Kansas Records Retention Schedules

24 Schedule Entries Found:

Agency Number: 434-001
State Library

SERIES ID	0001-434
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0002-434
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0003-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0005-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0004-454
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0006-434
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the 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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0007-434
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0008-434
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 remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0009-434
TITLE	Grant Files - ILDP
DESCRIPTION	Variety of documents relating to applications for Interlibrary Loan Development Program 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, contracts, agreements, & annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0010-434
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0011-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0024-434
TITLE	Kansas List of Serials Annual Update
DESCRIPTION	Paper copy of the annual update generated listing individual serials titles held by contributing libraries.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0025-434
TITLE	Kansas List of Serials Forms
DESCRIPTION	Forms submitted by participating libraries stating the library's holdings of an individual periodical title.
RETENTION	See Comments
COMMENTS	Retain until annual update and printing is completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0013-434
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0014-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0015-434
TITLE	Monthly Microfilm and Video Statistics
DESCRIPTION	Report listing statistics gathered on the number of microfilm and video requests which were compiled for grant documentation purposes.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0016-434
TITLE	OCLC Computer Back Up Tapes
DESCRIPTION	Computer tapes storing information regarding the cataloging activities of Kansas libraries and maintained for back up purposes.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately. These tapes have been stored in adverse conditions and have not been refreshed. The vendor maintains the backups and any loss of current data would be recovered from the vendor tapes.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0017-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0018-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0019-434
TITLE	Public Library Statistics
DESCRIPTION	Form compiling a variety of statistics from public libraries which is gathered and published in the agency annual report.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0020-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0021-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0022-434
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117

SERIES ID	0023-434
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	1998-10-08
K.A.R. NUMBER	53-2-117

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