Kansas Records Retention Schedules

30 Schedule Entries Found:

Agency Number: 391-001
Kansas Wheat Commission
Defunct agency

SERIES ID	0001-391
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0002-391
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0003-391
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0004-391
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0005-391
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, bids, quotations, or estimates.
RETENTION	005 fisc yrs
COMMENTS	See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0006-391
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0007-391
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
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0008-391
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: reqests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0009-391
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of employment of specific personnel: employee evaluation forms, applications for employment, 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 history (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	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0010-391
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0011-391
TITLE	Grant Files - Funded
DESCRIPTION	Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives, destroy the remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0012-391
TITLE	International Grains Program Files
DESCRIPTION	Documents relating to a cooperative program with Kansas State University to identify and locate international markets to export Kansas wheat products.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0013-391
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0014-391
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0015-391
TITLE	Monthly Assessment Remittance Report
DESCRIPTION	Form completed by commercial grain channels listing monthly assessments due to the Kansas Wheat Commission as required by K.S.A. 2-2608.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0016-391
TITLE	Photographic and Video Materials
DESCRIPTION	Photo-prints, negatives, slides, films, and videotapes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0017-391
TITLE	Postal Records
DESCRIPTION	Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0018-391
TITLE	Publication Originals
DESCRIPTION	Original documents composed for the various publications generated by the Wheat Commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful or superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0019-391
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0020-391
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0021-391
TITLE	SHaRP Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION	See Comments
COMMENTS	Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0022-391
TITLE	State Wheat Organizations Files
DESCRIPTION	Variety of documents relating to the activities of the various wheat organizations established throughout the state.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0023-391
TITLE	Subject Files - Assistant Director
DESCRIPTION	Variety of documents relating to interests of the assistant director and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0024-391
TITLE	Subject Files - Counties
DESCRIPTION	Variety of documents regarding wheat related activities occurring within the counties.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0025-391
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to areas of interest and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0026-391
TITLE	Subject Files - Director of Education and Consumer Services
DESCRIPTION	Variety of materials relating to interests and activities of the director of education and consumer services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0027-391
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0029-391
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0028-391
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0030-391
TITLE	Wheat Files
DESCRIPTION	Documents relating to wheat varieties, wheat issues, national and international markets, etc. compiled by the Wheat Commission and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

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