Kansas Records Retention Schedules

25 Schedule Entries Found:

Agency Number: 488-001
Board of Optometry Examiners

SERIES ID	0001-488
TITLE	Accreditation Files
DESCRIPTION	Documents relating to the accreditation of optometrist schools which are used to verify that acceptable standards are met and maintained.
RETENTION	005 cldr yrs
COMMENTS	There are no Kansas schools.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0002-488
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of 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	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0003-488
TITLE	Cash Book
DESCRIPTION	Disbursement journal of fees collected by the Board which also contains annual summaries of other data.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0004-488
TITLE	Certificates
DESCRIPTION	License certificates issued to optometrists authorizing practice in the state which were returned to the Board.
RETENTION	See Comments
COMMENTS	Transfer to the archives in one annual shipment.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0005-488
TITLE	Complaint and Hearing Files
DESCRIPTION	Documents related to complaints against optometrists received by the Board and investigations resulting from such complaints.
RETENTION	See Comments
COMMENTS	Retain 5 years after closing of case, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0006-488
TITLE	Continuing Education Credit Files
DESCRIPTION	Proof of continuing education credits required to be completed yearly by optometrists in order to fulfill requirements set by the Board.
RETENTION	See Comments
COMMENTS	Retain hard copy 1 year after inputting in the computer. Delete from computer after 5 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0007-488
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	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0023-488
TITLE	Examination Application Files
DESCRIPTION	Letters sent to the Board of Optometry Examiners requesting examination information and the Board's reply. Files contain grades and transcripts.
RETENTION	See Comments
COMMENTS	If licensed, add to licensing file and retain accordingly. If not licensed, retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(6)(9), 20 U.S.C. § 1232g
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0008-488
TITLE	Examination Rosters
DESCRIPTION	Lists of applicants scheduled to take the licensing examinations or of individuals who took them.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. An early volume has been transferred to the archives.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0009-488
TITLE	Examinations
DESCRIPTION	Examinations given to prospective optometrists which they are required to pass in order to receive a license to practice in the state.
RETENTION	005 cldr yrs
COMMENTS	Retain failed exams 1 year and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0010-488
TITLE	Legal Case Files
DESCRIPTION	Variety of documents relating to legal proceedings involving the Board.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0011-488
TITLE	License Application Files
DESCRIPTION	Documents relating to applications received by the Board of Optometry for licenses to practice in the state.
RETENTION	See Comments
COMMENTS	Retain until no longer in practice, then transfer to the archives in one annual shipment.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(6)(9), 5 USC Sec. 522a
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0024-488
TITLE	Licensing Application Files - Glaucoma
DESCRIPTION	Documents relating to applications received by the Board of Optometry for licenses to treat Glaucoma in the state.
RETENTION	See Comments
COMMENTS	Retain until no longer in practice, then transfer to the archives in one annual shipment.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(6)(9), 5 USC Sec. 522a, 20 U.S.C. § 1232g
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0012-488
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of the Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0013-488
TITLE	Oral Examination Audio-tapes
DESCRIPTION	Recordings of interviews conducted with prospective optometrists as one segment of the licensing process.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0014-488
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	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0015-488
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	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0022-488
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	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0016-488
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0025-488
TITLE	Reciprocity Licensing Application Files
DESCRIPTION	Information pertaining to persons in other states, or U.S. territories, requesting a reciprocity license to practice optometry in Kansas. Includes correspondence, application form, examination grades, etc.
RETENTION	See Comments
COMMENTS	If licensed, add to licensing file and retain accordingly. If not licensed, retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(6)(9)
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0019-488
TITLE	Registration Log
DESCRIPTION	Log listing optometrists which was used to monitor proof of continuing education credits and fees paid each year.
RETENTION	See Comments
COMMENTS	The format is now on computer. Retain volume until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0017-488
TITLE	Registration and Renewal Database
DESCRIPTION	Electronic log of optometrist registrations and annual license renewals which is used to monitor the yearly fee payments, whether or not the license was revoked or if the optometrist is deceased.
RETENTION	See Comments
COMMENTS	Retain database permanently and update as needed. Send annual printout to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0018-488
TITLE	Registration and Renewal Forms
DESCRIPTION	Forms sent to optometrists and returned to the Board which are used to update personal information as well as registrations and renewals which monitor the yearly fee payments, revocations and deaths.
RETENTION	See Comments
COMMENTS	Retain until data is entered in Registration and Renewal Database plus 1 year, then discard.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0020-488
TITLE	Renewal Register
DESCRIPTION	Register of annual renewals of optometrist licenses with information about revocations and deaths.
RETENTION	See Comments
COMMENTS	This series is now on computer and combined with Registration Log. Transfer volumes to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-01-23
K.A.R. NUMBER	53-2-091

SERIES ID	0021-488
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	1992-01-23
K.A.R. NUMBER	53-2-091

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