Kansas Records Retention Schedules
142 Schedule Entries Found:
Agency Number: 450-001
Kansas Lottery
Executive Division
| SERIES ID | 0122-450 | | TITLE | Working Files - Executed Games | | DESCRIPTION | Price structure, copy of game, validation code, packing information, etc. relating to the production and execution of lottery ticket games. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0151-450 | | TITLE | Working Files - Games | | DESCRIPTION | Variety of documents relating to the description and promotion of lottery games. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
Agency Number: 450-001
Kansas Lottery
Executive Division
Director
| SERIES ID | 0002-000 | | TITLE | Agency Director's Files | | DESCRIPTION | Correspondence, reports, budgets, etc. relating to the administration and operation of the agency. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | Portions may be restricted. | | APPROVED | 2001-10-18 | | K.A.R. NUMBER | 53-3-1 |
| SERIES ID | 0161-450 | | TITLE | Board Packets | | DESCRIPTION | Agenda, minutes, background information, etc. relating to meetings of the Lottery Commission. | | RETENTION | See Comments | | COMMENTS | Scan images and retain electronically until no longer useful, then destroy. Transfer hard copy annually to the archives. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0162-450 | | TITLE | Correspondence - Vendor | | DESCRIPTION | Incoming and outgoing letters and memoranda relating to vendor concerns and issues. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0022-000 | | TITLE | Legislative Relations Files | | DESCRIPTION | Copies of bills, drafts of legislation, notes, correspondence, testimony, etc. relating 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 | 0163-450 | | TITLE | Lottery Commission Appointment Files | | DESCRIPTION | Documents relating to gubernatorial appointees to the Lottery Commission. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0028-000 | | TITLE | Professional Organizations Files | | DESCRIPTION | Documents relating to membership/participation in professional organizations. | | RETENTION | 002 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-3-1 |
Agency Number: 450-001
Kansas Lottery
Executive Division
Legal
| SERIES ID | 0164-450 | | TITLE | Bid Records - Copies | | DESCRIPTION | Documents related to requests for proposals, bids, quotations, or estimates and maintained for convenience of reference. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0021-000 | | TITLE | Kansas Register Submissions | | DESCRIPTION | Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices or other documents required by law to be submitted to the Kansas Register for publication. | | RETENTION | See Comments | | COMMENTS | Retain 1 year after publication, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-3-1 |
| SERIES ID | 0083-000 | | 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 | 2004-07-18 | | K.A.R. NUMBER | 53-3-1 |
| SERIES ID | 0022-000 | | TITLE | Legislative Relations Files | | DESCRIPTION | Copies of bills, drafts of legislation, notes, correspondence, testimony, etc. relating 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 | 0023-000 | | TITLE | Litigation Case Files | | DESCRIPTION | Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities. | | RETENTION | See Comments | | COMMENTS | Retain precedent-setting litigation records not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives for purging. Retain all other litigation records 5 years after case is closed, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | Portions per KSA 45-221(a)(25) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-3-1 |
| SERIES ID | 0165-450 | | TITLE | Rules and Regulations Files | | DESCRIPTION | Variety of materials related to the formation of individual game rules and regulations and final versions submitted to the Kansas Register for public notice. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0166-450 | | TITLE | Trademarks Files | | DESCRIPTION | Records relating to trademarks designed for individual games and registered to prevent infringement. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0167-450 | | TITLE | Working Files - Executed Games - Attorney's Copies | | DESCRIPTION | Price structure, copy of game, validation code, packing information, etc. relating to the production and execution of lottery ticket games. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
Agency Number: 450-001
Kansas Lottery
Executive Division
Personnel
| SERIES ID | 0001-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0002-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0003-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0005-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0006-450 | | 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 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0007-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0008-450 | | 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. See also Employee Training Records. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0009-450 | | TITLE | Employee Training Records | | DESCRIPTION | Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations. | | RETENTION | See Comments | | COMMENTS | Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0010-450 | | 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 four years have passed since date tax was due or paid (whichever is later). | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0011-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0012-450 | | TITLE | Equal Employment Opportunity Grievance Files | | DESCRIPTION | Documents related to discrimination charges concerning employment made against an agency and subsequent investigations. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after grievance is settled, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(11) & (25) | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0013-450 | | TITLE | Equal Employment Opportunity Plans | | DESCRIPTION | Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0014-045 | | TITLE | Kansas Quality Management (KQM) Files | | DESCRIPTION | Variety of documents relating to the planning and implementation of KQM for the agency. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, transfer to the records center for 3 calendar years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0016-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0017-450 | | TITLE | Organizational Charts | | DESCRIPTION | Records documenting the agency's current organizational structure. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0018-450 | | 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. See also Payroll Direct Deposit Authorization Records - General. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0019-450 | | 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 - General. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0020-450 | | 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 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0021-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0022-450 | | TITLE | Policy Statements | | DESCRIPTION | Original copies of formal explanations of agency policies and procedures issued in individual statement formats. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer 1 copy to the archives. Retain convenience copies until no longer useful, then destroy. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0153-450 | | TITLE | Procedures Manuals | | DESCRIPTION | Original copies of agency procedures issued in a collective manual. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0024-450 | | TITLE | Recruitment Files | | DESCRIPTION | Variety of documents relating to the recruitment process for hiring employees to fill vacant positions. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | Portions per KSA 45-221(a)(4) | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0025-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0027-450 | | TITLE | Unclassified Salary Adjustment Records | | DESCRIPTION | Documents related to the determination of salary increase recommendations for unclassified staff based upon performance data. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0028-450 | | TITLE | Working Files | | DESCRIPTION | Variety of documents relating to activities and functions of the unit. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
Agency Number: 450-001
Kansas Lottery
Executive Division
Public Information Officer
| SERIES ID | 0144-450 | | TITLE | Annual Reports | | DESCRIPTION | Annual 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0110-000 | | TITLE | Clippings Files | | DESCRIPTION | Newspaper clippings compiled regarding agency activities. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the archives for appraisal - if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1998-07-14 | | K.A.R. NUMBER | 53-3-1 |
| SERIES ID | 0168-450 | | TITLE | Director's Files | | DESCRIPTION | Records relating to visits and awards presented to the top selling retailers. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0146-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0087-450 | | TITLE | Prizes Paid to Date Validation Report | | DESCRIPTION | Computer printout generated monthly listing the prize amounts paid by lottery ticket retail vendors. | | RETENTION | 001 month | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0147-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0114-000 | | 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 | 2000-04-13 | | K.A.R. NUMBER | 53-2-123 |
Agency Number: 450-001
Kansas Lottery
Executive Division
Purchasing
| SERIES ID | 0044-450 | | 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 | 1997-04-10 | | K.A.R. NUMBER | 53-2-111 |
| SERIES ID | 0023-450 | | TITLE | Purchase Requests - Internal | | DESCRIPTION | Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
Agency Number: 450-002
Kansas Lottery
Finance and Administrative Services Division
| SERIES ID | 0033-450 | | TITLE | Accounts Receivable Calculation Reports | | DESCRIPTION | Computer reports summarizing all the lottery ticket sales transactions made by retailers. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0034-450 | | TITLE | Adjustments Journal | | DESCRIPTION | Computer printouts listing the manual adjustments made to retailer accounts due to changes or errors. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0037-450 | | TITLE | Cash Disbursement Winners Journal | | DESCRIPTION | Computer printouts listing the checks sent out the holders of winning lottery tickets of $25.00 or less. | | RETENTION | 006 fisc yrs | | COMMENTS | Retain both hard and electronic copy 6 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0038-450 | | TITLE | Check Register Summary | | DESCRIPTION | Computer generated reports detailing and summarizing on a monthly basis the imprest fund which allows the Kansas Lottery to use a local bank account for payment to holders of winning lottery tickets. | | RETENTION | 006 fisc yrs | | COMMENTS | Retain both hard and electronic copy 6 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0039-450 | | TITLE | Claims Processed Report | | DESCRIPTION | Internal control worksheet used to verify claims processed the previous day. | | RETENTION | 002 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0040-450 | | TITLE | Claims Working Papers | | DESCRIPTION | Log sheets, winners listing, and other documents relating to the settlement of claims filed by individual winners. | | RETENTION | 006 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 74-8720(h) | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0045-450 | | TITLE | Daily Accounts Receivable Records | | DESCRIPTION | Documents related to collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | Pertains to both hard and electronic copy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0046-450 | | TITLE | Daily Game/Transaction Summary Reports | | DESCRIPTION | Computer printouts summarizing all the different games and sales transactions made on a daily basis. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0047-450 | | TITLE | Daily Mid-Tier Records | | DESCRIPTION | Computer printouts listing all the holders of winning lottery tickets of over $25.00 up to $600.00 which is generated on a daily basis. | | RETENTION | 006 fisc yrs | | COMMENTS | Retain both hard and electronic copy 6 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0048-450 | | TITLE | Daily Pack Maintenance Records | | DESCRIPTION | Computer printouts used to monitor daily the locations of all the packs of game tickets for inventory management purposes. | | RETENTION | See Comments | | COMMENTS | Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0049-450 | | TITLE | Daily Perpetual Inventory Records | | DESCRIPTION | Computer printouts used to monitor daily the amount of all the different game tickets for inventory management purposes. | | RETENTION | See Comments | | COMMENTS | Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0050-450 | | TITLE | Debit and Credit Memos | | DESCRIPTION | Record documenting the nature and purpose of debit or credit memos issued to retailers. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0054-450 | | TITLE | Draw Games Working Papers | | DESCRIPTION | Variety of documents relating to the lottery draw games such as Powerball, Pick 3 and Cash Lotto. | | RETENTION | 006 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | Portions per KSA 74-8720(h) | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0058-450 | | TITLE | Game Warehouses Reconciliation Records | | DESCRIPTION | Computer printouts related to inventory management to ensure accountability for lottery game tickets stored in warehouses. | | RETENTION | See Comments | | COMMENTS | Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0059-450 | | TITLE | General Ledger Entry Processing Report | | DESCRIPTION | Computer printout listing the components posted to the electronic general ledger from the game system and maintained for accounting purposes. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0060-450 | | TITLE | General Ledgers - Annual | | DESCRIPTION | General records maintained by the agency of financial receipts and expenditures normally used to monitor, manage, and verify annual agency budgets and prepare financial statements. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0061-450 | | TITLE | General Ledgers - Monthly | | DESCRIPTION | General records maintained by the agency on monthly financial receipts and expenditures normally used to monitor, manage, and verify agency budget and prepare financial statements. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0064-450 | | TITLE | Instant Star Payment by Prize Amount Report | | DESCRIPTION | Computer printouts generated for reconciliation with the Claims Processed Report. | | RETENTION | 002 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0065-450 | | 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 | 1997-04-10 | | K.A.R. NUMBER | 53-2-111 |
| SERIES ID | 0066-450 | | 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 | 1997-04-10 | | K.A.R. NUMBER | 53-2-111 |
| SERIES ID | 0070-450 | | TITLE | Lotto Liability Reports | | DESCRIPTION | Computer reports listing the amounts for which the Kansas Lottery could be liable for payments on winning tickets in on-line games such as Lotto America. | | RETENTION | See Comments | | COMMENTS | Retain summary reports in both hard and electronic copy 3 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0071-450 | | TITLE | Mid-Tier Journals | | DESCRIPTION | Computer printouts listing all the holders of winning lottery ticket of over $25.00 up to $600.00. | | RETENTION | See Comments | | COMMENTS | Retain summary reports on both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0072-450 | | TITLE | Multi State Lottery Association (MUSL) Powerball Draw Reports | | DESCRIPTION | Report received from MUSL detailing participating states lottery ticket sales figures, number of winners and balance sheets. | | RETENTION | See Comments | | COMMENTS | Retain until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0076-450 | | TITLE | Online Problem Tickets and Logs Report | | DESCRIPTION | Internal control report produced to monitor tickets that had some problem during the sales transaction to ensure that retailers receive proper credit. | | RETENTION | See Comments | | COMMENTS | Retain until the external audit is complete, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0077-450 | | TITLE | Online Validation Tape Load Balance Report | | DESCRIPTION | Computer printout listing the online sales amounts, produced to ensure the hard copy reconciles with the computer tape. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0082-450 | | TITLE | Powerball Sales Report | | DESCRIPTION | Computer printout listing the daily Powerball sales, maintained for reconciliation purposes. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0083-450 | | TITLE | Prize Claim Forms - 20 Year Annuities | | DESCRIPTION | Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money paid out through 20 year annuities. | | RETENTION | See Comments | | COMMENTS | Retain 7 calendar years after last payment, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 74-8720(h) | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0084-450 | | TITLE | Prize Claim Forms - Hi-Tier | | DESCRIPTION | Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts $600.00 and greater. | | RETENTION | See Comments | | COMMENTS | Retain 7 calendar years after the expiration of game, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 74-8720(h) | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0085-450 | | TITLE | Prize Claim Forms - Low-Tier | | DESCRIPTION | Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts under $25.00. | | RETENTION | See Comments | | COMMENTS | Retain until current annual audit had been completed by Legislative Post Audit, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 74-8720(h) | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0086-450 | | TITLE | Prize Claim Forms - Mid-Tier | | DESCRIPTION | Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts between $25.00 and $599.00. | | RETENTION | See Comments | | COMMENTS | Retain 3 fiscal years after the expiration of game, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 74-8720(h) | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0089-450 | | TITLE | Property Disposition Records - Non-Expendable | | DESCRIPTION | Copies of DA forms 110 and supporting documents used to removed capital equipment from agency inventory. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-04-10 | | K.A.R. NUMBER | 53-2-111 |
| SERIES ID | 0095-450 | | TITLE | Regional Inventory Balancing Report | | DESCRIPTION | Internal control form submitted by regional offices listing the daily inventory changes, used to verify inventory totals. | | RETENTION | 002 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0096-450 | | TITLE | Retailer Daily Sales Journal | | DESCRIPTION | Computer printouts relating to the daily accounting to the Kansas Lottery of all the lottery ticket sales transactions of retailers. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0098-450 | | TITLE | Retailers Electronic Funds Transfer Tape and Invoice Report | | DESCRIPTION | Computer printouts detailing the weekly electronic banking transactions from retailers. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0099-450 | | TITLE | Retailers Invoices and Statements | | DESCRIPTION | Invoice signed by retailer staff acknowledging the receipt of lottery tickets from the Kansas Lottery. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0100-450 | | TITLE | Returns Journal | | DESCRIPTION | Computer printouts listing the lottery tickets returned to the agency by retailers for credit on their accounts. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0104-450 | | TITLE | Sales Revenue Journal | | DESCRIPTION | Computer printouts listing the sales transactions and the game numbers of lottery tickets sold by retailers. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0108-450 | | TITLE | Settlement to Invoice Reconciliation Report | | DESCRIPTION | Internal control work sheet comparing the settlement of instant tickets toward retailer invoices on the general ledger posting and created as an internal control mechanism for reconciliation purposes. | | RETENTION | See Comments | | COMMENTS | Retain until the end of the game and subsequent audit, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0109-450 | | TITLE | System Sales Snapshot Report | | DESCRIPTION | Computer printout listing the daily on-line ticket sales. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-04-18 | | K.A.R. NUMBER | 53-2-108 |
| SERIES ID | 0113-450 | | TITLE | Ticket Returns by Game Records | | DESCRIPTION | Computer printouts relating to the specific game tickets returned to the agency for a variety of reasons by retailers. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0114-450 | | TITLE | Ticket Returns by Warehouse Records | | DESCRIPTION | Computer printouts listing all tickets in the warehouses which had been returned for various reasons by retailers. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain both hard and electronic copy 3 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0115-450 | | TITLE | Ticket Validation Journal | | DESCRIPTION | Computer printouts used to verify the numbers of winning lottery tickets. | | RETENTION | 006 fisc yrs | | COMMENTS | Retain both hard and electronic copy 6 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0155-450 | | TITLE | Vouchers - Receipts | | DESCRIPTION | Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: DA forms | | RETENTION | 003 fisc yrs | | COMMENTS | Schedule does not apply to Division of Accounts and Reports. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-10-18 | | K.A.R. NUMBER | 53-2-128 |
| SERIES ID | 0119-450 | | TITLE | Warrant Check Register - Daily | | DESCRIPTION | Computer printouts generated listing daily the warrant checks issued to the holders of winning lottery tickets. | | RETENTION | See Comments | | COMMENTS | Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0120-450 | | TITLE | Warrant Check Registers - Numerical | | DESCRIPTION | Computer printouts listing all checks made out to the holders of winning lottery tickets by the check number. | | RETENTION | See Comments | | COMMENTS | Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0121-450 | | TITLE | Winners Monetary Lists | | DESCRIPTION | Computer printouts of the holders of winning lottery tickets and the prize payments awarded to them. | | RETENTION | 006 fisc yrs | | COMMENTS | Retain both hard and electronic copy 6 fiscal years, then destroy or delete. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
Agency Number: 450-002
Kansas Lottery
Finance and Administrative Services Division
Purchasing
| SERIES ID | 0154-450 | | 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 | Schedule does not apply to Division of Accounts and Reports. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-10-18 | | K.A.R. NUMBER | 53-2-128 |
Agency Number: 450-003
Kansas Lottery
Security Division
| SERIES ID | 0123-450 | | TITLE | Building Surveillance Tapes | | DESCRIPTION | Videotapes created during routine internal security monitoring by building cameras. | | RETENTION | 090 days | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0141-450 | | TITLE | Cancelled Ticket/Big Win Reports | | DESCRIPTION | Electronic records generated by the online vendor to identify tickets sale cancellation data and $5,000 and greater winning ticket data. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(2)&(12) | | APPROVED | 2003-04-10 | | K.A.R. NUMBER | 53-2-134 |
| SERIES ID | 0158-450 | | TITLE | Draw Papers | | DESCRIPTION | Documents relating to each online game drawing and maintained for integrity purposes. | | RETENTION | 006 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-04-10 | | K.A.R. NUMBER | 53-2-134 |
| SERIES ID | 0125-450 | | TITLE | Employee Background Records | | DESCRIPTION | Information sheets completed by persons seeking employment with the Kansas Lottery and used as the basis for conducting a background check to preserve the integrity and security of the lottery. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0128-450 | | TITLE | G-Guard Reports | | DESCRIPTION | Reports generated by the online vendor validating the process for Powerball winning tickets to ensure that no tampering has occurred. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-04-10 | | K.A.R. NUMBER | 53-2-134 |
| SERIES ID | 0160-450 | | TITLE | Game Files | | DESCRIPTION | Documents relating to instant ticket and pulltab games and maintained to monitor security conditions. | | RETENTION | See Comments | | COMMENTS | Destroy all hard copy and electronically stored game file information 3 calendar years after last claim date. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(2)&(12) | | APPROVED | 2003-04-10 | | K.A.R. NUMBER | 53-2-134 |
| SERIES ID | 0157-450 | | TITLE | Game Tapes | | DESCRIPTION | Computer tapes or CDs containing validation and inventory files for the instant ticket or pulltab games. | | RETENTION | See Comments | | COMMENTS | Retain 3 calendar years after last claim date, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(2)&(12) | | APPROVED | 2003-04-10 | | K.A.R. NUMBER | 53-2-134 |
| SERIES ID | 0129-450 | | TITLE | Instant Ticket Lab Examination Reports | | DESCRIPTION | Lab reports and correspondence relating to tests performed by the KBI on instant tickets to ensure that a game cannot be tampered with. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0130-450 | | TITLE | Investigation Files | | DESCRIPTION | Documents relating to internal and criminal investigations performed by Kansas Lottery security personnel. | | RETENTION | See Comments | | COMMENTS | Retain in office 10 calendar years, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4)(10) | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0131-450 | | TITLE | Postal Records | | DESCRIPTION | Records conerning 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 cldr yrs | | COMMENTS | Supersedes general schedule based upon retention according to calendar years rather than fiscal years. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-07-17 | | K.A.R. NUMBER | 53-2-135 |
| SERIES ID | 0132-450 | | TITLE | Promotional Event Tapes | | DESCRIPTION | Videotapes made of minor promotional efforts with retailers involving Kansas Lottery prizes and taped for integrity purposes. | | RETENTION | 180 days | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0133-450 | | TITLE | Quality Control Instant Ticket Packs | | DESCRIPTION | Game packs pulled for quality control: 1 pack tested internally for scratchability and prize accuracy, 1 pack sent to KBI to ensure game integrity. | | RETENTION | See Comments | | COMMENTS | Retain until all quality control checks are completed, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0159-450 | | TITLE | Reconstruction Files | | DESCRIPTION | Documents relating to reconstruction by vendors of instant tickets or pulltab tickets due to ticket damage. | | RETENTION | 001 cldr yr | | COMMENTS | Retain in security office until destroyed. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-04-10 | | K.A.R. NUMBER | 53-2-134 |
| SERIES ID | 0134-450 | | TITLE | Return Scratch Ticket Forms | | DESCRIPTION | Form submitted by retailers returning unused tickets to the Kansas Lottery warehouse for credit. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-07-17 | | K.A.R. NUMBER | 53-2-135 |
| SERIES ID | 0107-450 | | TITLE | Second Chance Drawing Tickets | | DESCRIPTION | Nonwinning lottery game tickets submitted to the Kansas Lottery by customers which are used as an entry vehicle for subsequent drawings. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 1993-10-07 | | K.A.R. NUMBER | 53-2-098 |
| SERIES ID | 0135-450 | | TITLE | Special Event Draw Records | | DESCRIPTION | Documentation and videotapes relating to special promotional drawings from retailers for promotional reasons involving Kansas Lottery prizes and taped for integrity purposes. | | RETENTION | 180 days | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0137-450 | | TITLE | Ticket Inventory Shipping Manifest | | DESCRIPTION | Shipping manifest listing a detailed inventory of tickets that have been shipped from the ticket printers. | | RETENTION | See Comments | | COMMENTS | Retain until end of game, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-07-17 | | K.A.R. NUMBER | 53-2-135 |
| SERIES ID | 0138-450 | | TITLE | Ticket Shipping Manifest | | DESCRIPTION | Copy of the shipping manifest given to the truck driver from the ticket printers listing the shipment contents. | | RETENTION | See Comments | | COMMENTS | Retain until end of game, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-07-17 | | K.A.R. NUMBER | 53-2-135 |
| SERIES ID | 0139-450 | | TITLE | Trunk Stock Requisitions | | DESCRIPTION | Form submitted by lottery representatives ordering lottery tickets for distribution to retailers and used by the warehouse to fill those orders. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2003-07-17 | | K.A.R. NUMBER | 53-2-135 |
| SERIES ID | 0116-450 | | TITLE | Unused Lottery Tickets | | DESCRIPTION | Lottery game tickets issued by the Kansas Lottery which were never sold to consumers. | | RETENTION | See Comments | | COMMENTS | Retain until the end of the game is announced, transfer one ticket to the archives, destroy the remainder. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1996-01-18 | | K.A.R. NUMBER | 53-2-107 |
| SERIES ID | 0140-450 | | TITLE | Vendor and Retailer Background Records | | DESCRIPTION | Information sheets completed by vendors and retailers wishing to conduct business with the Kansas Lottery as required by KSA 74-8705 to preserve the integrity and security of the lottery. | | RETENTION | See Comments | | COMMENTS | Retain 1 year after termination of agreement, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 74-7810 | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
Agency Number: 450-004
Kansas Lottery
Marketing Division
| SERIES ID | 0143-450 | | TITLE | Agency Jobs and Billing Records | | DESCRIPTION | Copies of correspondence, contracts, etc. relating to advertising bills submitted to the Division of Accounts and Reports for payment. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
| SERIES ID | 0145-450 | | TITLE | Game Promotion Files | | DESCRIPTION | Marketing plans, promotional booklet, copy points, etc. provided quarterly to district managers and the media relating to the promotion of various lottery games. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, transfer 1 copy of the "Bible" a.k.a. Promotional Booklet along with Media Plans to the archives annually, destroy the remainder. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0148-450 | | 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 | 1996-08-08 | | K.A.R. NUMBER | 53-2-109 |
Agency Number: 450-005
Kansas Lottery
Sales Division
| SERIES ID | 0029-450 | | TITLE | 3-Digit Number Game Report | | DESCRIPTION | Computer printout generated weekly giving a visual snapshot of Pick 3 game numbers drawn and tickets sold. | | RETENTION | See Comments | | COMMENTS | Retain until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0030-450 | | TITLE | 3-Digit Price Report | | DESCRIPTION | Computer printout generated weekly listing the Pick 3 game winners pay-out. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0031-450 | | TITLE | 30 Days Packs Not Activated Report | | DESCRIPTION | Computer printout generated weekly listing game packets distributed to lottery ticket retail vendors which have not been activated within 30 days and maintained for accountability purposes. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0032-450 | | TITLE | 45 Days Packs Not Activated List | | DESCRIPTION | Computer printout generated weekly listing game packets distributed to lottery ticket retail vendors which have not been activated within 45 days and maintained for accountability purposes. | | RETENTION | See Comments | | COMMENTS | Obsolete series, destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0035-450 | | TITLE | Applications for Retail Businesses | | DESCRIPTION | Documents related to applications received by the Kansas Lottery from retailers for licenses to purchase lottery tickets and sell them at their place of business. | | RETENTION | See Comments | | COMMENTS | Retain until retailer is inactive, plus 3 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1992-07-09 | | K.A.R. NUMBER | 53-2-093 |
| SERIES ID | 0041-450 | | TITLE | Club Keno Daily Winners Game Report | | DESCRIPTION | Computer printout generated by GTech listing the sales figures for the daily winners of the Club Keno lottery game and used to monitor sales trends. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0043-450 | | TITLE | Correspondence - Retailers | | DESCRIPTION | Incoming and outgoing letters and memoranda which pertain to routine matters concerning lottery ticket retail vendors. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0051-450 | | TITLE | Detail Sales Ranking Report | | DESCRIPTION | Computer printout generated weekly listing on-line lottery ticket sales ranking for lottery ticket retail vendors. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0052-450 | | TITLE | Dispenser Placement Notification | | DESCRIPTION | Copy of report regarding the reimbursement to lottery ticket retail vendors for the installation of end counter lottery ticket dispenser and maintained for convenience of reference. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Original is maintained in Retailer File. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0053-450 | | TITLE | District Manager Activity Report | | DESCRIPTION | Report listing lottery representatives' daily sign-ons occurring at lottery ticket retail vendor locations and maintained by the regional manager to track activity. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0056-450 | | TITLE | Game End Announcements | | DESCRIPTION | Flyer distributed to lottery ticket retail vendors notifying them of the ending date for particular games. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0068-450 | | TITLE | Lotto 2 Share Report | | DESCRIPTION | Computer printout generated weekly detailing game information such as the winning number and sales figures after each Kansas Cash draw. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0075-450 | | TITLE | On-Line Marketing Evaluation | | DESCRIPTION | Copy of an evaluation completed by a lottery representative to determine if a lottery ticket on-line retail vendor has a good traffic area and maintained for convenience of reference. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Original is maintained in Retailer File. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0080-450 | | TITLE | Powerball Game Data Report | | DESCRIPTION | Computer printout generated weekly detailing game information such as the winning number and sales figures after each Powerball game. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0081-450 | | TITLE | Powerball Price Report | | DESCRIPTION | Computer printout generated weekly listing the Powerball game winners pay-out after each draw. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0075-450 | | TITLE | Retailer Evaluations | | DESCRIPTION | Copy of evaluation completed by a lottery representative to determine if a lottery ticket online retail vendor has a good traffic area and maintained for convenience of reference. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Original is maintained in Application for Retailer Business Files. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2004-07-08 | | K.A.R. NUMBER | 53-2-139 |
| SERIES ID | 0097-450 | | TITLE | Retailer Survey | | DESCRIPTION | Report created on volume lottery ticket retail vendors listing the number of games available, number of dispensers, etc. maintained to evaluate district manager's point of sales. | | RETENTION | See Comments | | COMMENTS | Retain in individual district manager file and retain accordingly. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0105-450 | | TITLE | Sales Summary by Business Class Report | | DESCRIPTION | Computer printout generated weekly listing the type of on-line lottery ticket retail vendors. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0106-450 | | TITLE | Sales Summary by County Report | | DESCRIPTION | Computer printout generated weekly listing the on-line lottery ticket sales by county. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0112-450 | | TITLE | Ticket Inventory Available For Sale Report | | DESCRIPTION | Computer printout generated internally listing the instant and pull tab lottery ticket inventory in the three warehouses and in trunk stock and maintained for accountability purposes. | | RETENTION | 003 weeks | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
Agency Number: 450-006
Kansas Lottery
Information Technology
| SERIES ID | 0073-450 | | TITLE | Network Design and Maintenance Records | | DESCRIPTION | Records documenting the maintenance of the lottery's computer network and used to verify and monitor various network processes. | | RETENTION | 002 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 | New search
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