KSA 40-3308
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0022-331
TITLE	Fraud Investigation/Prosecution/General Files
DESCRIPTION	Files maintained during investigation and prosecution of companies for fraudulent acts as defined by statute.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 2 years after closing, transfer to the records center for 8 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25) & KSA 40-3308
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0023-331
TITLE	Litigation Case Files
DESCRIPTION	Documents relating to lawsuits in which the Insurance Department is involved as a litigant.
RETENTION	See Comments
COMMENTS	Retain in office until case is closed, transfer to the records center for 10 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0024-331
TITLE	Official Orders
DESCRIPTION	Official orders issued by the department relating to formal actions taken against insurance agents, companies, or agencies that have violated state insurance laws.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0025-331
TITLE	Service of Process Records
DESCRIPTION	Proof of service forms, legal documents served and transmittal correspondence used in receiving and serving legal process on insurance companies.
RETENTION	006 months
COMMENTS	Retain in office for six months, then destroy. This includes electronic records and paper records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0026-331
TITLE	Stock Sales Permits Records
DESCRIPTION	Applications for stock permits, orders authorizing stock sales and related correspondence.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then destroy. Retain supporting information for 1 year after report is filed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0027-331
TITLE	Workers' Compensation Fund Files
DESCRIPTION	Files containing appointment letters, accident reports, correspondence with counsel and legal documents concerning workers' compensation second injury fund claims.
RETENTION	See Comments
COMMENTS	Retain in office 1 year after case is closed, transfer to the records center for 15 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

Agency Number: 331-003
Insurance Department
Human Resources Division

SERIES ID	0028-331
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0093-000
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0094-000
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, leave requests, attendance reports, absence reports, etc.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0095-000
TITLE	Employee Training Course Materials
DESCRIPTION	Record copy of manuals, syllabi, textbooks and other training aids created for agency-sponsored employee training programs.
RETENTION	See Comments
COMMENTS	Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0097-000
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided 4 years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0098-000
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and other materials submitted by unsuccessful applicants for employment, including reference check documentation, etc.
RETENTION	See Comments
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0099-000
TITLE	Employment Eligibility Verification (Form I-9)
DESCRIPTION	Immigration and Naturalization Service (INS) form I-9 completed by the employee verifying eligibility to work in the United States.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0026-000
TITLE	Organization Charts
DESCRIPTION	Records documenting the agency's current organizational structure.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0050-000
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: Forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0051-000
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll direct Deposit Authorization Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0052-000
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0053-000
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0027-000
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0028-000
TITLE	Professional Organization Files
DESCRIPTION	Documents relating to membership/participation in professional organizations.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0104-000
TITLE	Recruitment Files
DESCRIPTION	Variety of documents relating to the recruitment process for hiring employees to fill vacant positions.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED
K.A.R. NUMBER	53-3-1

SERIES ID	0030-000
TITLE	Reorganization Studies
DESCRIPTION	Records documenting actual and proposed agency organizational structure.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED
K.A.R. NUMBER	53-3-1

Agency Number: 331-004
Insurance Department
Financial Surveillance Division

SERIES ID	0029-331
TITLE	Annual Statement Reviews - Domestic
DESCRIPTION	Audit guides, work papers, and other documents relating to the department's financial review of Kansas insurance companies prepared in monitoring compliance with state statutes and regulations.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0030-331
TITLE	Annual Statement Reviews - Foreign
DESCRIPTION	Audit guides, work papers, and other documents relating to the department's financial review of non-Kansas insurance companies prepared in monitoring compliance with state statutes and regulations.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0032-331
TITLE	CPA Annual Audit Reports
DESCRIPTION	Audit reports on domestic insurance companies prepared by certified public accountants.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0031-331
TITLE	Certifications and Verifications Files
DESCRIPTION	Certification and verifications prepared by Kansas Insurance Department to verify company compliance with KID holding company assets to benefit and protect policyholders.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years or until files have been subject to state audit, whichever is longer, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0033-331
TITLE	Financial Examination Reports - Domestic
DESCRIPTION	Reports prepared by KID examiners describing the operation and financial condition of Kansas insurance companies and violations of insurance law discovered during the exam.
RETENTION	See Comments
COMMENTS	Retain reports and work papers until superseded, then transfer reports to the archives and destroy work papers.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0034-331
TITLE	Financial Examination Reports - Foreign
DESCRIPTION	Copies of reports prepared by insurance department examiners from other states describing the operation and financial condition of non-Kansas insurance companies and any violations of insurance law.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0035-331
TITLE	Holding Company Registration Statements
DESCRIPTION	Detailed reports generally filed by domestic and selected foreign insurers describing their relationship with affiliated companies.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years, then transfer domestic companies to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0036-331
TITLE	Mergers and Acquisitions Files
DESCRIPTION	Documents relating to the department's review of proposed insurance company mergers or acquisitions that involve a domestic company which were reviewed to determine compliance with state statutes.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 3 calendar years, transfer to records center for 7 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0037-331
TITLE	Quarterly Statements - Domestic
DESCRIPTION	Abbreviated financial statements filed quarterly by domestic insurance companies.
RETENTION	001 cldr yr
COMMENTS	Retain in office 1 calendar year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0038-331
TITLE	Withdrawn Applications for Certificates of Authority
DESCRIPTION	Application, annual statement, incoming and outgoing correspondence, and other documents relating to an insurance company's application to conduct business in Kansas that have been withdrawn.
RETENTION	See Comments
COMMENTS	Retain domestic company records 10 calendar years, then destroy. Retain foreign company records 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

Agency Number: 331-005
Insurance Department
Consumer Assistance Division

SERIES ID	0039-331
TITLE	Complaint and External Review Files
DESCRIPTION	Correspondence, medical information, copies of policies, claims, and other documents relating to complaints filed with the Department by consumers against regulated entities.
RETENTION	See Comments
COMMENTS	Retain in office for 3 years after case closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0040-331
TITLE	Market Conduct Examination Reports
DESCRIPTION	Reports prepared by Kansas Insurance Department employees outlining findings made during examinations of Kansas insurance companies' compliance with statutes and regulations.
RETENTION	010 cldr yrs
COMMENTS	Retain reports in office 10 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0041-331
TITLE	Market Conduct Examination Work Papers
DESCRIPTION	Documents used by Kansas Insurance Department employees in the preparation of formal Market Conduct Examination Reports.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

Agency Number: 331-006
Insurance Department
Producers Division

SERIES ID	0042-331
TITLE	Agency and Agent Licensing Files
DESCRIPTION	Applications and supporting documentation relating to licensing insurance companies and agents to ensure their compliance with Kansas insurance laws and regulations.
RETENTION	See Comments
COMMENTS	Documents to determine acceptability for licensure, destroy upon issuance of license. Documents used to update the electronic record may be destroyed after updating electronic record. Electronic data shall be kept for 10 cldr yrs after terminated.
DISPOSITION	Destroy
RESTRICTIONS	KSA (a)(1)(6)(9), 5 USC Sec. 522a
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0043-331
TITLE	Agent Continuing Education Compliance Records
DESCRIPTION	Continuing education course certifications and letters of home state certification submitted by insurance agents to demonstrate compliance with continuing education requirements.
RETENTION	See Comments
COMMENTS	Retain letters of home state certifications for 3 months after creation of electronic record, then destroy. Electronic data is maintained in accordance with the individual Agent Licensing File.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0044-331
TITLE	Cancellation Forms and Annual Cancellation List - Agent & Agency
DESCRIPTION	Documents relating to an insurance company's termination of an agent or agency authority to represent the company.
RETENTION	See Comments
COMMENTS	Retain in office 3 months after licensing year has ended, then destroy. Electronic record shall be maintained for 10 years after agent or agency license is terminated.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0045-331
TITLE	Certification Forms and Annual Certificate Renewal List - Agent & Agency
DESCRIPTION	Documents relating to an insurance company's authorization for an agent or agency to represent the company on a specific date.
RETENTION	See Comments
COMMENTS	Retain in office 3 months after licensing year has ended, then destroy. Electronic record shall be maintained for 10 years after agency or agency license is terminated.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0046-331
TITLE	Continuing Education Provider Course Records
DESCRIPTION	Documents submitted by entities seeking Insurance Department approval to conduct continuing education classes, seminars, and workshops for insurance agents.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

Agency Number: 331-007
Insurance Department
Accident and Health Division

SERIES ID	0047-331
TITLE	Policy Forms, Rates, Rules - Life, Accident, Health Related
DESCRIPTION	Specimen insurance policies and premium rates of insurance companies and HMOs filed with the Department.
RETENTION	See Comments
COMMENTS	Retain in office for 1 calendar year, transfer to records center for 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0048-331
TITLE	Prepaid Dental Plan Files
DESCRIPTION	Applications and supporting documentation relating to companies wishing to conduct business in the state of Kansas.
RETENTION	See Comments
COMMENTS	Retain approved plan files two calendar years after withdrawal, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0049-331
TITLE	Third Party Administrators Files
DESCRIPTION	Applications for registration, certificates of registration and correspondence relating to annual renewal of certificate to act as third part administrator.
RETENTION	See Comments
COMMENTS	Retain approval registration files two years after withdrawal, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

Agency Number: 331-008
Insurance Department
Fire and Casualty Division

SERIES ID	0050-331
TITLE	Auto Club Applications and Renewals
DESCRIPTION	Applications and supporting documentation relating to an automobile club and renewal requests required to conduct business in Kansas.
RETENTION	See Comments
COMMENTS	Retain in office 3 calendar years after license is cancelled, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0051-331
TITLE	Company Files - Suspended
DESCRIPTION	Specimen policies, rates, correspondence, and other documents relating to fire and casualty insurance companies whose certificate of authority to transact business in Kansas has been suspended.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 5 years, then destroy. Shall be recalled by Agency upon reactivation of certificate.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0052-331
TITLE	Company Files - Terminated
DESCRIPTION	Specimen policies, rates, correspondence, and other documents relating to fire and casualty insurance companies whose certificate of authority to conduct business in Kansas has been terminated.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0053-331
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda of a routine nature: form letters, requests for information, letters of transmittal, etc.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0054-331
TITLE	Excess Lines - Annual Financial Statements
DESCRIPTION	Initial financial statements filed by non-admitted companies authorized to conduct business in Kansas and letters requests authorization to conduct business in Kansas.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0055-331
TITLE	Excess Lines - Forms
DESCRIPTION	Forms filed by excess lines agents licensed to write excess lines insurance business in Kansas reporting policies written and taxes owed.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0056-331
TITLE	Firefighter's Relief Distribution Statements
DESCRIPTION	Press release and supporting statements indication amounts distributed to each participating firefighters relief association.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0057-331
TITLE	Firefighter's Relief Financial Statements and Forms
DESCRIPTION	Financial statement summarizing each firefighters relief association for past year, certifications of pop. and prop. valuations by associations, and the declarations of participation filed annually.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records center 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0058-331
TITLE	Prepaid Legal Files
DESCRIPTION	Applications and supporting documentation submitted by insurance companies as required for authorization to conduct business in Kansas.
RETENTION	See Comments
COMMENTS	Retain approved plans 1 year after withdrawal, then destroy. Retain disapproved plans 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0059-331
TITLE	Replaced Policy Forms, Rates, Rules, Etc.
DESCRIPTION	Replaced policies and other forms, premium rates, and underwriting rules of insurance companies, statistical agencies, rating organizations, and advisory agencies filed with the Insurance Department.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year after replaced, then transfer to the records center for 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0060-331
TITLE	Risk Purchasing Group Files
DESCRIPTION	Applications and supporting documentation relating to risk purchasing groups which are organized to negotiate and purchase liability insurance for their members.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year after inactive, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0061-331
TITLE	Risk Retention Group Files
DESCRIPTION	Documents relating to the registering and examining of groups formed for the purpose of assuming and spreading product liability or completed operations liability risk exposure for their members.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year after inactive, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0062-331
TITLE	Technical Reference Files
DESCRIPTION	Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

Agency Number: 331-009
Insurance Department
Life Division

SERIES ID	0063-331
TITLE	Policy Form Records
DESCRIPTION	Lists of insurance policies issued by life insurance companies, formerly maintained in hard copy and currently maintained as an electronic database, compiled for convenience of reference.
RETENTION	See Comments
COMMENTS	Update, amend and delete electronic database as necessary.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0064-331
TITLE	Policy Forms, Credit Insurance Rates, Rules - Life, Accident, Health
DESCRIPTION	Specimen insurance policies, premium rates, and underwriting rules of insurance companies, statistical agencies, rating organizations and advisory agencies that are required to be filed with the Dept.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then destroy. Original paper documents may be destroyed if they have been microfilmed/fiched, and film/fiche meets archival standards.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0064-331
TITLE	Policy Forms, Credit Insurance Rates, Rules - Life, Accident, Health
DESCRIPTION	Specimen insurance policies and papers submitted by foreign (non-Kansas) insurance companies as required by the Department of Insurance.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

Agency Number: 331-010
Insurance Department
Government/Public Affairs Division

SERIES ID	0065-331
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

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