Kansas Records Retention Schedules
| Agency: | Department of Corrections |
515 Schedule Entries Found:
Agency Number: 521-001
Department of Corrections
Central Office
| SERIES ID | 0069-521 | | TITLE | AIDS Information | | DESCRIPTION | Documents and publications relating to the education and training of employees and inmates on the AIDS virus. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0188-521 | | 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 Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0281-521 | | TITLE | Accounts and Reports Run Documents | | DESCRIPTION | Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0001-521 | | TITLE | Accreditation Records | | DESCRIPTION | Documents related to periodic accreditation of the penal institution's). | | RETENTION | See Comments | | COMMENTS | Retain until re-accreditation is complete, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0060-521 | | TITLE | Affirmative Action Records | | DESCRIPTION | Routine documents related to compliance with Affirmative Action guidelines: training logs, job applicant interview records, EEO reports, notes, correspondence, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0068-521 | | 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 State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0308-521 | | TITLE | Architectural Plans, Drawings, Maps, and Specifications | | DESCRIPTION | Records documenting physical plant of facilities. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0051-521 | | TITLE | Assignment Log | | DESCRIPTION | A record of hours and projects completed by past information systems and research employees. | | RETENTION | See Comments | | COMMENTS | Obsolete record series--destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0524-521 | | TITLE | Attorneys' Working Files | | DESCRIPTION | Working papers used or prepared by staff attorneys regarding litigation. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after case is closed, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(25)&(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0047-521 | | TITLE | Audit Reports - Special | | DESCRIPTION | Results of audits conducted by Department of Corrections auditor on specific internal projects. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0006-521 | | TITLE | Bond Issuance Records | | DESCRIPTION | A Correctional facility actual bond issuance document: land description, trust documents, etc. | | RETENTION | See Comments | | COMMENTS | Retain until bond is paid off plus 3 years, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0273-521 | | 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 | Transfer to the State Archives for purging of duplicate materials. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0272-521 | | 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 | Transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0035-521 | | TITLE | CETA - Vocational Training Program Financial Records | | DESCRIPTION | Financial reports and materials used to operate the CETA-Vocational Training Program: order vouchers, correspondence, interfund orders, worksheets, monthly disbursement records, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | CETA records are subject to retention requirements in the Code of Federal Regulations: 20 CFR 676.35 et seq. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0092-521 | | TITLE | Capital Improvement Plans - Five Year | | DESCRIPTION | Five year construction plans from each Kansas penal institution for outlining future projects and goals. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0476-521 | | TITLE | Capital Improvement Project Files | | DESCRIPTION | Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. See also Architectural Plans, Drawings, and Specifications. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0041-521 | | TITLE | Capital Improvement Projects - Monthly Reports of | | DESCRIPTION | Reports submitted by institutions regarding progress of ongoing projects and evaluations of completed projects. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0091-521 | | TITLE | Capital Improvement Projects - Preliminary Reports | | DESCRIPTION | Preliminary reports issued by the Department of Corrections on construction projects under consideration. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(33) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0019-521 | | TITLE | Civil Rights and Civil Service Cases | | DESCRIPTION | Wide variety of documents related to civil service and civil rights cases against the Department of Corrections: complaints & grievances, dispositions, interrogations, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed plus 5 years, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(1)(4) & (11) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0073-521 | | TITLE | Community Correction County Files | | DESCRIPTION | Documents and related material on county community correction programs and activities as monitored and evaluated by the Department of Corrections. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0074-521 | | TITLE | Community Correction County Plans | | DESCRIPTION | Records regarding Kansas counties participating in the Community Correction program: correspondence, budget summaries, program proposals, etc. | | RETENTION | 002 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0079-521 | | TITLE | Compact, Probation, and Parole Case Log | | DESCRIPTION | Register used to control the process of approving or rejecting parole and probate releases from the Department of Corrections penal institutions. | | RETENTION | See Comments | | COMMENTS | Retain 2 to 3 months after a rejection or approval decision, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0055-521 | | TITLE | Computer Programming - General | | DESCRIPTION | Records which provide computer mapping for accounting, banking and payroll systems in the main computer bank: diagrams, computer printouts, record layouts. | | RETENTION | See Comments | | COMMENTS | Retain and dispose of in conjunction with associated computer programs and systems. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0020-521 | | TITLE | Contraband Files | | DESCRIPTION | Documents and reports related to illegal contraband seized from Department of Corrections inmates: investigation reports, lab reports, photographs, field notes, taped phone calls, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0477-521 | | 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. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0007-521 | | TITLE | Contracts - Communication/Information Systems | | DESCRIPTION | Legal agreements with individuals and organizations regarding purchases of communication/information systems equipment and services. Includes all associated documents, eg. DA-146 series. | | RETENTION | See Comments | | COMMENTS | Retain until expiration of contract plus 5 calendar years, then destroy. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0008-521 | | TITLE | Correspondence - Policy Related | | DESCRIPTION | Incoming and outgoing letters and memoranda dealing exclusively with litigated cases and lawsuits. | | RETENTION | 005 cldr yrs | | COMMENTS | Retain in office 5 calendar years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0085-521 | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0054-521 | | TITLE | Criminal Justice Coordinating Council - General | | DESCRIPTION | Documents relating to the Criminal Justice Coordinating Council meetings: minutes, agendas, testimony, correspondence, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0052-521 | | TITLE | Data Processing and Program Files | | DESCRIPTION | Documents used as reference for programming the Department of Corrections main computer system: charts, diagrams, instructions, etc. | | RETENTION | See Comments | | COMMENTS | Retain and dispose of in conjunction with associated computer programs and systems. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0100-521 | | TITLE | Disciplinary Action Files | | DESCRIPTION | Documents related to inmate disciplinary cases. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed plus 5 calendar years, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0067-521 | | TITLE | Electronic Data Systems Summaries | | DESCRIPTION | Computer printouts of the Electronic Data Systems summaries. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0005-521 | | TITLE | Employee Background Investigations | | DESCRIPTION | Investigation documents on an applicants personal background. Note: correctional volunteers are also included. | | RETENTION | See Comments | | COMMENTS | Retain in conjunction with either "Employment Applications-Not Hired," "Employee Personnel Records," or "Volunteer Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4)(10) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0478-521 | | TITLE | Employee Grievances and Complaints - General | | DESCRIPTION | Documents related to complaints and grievances against the Department of Corrections supervisors: correspondence, official disciplinary actions, actual complaints and grievances, etc. | | RETENTION | 010 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0110-521 | | TITLE | Employee Information Cards | | DESCRIPTION | Information in abstract form relating to individual employees: name, title, address, social security number, date of employment, fingerprints, etc. | | RETENTION | See Comments | | COMMENTS | Retain in conjunction with "Employee Personnel Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0316-521 | | TITLE | Employee Personnel Files | | DESCRIPTION | Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc. | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0328-521 | | TITLE | Employee Position Descriptions | | DESCRIPTION | Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and other similar or supporting documents and materials. | | RETENTION | See Comments | | COMMENTS | Retain until superseded plus 3 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0521-521 | | TITLE | Employee Property Claim Files - Special Legislative | | DESCRIPTION | Documents relating to Department of Corrections employees filing property loss claims over $500 and submitted to the Legislature for reimbursement of damaged goods. | | RETENTION | See Comments | | COMMENTS | Transfer to the individual Employee Personnel File and retain accordingly. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 2002-10-17 | | K.A.R. NUMBER | 53-2-132 |
| SERIES ID | 0337-521 | | TITLE | Employee Rosters - Security | | DESCRIPTION | A listing of all security personnel. | | RETENTION | See Comments | | COMMENTS | Retain until no longer in effect, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0501-521 | | TITLE | Employee Security Files | | DESCRIPTION | Documents relating to individual employee performance and personal problems within the facility: positive and negative performances, sexual harassment problems, physical confrontation reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain for length of employee's tenure, then merge with "Employee Personnel Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0325-521 | | 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, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | Internal agency forms. See also Leave Requests. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0090-521 | | TITLE | Employee Training Booklets - Parole | | DESCRIPTION | Materials related to instructing and training parole officers: parole supervisor training, volunteer training and orientation booklet, etc. | | RETENTION | See Comments | | COMMENTS | Retain originals until no longer useful, then transfer to the State Archives. Destroy published copies. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0037-521 | | TITLE | Employee Training Files - Legal | | DESCRIPTION | Documents related to training institution lawyers and Correctional Officers in the area of law and the enforcement thereof. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0089-521 | | TITLE | Employee Training Files - Medical and Mental Health Care | | DESCRIPTION | Documents related to the medical and mental health training seminars and workshops provided for Department of Corrections employees. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0088-521 | | TITLE | Employee Training Files - Personnel | | DESCRIPTION | Documents covering a wide range of training material. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0061-521 | | TITLE | Employment Application Assessment Forms | | DESCRIPTION | Documented evaluations of interviewees by interviewers--used for termination, promotion and, demotion decisions. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0468-521 | | TITLE | Equal Employment Opportunity Annual Report Records | | DESCRIPTION | Records used to compile annual reports for the Equal Opportunity Office: applicant assessment, exit interview forms, monthly employment reports, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0063-521 | | TITLE | Equal Employment Opportunity Audit Reports | | DESCRIPTION | An annual audit done by the state EEO office to verify and approve the Department of Corrections EEO program and related activities: EEO training, recruitment procedures, complaint procedures, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0062-521 | | TITLE | Equal Employment Opportunity/Affirmative Action Complaints and Grievances | | DESCRIPTION | Documents related to EEO and AA complaints and grievances against Department of Corrections: investigation report, correspondence, state EEO reporting procedures, disciplinary action taken, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0108-521 | | TITLE | Evidence Articles | | DESCRIPTION | Physical evidence confiscated during an investigation by the central office investigator: liquor, guns, scissors, knives, stolen material, fans, bloody clothes, basketballs, etc. | | RETENTION | See Comments | | COMMENTS | Retain until legal section receives court approval for disposition of articles, then contact the State Archives for appraisal and disposition instructions. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(10) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0107-521 | | TITLE | Evidence Log | | DESCRIPTION | Records of evidence confiscated during investigations: description of item, date received, type of case, case number, suspect room location, inmate name and number, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(10) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0086-521 | | TITLE | Execution Files | | DESCRIPTION | Records related to executions and individuals executed in Kansas. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0298-521 | | TITLE | Expungement Records | | DESCRIPTION | Purged inmate information sealed from all disclosure. | | RETENTION | See Comments | | COMMENTS | Place in sealed envelope and retain, then transfer to the State Archives with other inmate files. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 21-4619 et seq. | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0022-521 | | TITLE | Extradition Case Files | | DESCRIPTION | Extradition requests issued by the Department of Corrections to other states: extradition requests, memos, letters, transfer papers, SRDC evaluations, etc. | | RETENTION | See Comments | | COMMENTS | Obsolete record series, immediately transfer to archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 &45-221(a)(11)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0002-521 | | TITLE | Fire and Safety Records | | DESCRIPTION | Records regarding maintenance and inspections of Department of Correction penal institutions for fire, health, safety and other related issues. | | RETENTION | See Comments | | COMMENTS | Retain 3 calendar years, then destroy, except for certification required by regulations to remain on file perpetually-retain these documents until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0036-521 | | 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 State Archives, destroy remaining documents. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0004-521 | | TITLE | Inmate Assault Cases | | DESCRIPTION | Investigation documents related to violent incidents at Kansas penal institutions: investigation reports, taped conversations, Correction Officer reports, autopsy reports, photographs, field notes, etc | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0023-521 | | TITLE | Inmate Correspondence Files - Non-Routine | | DESCRIPTION | Filed correspondence sent or received by inmates which is unusual or suspect. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0021-521 | | TITLE | Inmate Escape Records | | DESCRIPTION | Documents relating to the investigation and apprehension of escapees from the Department of Corrections institutions: warrants, notification forms, surveillance reports, investigation reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0056-521 | | TITLE | Inmate File Cards | | DESCRIPTION | Abstracted record of individual inmate incarceration and parole information. | | RETENTION | See Comments | | COMMENTS | Retain in conjunction with "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0024-521 | | TITLE | Inmate Grievance Files - Central Office | | DESCRIPTION | Dispositions, court proceedings, correspondence, etc. relating to grievances and complaints filed by inmates against the Department of Corrections. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after case is closed, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0487-521 | | TITLE | Inmate Incident Report Records | | DESCRIPTION | Records related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0070-521 | | TITLE | Inmate Medical Health Programs Management Review Records | | DESCRIPTION | Documented monthly reports evaluating mental and medical health treatment programs in Kansas Penal institutions. | | RETENTION | See Comments | | COMMENTS | Obsolete record series - transfer to the State Archives, immediately. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0523-521 | | TITLE | Inmate Property Claim Files - Special Legislative | | DESCRIPTION | Documents relating to property loss claims over $500 filed by Department of Corrections inmates and submitted to the Legislature for reimbursement of damaged goods. | | RETENTION | See Comments | | COMMENTS | Retain until decision is reached plus 5 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 2002-10-17 | | K.A.R. NUMBER | 53-2-132 |
| SERIES ID | 0072-521 | | TITLE | Inmate Substance Abuse Reports and Programs | | DESCRIPTION | Documents relating to the administration of substance abuse programs in Department of Corrections institutions. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0025-521 | | TITLE | Interstate Compact Records | | DESCRIPTION | Documents granting and verifying inmate parole to other states: renewal agreement, intergovernmental agreements, contracts, drafts, correspondence, etc. | | RETENTION | See Comments | | COMMENTS | Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0095-521 | | TITLE | Interstate Compact Security Files | | DESCRIPTION | Documents relating to the operation and handling of compact cases by the Department of Corrections: correspondence, compact case material, jail compacts, special management notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0484-521 | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0031-521 | | TITLE | Investigation Files - Specialty Cases | | DESCRIPTION | Documents and reports related to non-physical incidents in Kansas penal institutions: officer reports, photographs, fire marshal reports, taped conversations, newspaper articles, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed plus 5 years, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0083-521 | | TITLE | Issued Warrant Cards | | DESCRIPTION | Cards used to record the status of issued warrants. | | RETENTION | See Comments | | COMMENTS | Obsolete record series--destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0076-521 | | TITLE | Jail Inspection Files | | DESCRIPTION | Documents and related material pertaining to the inspection of Kansas County jails: correspondence, inspection reports, blue ribbon committee minutes, tapes, photographs, etc. | | RETENTION | 010 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0038-521 | | TITLE | Jail Titles | | DESCRIPTION | Receipts of expenditures accrued as a result of Department of Corrections inmates being held at Kansas County Jails: vouchers, payment stubs, invoices, receipt of invoices, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0065-521 | | TITLE | Job Vacancy Announcements | | DESCRIPTION | Announcements disseminated to the public concerning job vacancies in the Department of Corrections. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0075-521 | | TITLE | Kansas Advisory Jail Standards and Procedures | | DESCRIPTION | Documents covering policy and procedures for county jails to adopt and utilize in meeting Dept. of Corrections jail standards-see general schedule under Policy and Procedures Manuals & Statements. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer to the archives. NOTE: This is a publication produced in large quantities by the Department of Corrections. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0078-521 | | TITLE | Kansas Probationers | | DESCRIPTION | Completed forms used to request investigations of inmates for whom probationary status is being considered. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the system, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0064-521 | | TITLE | Labor Relations Records | | DESCRIPTION | Documents and reference materials used in and resulting from labor negotiations and arbitrations: negotiation working files, notes, correspondence, union contractual agreement, etc. | | RETENTION | 010 cldr yrs | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0003-521 | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0289-521 | | TITLE | Ledgers - General | | DESCRIPTION | General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. | | RETENTION | 003 fisc yrs | | COMMENTS | Transfer to the State Archives for purging of duplicate material. This series includes only internal documents. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0033-521 | | TITLE | Legal Briefs | | DESCRIPTION | Briefs filed with state, county and city courts in Kansas. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed, plus 5 years, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(25) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0034-521 | | TITLE | Legal Case Files | | DESCRIPTION | Documents and supporting material related to legal litigation: disposition, investigation reports, interrogation reports, court pleadings, correspondence, notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed plus 5 years, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(25) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0032-521 | | TITLE | Legal Case Files - Institutional | | DESCRIPTION | Copies of documents and reports submitted by institution litigators on legal cases handled at the institution level: field notes, correspondence, case summaries and reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case closed plus 5 years, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(25) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0018-521 | | TITLE | Legal Opinions | | DESCRIPTION | Legal opinions issued by chief legal counsel relating to Department of Corrections cases and court judgments. | | RETENTION | See Comments | | COMMENTS | Retain until no longer needed, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0026-521 | | TITLE | Legislative Relations Files | | DESCRIPTION | Copies of bills, drafts of legislation, copies of statutes, notes, correspondence 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0040-521 | | TITLE | Local Funds Records | | DESCRIPTION | Computer printouts relating to the financial affairs of Department of Corrections canteens and monies distributed to inmates: canteen fund, inmate benefit fund, impact fund, inmate trust fund, etc. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0057-521 | | TITLE | Master Configuration Record | | DESCRIPTION | Complete instructions on main computer operations- used in cases of computer dysfunction. | | RETENTION | See Comments | | COMMENTS | Retain and dispose of in conjunction with associated computer programs and systems. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0071-521 | | TITLE | Medical Health Subject Files | | DESCRIPTION | Wide variety of documents relating to a range of medical and mental health issues: sex offender programs, dental programs, first aid handbook, mental health planning, Indians & corrections, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0198-521 | | TITLE | Memoranda of Understanding or Agreement - Interagency | | DESCRIPTION | Formal agreements reached between state, local, and/or federal agencies. | | RETENTION | See Comments | | COMMENTS | Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0087-521 | | TITLE | Minutes | | DESCRIPTION | Includes minutes of all boards, committees, and commissions upon which the Secretary of Corrections serves. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0077-521 | | TITLE | Offender Personal Profile Weekly Report | | DESCRIPTION | Computerized listing verifying those inmate profile records that have been sent to the appropriate parole district office. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0080-521 | | TITLE | Parole Officer Caseload Records | | DESCRIPTION | Computerized listings of parole officer individual parolees caseload. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0082-521 | | TITLE | Parole Supervisor Activity Reports | | DESCRIPTION | Weekly updated reports submitted by parole officers regarding their activities for use by parole administrator in evaluation of progress and performance. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0081-521 | | TITLE | Parole Violator Transfer Slips | | DESCRIPTION | Completed forms documenting movement of parole violators from county jail to Department of Corrections institutions. | | RETENTION | See Comments | | COMMENTS | Retain until after individual enters the institution, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0042-521 | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0043-521 | | TITLE | Payroll Records - General | | DESCRIPTION | Wide variety of documents associated with Department of Corrections inmate and personnel payroll records: money receipt memos, correspondence, overtime sheets, inmate payroll, batch sheets, etc. | | RETENTION | See Comments | | COMMENTS | These records are no longer retained as one series - destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0300-521 | | TITLE | Policy Statements | | DESCRIPTION | Original copies of formal explanations of agency policies and procedures issued in individual statement formats - often called "General Orders". | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0096-521 | | TITLE | Pre-Release and Work Release General Files | | DESCRIPTION | Documents and related material concerning pre-release and work release programs and projects used for general operation. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0520521 | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0030-521 | | TITLE | Public Relations Board - General | | DESCRIPTION | Documents related to arbitration hearings and labor negotiations: notes, performance standards, position descriptions, correspondence, drafts of negotiations, actual contracts, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4)(15) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0053-521 | | TITLE | Purchasing Records - Computer and Telephone Equipment | | DESCRIPTION | Requests and supporting materials submitted by institutions for purchase/service of electronic equipment: purchase orders, correspondence, memoranda, installation requests, service requests, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0216-521 | | TITLE | Recruitment and Hiring Documents | | DESCRIPTION | All applicant documents accumulated during the hiring process. | | RETENTION | 003 cldr yrs | | COMMENTS | Materials for those persons hired are transferred to Employee Personnel Files. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0028-521 | | TITLE | Regulation Development Materials | | DESCRIPTION | Wide variety of documents and material related to the drafting of the Department of Corrections Kansas Administration Regulations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0059-521 | | TITLE | Research Files - General | | DESCRIPTION | Wide variety of research data used in writing and planning a range of Department of Corrections reports and interim projects. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0046-521 | | TITLE | Salary Projection Reports | | DESCRIPTION | Projection of employee salaries over a certain time period: salary range, individual employee name, position title, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0093-521 | | TITLE | Subject Files - Architecture | | DESCRIPTION | Variety of documents relating to the design, construction and maintenance of the Department of Corrections projects. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0014-521 | | TITLE | Subject Files - Community Corrections | | DESCRIPTION | Wide variety of documents related to a range of community correction issues: monitoring programs, inmate correspondence, population reports, vehicle logs, community correction plans, etc. | | RETENTION | See Comments | | COMMENTS | Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0058-521 | | TITLE | Subject Files - Computer Programs | | DESCRIPTION | Wide variety of documents related to computer programming: DISC allocation, correspondence, notes, OBSCIS/MIS user group, data processing plan, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0013-521 | | TITLE | Subject Files - Deputy Secretary's | | DESCRIPTION | Wide variety of documents related to the general operation of the Programs Division: juvenile advisory committee, legislative issues, letters, memos, notes, drug testing reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0194-521 | | TITLE | Subject Files - Education | | DESCRIPTION | A wide range of documents relating to educational issues: budgets, contracts, correspondence, personnel, purchasing, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0017-521 | | TITLE | Subject Files - Information Systems and Research | | DESCRIPTION | A wide variety of documents and materials related to entire range of correctional issues: monthly parole statistics, KDHE inspections, fire marshal reports, OBSCIS/MIS User group minutes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0097-521 | | TITLE | Subject Files - Institutions and Honor Camps | | DESCRIPTION | Wide variety of documents related to specific programs and functions pertinent to certain penal institutions and honor camps. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0010-521 | | TITLE | Subject Files - Investigation | | DESCRIPTION | Wide variety of documents related to groups, clans and organizations detrimental to the Kansas state penal institution inmate population: Ku Klux Klan, inmate deaths, Aryan Brotherhood, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(10) | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0009-521 | | TITLE | Subject Files - Legal | | DESCRIPTION | Wide variety of documents and related material related to Department of Corrections: litigation, legal legislation, and regulations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer needed, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0016-521 | | TITLE | Subject Files - Management Services Executive Manager | | DESCRIPTION | A wide variety of documents concerning the daily operation of the Management Services division: personnel rosters, budget charts, court actions, etc. | | RETENTION | See Comments | | COMMENTS | Retain in accordance with general schedule (KAR 53-3-1) until no longer useful, then contact the State Archives for appraisal-if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0012-521 | | TITLE | Subject Files - Mental Health and Health Care | | DESCRIPTION | Documents and related material covering a wide range of issues in the mental health and medical health care section of Department of Corrections. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0158-521 | | TITLE | Subject Files - Parole | | DESCRIPTION | A variety of records relating to the general operation of the parole services unit: correspondence, parole plan investigation material, psychological and treatment evaluations, general parole info, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0015-521 | | TITLE | Subject Files - Personnel and Training | | DESCRIPTION | A wide variety of documents relating to personnel and training issues: insurance files, labor relations, planned assistances, retirement systems, salary procedures, workforce planning project, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0011-521 | | TITLE | Subject Files - Public Information | | DESCRIPTION | Wide variety of documents related to a breadth of Department of Corrections issues. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0084-521 | | TITLE | Subject Files - Secretary's | | DESCRIPTION | Records regarding all aspects of the Department of Corrections activities. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0044-521 | | TITLE | Telephone Billing Records | | DESCRIPTION | Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0049-521 | | TITLE | Vehicle Operation Log | | DESCRIPTION | Documents with vehicle usage records attached for preparing annual budgets and capital cash outlays: weekly gas and oil reports, summary logs, memos, etc. | | RETENTION | See Comments | | COMMENTS | Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0417-521 | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0039-521 | | TITLE | Vouchers - Journal | | DESCRIPTION | DA forms 35 series used to adjust financial account balances. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0045-521 | | TITLE | Vouchers - Receipts | | DESCRIPTION | Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0048-521 | | 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 | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0050-521 | | TITLE | Warrant Files | | DESCRIPTION | Computer reports regarding materials received and monies disbursed by the Department of Corrections: batch sheets, warrant register, ombudsman expenses, etc. | | RETENTION | crrt fisc yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
| SERIES ID | 0509-521 | | TITLE | Weldy and Associates Sex Offender Treatment Program Files | | DESCRIPTION | Personality and behavioral test results, notes, reports and other documents related to the Sex Offender Treatment Program operated by Weldy & Associates under contract with the Dept. of Corrections. | | RETENTION | See Comments | | COMMENTS | Obsolete series, transfer to the records center for 30 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1994-01-13 | | K.A.R. NUMBER | 53-2-099 |
| SERIES ID | 0066-521 | | TITLE | Workforce Information | | DESCRIPTION | Documents and related material used in developing and implementing workforce standards. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-01-25 | | K.A.R. NUMBER | 53-2-083 |
Agency Number: 521-010
Department of Corrections
All Facilities
| SERIES ID | 0442-521 | | TITLE | ADAPT Waiting List Records | | DESCRIPTION | Documents used to assign individual inmates to the ADAPT Program. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0284-521 | | TITLE | Accounting Records - General | | DESCRIPTION | A variety of documents relating to financial matters including: telephone logs, warrants, receipts, payroll logs and receipts, budgets and related material, check stubs, bank statements, etc. | | RETENTION | See Comments | | COMMENTS | Retain and dispose of in accordance with general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0471-521 | | 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 Ledges - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0252-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0472-521 | | TITLE | Accounts and Reports Run Documents | | DESCRIPTION | Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0205-521 | | TITLE | Adding Machine or Calculator Tapes | | DESCRIPTION | Master tapes produced business machines during bookkeeping: canteen receipts, etc. | | RETENTION | See Comments | | COMMENTS | May be destroyed immediately unless required to document associated records - then retain in conjunction with those associated records. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0411-521 | | TITLE | Administrative Segregation Reports | | DESCRIPTION | Documents indicating when an inmate is locked in a cell for long periods of time. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to respective "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0517-521 | | TITLE | Alcohol/Drug Diagnostic Appraisal Records | | DESCRIPTION | Supporting documentation used as a diagnostic tool during the intake processing to determine the level of substance abuse treatment the offender required. | | RETENTION | See Comments | | COMMENTS | Obsolete series, destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1995-07-13 | | K.A.R. NUMBER | 53-2-105 |
| SERIES ID | 0123-521 | | TITLE | Alpha Roster | | DESCRIPTION | Documents used for reference and assignment of inmates to vacant cells. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0500-521 | | 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 State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0473-521 | | TITLE | Architectural Plans, Drawings, Maps, and Specifications | | DESCRIPTION | Records documenting physical plant facility(ies). | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0271-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0275-521 | | TITLE | Banking Records | | DESCRIPTION | Bank statements, deposit books and slips, check registers, and cancelled checks. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0423-521 | | TITLE | Banking Records - Canteen | | DESCRIPTION | Bank statements, deposit books and slips, check registers, and cancelled checks for the canteen fund. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0424-521 | | TITLE | Batch Transmittal Forms | | DESCRIPTION | Completed forms used to transmit documents for mass computer input- includes both DA forms 199 and/or equivalent internal documents. | | RETENTION | See Comments | | COMMENTS | Retain in conjunction with transmitted documents, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0425-521 | | 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, Contract, and Vendor Files. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0309-521 | | TITLE | Boiler Records | | DESCRIPTION | Documentation of the boiler system used to ensure safe operating levels. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0494-521 | | 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 | Transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0474-521 | | TITLE | Budget Requests and Appeals - Annual | | DESCRIPTION | Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals. | | RETENTION | 005 fisc yrs | | COMMENTS | Transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0282-521 | | TITLE | Building Inspection Records | | DESCRIPTION | Documents regarding maintenance and inspections of fire and safety equipment, food areas, and other related issues. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0268-521 | | TITLE | Business Records - Miscellaneous | | DESCRIPTION | Wide variety of documents created separately, but stored together: vouchers, invoices, purchase orders, receipts, copies of employee personnel files, request for leave and overtime, inspections, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) under appropriate headings--otherwise retain until no longer useful, then destroy. May have some restrictions. | | DISPOSITION | See Comments | | RESTRICTIONS | Some | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0274-521 | | TITLE | Canteen Accounting Records | | DESCRIPTION | Documents concerning financial affairs of the canteen: check ledgers, bank statements, ledgers, receipts, invoices, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0276-521 | | TITLE | Capital Improvement Project Files | | DESCRIPTION | Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0511-521 | | TITLE | Captain's Shift Log | | DESCRIPTION | Facility security activity log indicating the date, time, shift supervisor, recorded incidents, etc. within all observation points within the facility. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 2005-04-14 | | K.A.R. NUMBER | 53-2-142 |
| SERIES ID | 0350-521 | | TITLE | Cassette Tape Loan Records | | DESCRIPTION | Log of cassette tapes loaned to inmates (circulation records). | | RETENTION | See Comments | | COMMENTS | Retain until log is complete, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0344-521 | | TITLE | Cellhouse Capacity Sheets | | DESCRIPTION | Documents related to the cellhouse population capacity: population numbers, total, optimum number, etc. | | RETENTION | 001 cldr yr | | COMMENTS | Duplicate copies may be destroyed whenever no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0220-521 | | TITLE | Cellhouse and Tower Call-in Logs | | DESCRIPTION | Documents of cellhouse and tower security post call-ins. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0210-521 | | TITLE | Civil Service Examinations | | DESCRIPTION | Examinations given to perspective employees as required by the Division of Personnel Services. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0212-521 | | TITLE | Civil Service Examinations - Correctional Officers | | DESCRIPTION | Examinations given to applicants for correctional officer positions. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0211-521 | | TITLE | Classification Action Records | | DESCRIPTION | Documents used to assess and evaluate employee classification position levels. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0099-521 | | TITLE | Clemency Records | | DESCRIPTION | Documents related to requests by penal inmates for clemency. | | RETENTION | See Comments | | COMMENTS | Retain 3 years beyond governor's tenure, then transfer to the State Archives. This is pursuant to KSA 75-104(c). | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0364-521 | | TITLE | Clinic Administration Records | | DESCRIPTION | Routine documents related to the administration of clinic: purchasing records, personnel memos, incident reports, inmate grievances, supply requisitions, fire inspection reports, etc. | | RETENTION | See Comments | | COMMENTS | See general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0101-521 | | TITLE | Commutation Certificates | | DESCRIPTION | Documents authorizing terminated or reduced prison sentences for specific inmates. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0240-521 | | TITLE | Computer Entry Work Log | | DESCRIPTION | Work log for personnel inputting data into computer. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0505-521 | | TITLE | Contraband Files | | DESCRIPTION | Documents and reports related to illegal contraband seized from facility inmates: investigation reports, lab reports, photographs, filed notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy--all documents are duplicates of originals maintained in various series held by Investigations unit. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0277-521 | | 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. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0430-521 | | TITLE | Contracts - Drug/Alcohol | | 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. Note: This applies only to original contracts-copies of contracts published by the Division of Purchasing may be destroyed when no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0431-521 | | TITLE | Contracts - Education | | 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. Note: This applies only to original contracts- copies of contracts published by the Division of Printing may be destroyed when no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0183-521 | | TITLE | Controlled Medication and Syringe Logs | | DESCRIPTION | Documents concerning the use and distribution of controlled medication and narcotic syringe count sheets. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0139-521 | | TITLE | Correctional Officer Duty Roster | | DESCRIPTION | Correctional officer daily assignment and duties. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0407-521 | | TITLE | Correctional Officer Equipment Issue Log | | DESCRIPTION | Documents relating to the issuance of a variety of equipment: radio (hand-held), flashlights, bolt cutters, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0412-521 | | TITLE | Correctional Officer Medication File | | DESCRIPTION | Monthly report of medication correctional officers are taking. | | RETENTION | 001 month | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0513-521 | | TITLE | Correctional Officer Shift Log | | DESCRIPTION | A facility activity log recording date, time, shift supervisor, recorded incidents, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | See also Captain's Shift Log. | | DISPOSITION | Destroy | | RESTRICTIONS | K.S.A. 22-4707 & 45-221(a)(29) | | APPROVED | 2006-07-13 | | K.A.R. NUMBER | 53-2-148 |
| SERIES ID | 0165-521 | | TITLE | Correctional Officer Uniform Issue Log | | DESCRIPTION | Documents detailing the issuance of correctional officer uniforms: officer's name, type of clothing issued, date, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0248-521 | | TITLE | Correctional Officer Weekly Work Schedule | | DESCRIPTION | Weekly record of Correctional Officer work schedules. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0224-521 | | TITLE | Correctional Staff After Hours Emergency Log | | DESCRIPTION | Documents related to radio, telephone, and/or pager notifications during emergency situations. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0432-521 | | TITLE | Correspondence - Policy Related | | DESCRIPTION | Incoming and outgoing letters from the Director. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0429-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0197-521 | | TITLE | Credit Card Logs | | DESCRIPTION | Documents listing issued state credit cards. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0218-521 | | TITLE | Deeds for Real Estate | | DESCRIPTION | Legal documents pertaining to ownership of real property by Department of Corrections. | | RETENTION | See Comments | | COMMENTS | Retain permanently or transfer to the archives. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0145-521 | | TITLE | Disciplinary Case Files | | DESCRIPTION | Documents related to charges filed against an inmate for violations of facility rules and regulations. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed, then place original report in "Inmate File" if found guilty. The remainder retain 3 years, then destroy. Destroy duplicates when no longer useful. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(10) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0515-521 | | TITLE | Disciplinary Case Log | | DESCRIPTION | Log of inmate disciplinary cases: case number, inmate number, offense, class of offense, dates, disposition, etc. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain 3 calendar years, then transfer to the archives for purging or sampling. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1995-01-12 | | K.A.R. NUMBER | 53-2-103 |
| SERIES ID | 0134-521 | | TITLE | Disciplinary Case Tape Recordings and Transcripts | | DESCRIPTION | Sound recordings of disciplinary hearings held by adjudicated panel. | | RETENTION | See Comments | | COMMENTS | Tapes may be erased after transcription. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(10) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0416-521 | | TITLE | Disciplinary Disposition Reports | | DESCRIPTION | Daily summaries of disciplinary cases: inmate number, cell, case number, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0510-521 | | TITLE | Disciplinary/Segregation Reports and Logs | | DESCRIPTION | Reports and logs recording disciplinary and segregation incidents. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain 3 calendar years, then transfer to the archives for purging or sampling. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1995-01-12 | | K.A.R. NUMBER | 53-2-103 |
| SERIES ID | 0401-521 | | TITLE | Dog Training Files | | DESCRIPTION | Documents pertaining to individual dog training exercises: date, time, weather conditions, approximate search location, search item, comments, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0380-521 | | TITLE | Dress-Out Cards | | DESCRIPTION | Documents of inmate funds transferred to other facilities or elsewhere. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0185-521 | | TITLE | Drug Formulary | | DESCRIPTION | Listing of drugs kept at the facilities. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0459-521 | | TITLE | Drug Screening Information Records | | DESCRIPTION | Documents relating to routine drugs and screening tests for such drugs. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0467-521 | | TITLE | Emergency Drills and Reports | | DESCRIPTION | Documents relating to the completion of fire, tornado, and other related emergency drills by the facility personnel and inmates. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0406-521 | | TITLE | Emergency Plans, Maps, and Squad Assignments | | DESCRIPTION | Documents related to the preparedness of security personnel in an emergency situation: maps, facility blueprints, assignments, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0440-521 | | TITLE | Employee Accident Reports | | DESCRIPTION | Reports regarding accidents to employees: name, place, and cause of accident, nature, and location of injury on body, etc. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707,45-221(a)(3)(4)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0495-521 | | TITLE | Employee Background Investigations | | DESCRIPTION | Investigation documents on an applicant personal background. Note: Correctional volunteers are also included. | | RETENTION | See Comments | | COMMENTS | Retain in conjunction with either "Employment Applications - Not Hired," "Employee Personnel Files, or "Volunteer Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4)(10) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0330-521 | | TITLE | Employee Case Files | | DESCRIPTION | Documents relating to employee legal problems with either supervisors or colleagues: correspondence, reports, disciplinary cases, court orders, notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed plus 3 years, then transfer to "Employee Personnel File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4)(25) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0460-521 | | TITLE | Employee Drug Test Records | | DESCRIPTION | Documents detailing the testing of employee's urine samples for the presence of drugs. | | RETENTION | See Comments | | COMMENTS | Retain for employee's tenure, then transfer positive results to the "Employee Personnel File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(3)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0333-521 | | TITLE | Employee Evaluation Appeals | | DESCRIPTION | Documents related to appeals of unsatisfactory employee evaluations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then place in "Employee Personnel Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0335-521 | | TITLE | Employee Fingerprint Cards | | DESCRIPTION | Cards related to the fingerprinting of applicants for security purposes. | | RETENTION | See Comments | | COMMENTS | Cards are merged with either the "Employee Personnel Files" or "Employment Applications - Not Hired" and retained accordingly. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4)(10)(12)(30) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0334-521 | | TITLE | Employee Grievances and Complaints - General | | DESCRIPTION | Documents related to complaints and grievances against supervisors: narratives, form 03101, investigation reports, etc. | | RETENTION | 010 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0479-521 | | TITLE | Employee Information Cards | | DESCRIPTION | Information in abstract form relating to individual employees. | | RETENTION | See Comments | | COMMENTS | Retain 20 years after tenure of employee, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0215-521 | | TITLE | Employee Information Roster | | DESCRIPTION | A roster listing in abstracted form employee personnel information: name, address, telephone number, position number, hire date, birthdate, salary, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer in effect, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0336-521 | | TITLE | Employee Interview Board Files | | DESCRIPTION | Documents related to the filling of positions: list of eligible applicants, applicant assessments, applications - not hired, copy of successful applications, score sheets, & other supporting material. | | RETENTION | 003 cldr yrs | | COMMENTS | Material for those persons hired are transferred to "Employee Personnel Files" (q.v.). | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0135-521 | | TITLE | Employee Performance Records | | DESCRIPTION | Documents relating to individual correctional officer's job performance: evaluations, disciplinary recommendations, counseling, training courses, etc. | | RETENTION | See Comments | | COMMENTS | Retain for employee's tenure, then place in "Employee Personnel Files". | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0213-521 | | TITLE | Employee Personnel Evaluation Log | | DESCRIPTION | Documents used to schedule and control personnel evaluations: type of evaluation, date sent, date received, etc. | | RETENTION | See Comments | | COMMENTS | Retain until log book is complete, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0480-521 | | TITLE | Employee Personnel Files | | DESCRIPTION | Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status Forms, etc. | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0434-521 | | TITLE | Employee Personnel Files - Director's Office | | DESCRIPTION | Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc. | | RETENTION | See Comments | | COMMENTS | Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0187-521 | | TITLE | Employee Personnel Files - Office Copies | | DESCRIPTION | Documents regarding individual employee financial and position status: salary plans, letters of reprimand, general financial data, etc. | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0112-521 | | TITLE | Employee Position Description Cards | | DESCRIPTION | Card listing of those employees who have (and who presently do) occupy a specific position. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0481-521 | | TITLE | Employee Position Descriptions | | DESCRIPTION | Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and other similar or supporting documents and materials. | | RETENTION | See Comments | | COMMENTS | Retain until superseded plus 3 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0522-521 | | TITLE | Employee Property Claim Files | | DESCRIPTION | Documents relating to property loss claims under $500 filed by Department of Corrections employees for reimbursement of damaged goods. | | RETENTION | See Comments | | COMMENTS | Transfer to individual Employee Personnel File and retain accordingly. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 2002-10-17 | | K.A.R. NUMBER | 53-2-132 |
| SERIES ID | 0029-521 | | TITLE | Employee Security Files | | DESCRIPTION | Documents relating to employees who are suspended or suspected of illegal activity while performing on the job responsibilities: taped conversations, intelligence reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain for length of employee's tenure plus 5 years in original or abstracted form, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(10) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0383-521 | | TITLE | Employee Termination Check-Out Sheets | | DESCRIPTION | Forms used to ensure all actions associated with persons leaving employment have been completed. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0492-521 | | 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, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | Internal agency forms. See also Leave Requests. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0382-521 | | TITLE | Employee Time Reports - Overtime Slips | | DESCRIPTION | Documents used to request, allow, and account for overtime work and pay. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0497-521 | | TITLE | Employee Training Files - Legal | | DESCRIPTION | Documents related to training correctional officers and support staff in the area of law and the enforcement. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0200-521 | | TITLE | Employee Training Files - Medical | | DESCRIPTION | Instructional material used for employee training in first aid treatment. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0114-521 | | TITLE | Employee Training Files - Security | | DESCRIPTION | Documents related to training correctional officers in the area of security: use of restraints, transporting inmates, fire and safety regulations, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0228-521 | | TITLE | Employee Training Lesson Plan Records | | DESCRIPTION | Wide variety of correctional training lesson plans. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0266-521 | | TITLE | Employee Training Logs | | DESCRIPTION | Documents relating to employees who have received staff training: agenda, sign-in/out, test scores, tests, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0169-521 | | TITLE | Employee Training Manuals | | DESCRIPTION | Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0267-521 | | TITLE | Employee Training Officer Schedule Log | | DESCRIPTION | Documents relating to the general operation of training personnel: schedules, tests, grades, course titles, date, hours, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0113-521 | | TITLE | Employee Training Records - Individual | | DESCRIPTION | Documents relating to individual employee training: qualifications of weapons, educational exams, supervisory workshops, CPR and First Aid instructions, etc. | | RETENTION | See Comments | | COMMENTS | Retain until end of employee tenure, then merge with "Employee Personnel File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0115-521 | | TITLE | Employee Training Videotapes | | DESCRIPTION | Training videos shown as visual instructing aids: stress management, prison riots, basic correctional officers course, behavioral science materials, etc. | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0189-521 | | TITLE | Employment Application Drug Test Records | | DESCRIPTION | Documents detailing the testing of individual employment applicant's urine samples for the presence of drugs. | | RETENTION | See Comments | | COMMENTS | Retain if hired, in respective "Employee Personnel File" - if not, then place in "Employment Applicants-Not Hired" file. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0327-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0324-521 | | TITLE | Equal Employment Opportunity Reports | | DESCRIPTION | Documents used to compile monthly and quarterly reports for submission to the Central Office regarding EEO issues. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0405-521 | | TITLE | Equipment Check-List | | DESCRIPTION | Documents related to the control of ladders, ropes and other similar material issued to employees. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0168-521 | | TITLE | Equipment Maintenance and Ownership Records | | DESCRIPTION | Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc. | | RETENTION | See Comments | | COMMENTS | Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0502-521 | | TITLE | Evidence Articles | | DESCRIPTION | Physical evidence confiscated during investigations by facility investigators: televisions, fans, radios, watches, drugs, weapons, personal property, clothing, canteen items, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed, then return appropriate articles, contact the State Archives for appraisal of appropriate articles. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0251-521 | | TITLE | Expenditure Control Log | | DESCRIPTION | Documents of invoices sent to central office for processing. | | RETENTION | See Comments | | COMMENTS | Retain until log sheet is no longer in effect, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0482-521 | | TITLE | Expungement Records | | DESCRIPTION | Purged inmate information sealed from all disclosure. | | RETENTION | See Comments | | COMMENTS | Place in sealed envelope and retain, then transfer to the State Archives with other inmate files. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 21-4619 et seq. | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0102-521 | | TITLE | Extradition Records | | DESCRIPTION | Documents of fugitives who are extradited from other states: warrant, court documentation, notification of pick-up, etc. | | RETENTION | See Comments | | COMMENTS | Retain until fugitive has been returned to Kansas, then transfer to Office of the Governor - in case of non-return, retain 30 years, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0349-521 | | TITLE | Facility Form-9's | | DESCRIPTION | Passes allowing inmates to move throughout the facility. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0408-521 | | TITLE | Fire Alarm Log | | DESCRIPTION | Machine generated documents of fire alarm discharges: time, date, location, etc. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0435-521 | | TITLE | Fire and Safety Records - Monthly | | DESCRIPTION | Documents regarding maintenance and inspections of Department of Corrections penal institutions for fire, health, safety, and other related issues. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain 3 calendar years, then destroy, except for certification required by regulations to remain on file perpetually-retain these documents until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0436-521 | | TITLE | Fire and Safety Records - Weekly | | DESCRIPTION | Documents regarding maintenance and inspections of Department of Corrections penal institutions for fire, health, safety, and other related issues on a weekly basis. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain 3 calendar years, then destroy, except for certification required by regulations to remain on file perpetually- retain these documents until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0136-521 | | TITLE | Fire and Safety Training Records | | DESCRIPTION | Documents regarding the instruction of fire and safety for facility correctional officers: correspondence, photographs, videotapes, lesson plans, blueprints, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0261-521 | | TITLE | Food Service Inmate Personnel Files | | DESCRIPTION | Documents related to inmate food service positions: time reports, job descriptions, general kitchen rules, disciplinary reports, incident reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until inmate's job assignment is complete plus 1 year, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0254-521 | | TITLE | Food Service Logs | | DESCRIPTION | Wide variety of logs created in the food service area: knife log, daily meal log, temperature log, caustic/toxic log, daily waste log, and dangerous tool inventory log. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0389-521 | | TITLE | Food Service Logs - General | | DESCRIPTION | Wide variety of logs created separately, but stored together: perishable food log, tool control log, butcher shop log, inventory log, kitchen roster, refrigerator temp log, knife control sheets, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0293-521 | | TITLE | Food Service Menus | | DESCRIPTION | Documents relating to a variety of menus available for use in daily meal preparation. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0388-521 | | TITLE | Food Service Monthly Reports | | DESCRIPTION | Basic statistical record of activities and inventory in the kitchen --includes completed form summary and supporting material. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0201-521 | | TITLE | Food Service Procedure Manuals | | DESCRIPTION | Original copies of formal explanations of food service policies and procedures issued in collective manual or individual statement formats. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0409-521 | | TITLE | Gasoline Log | | DESCRIPTION | Documents of gasoline pumped for state vehicles. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0384-521 | | TITLE | Gasoline and Oil Report | | DESCRIPTION | Documents relating to gas and oil usage. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0341-521 | | TITLE | Hazardous Material Logs | | DESCRIPTION | Documents related to use, storage, and disposition of various hazardous materials (caustic, toxic, and flammable substances). | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0452-521 | | TITLE | Health and Environment Inspection Reports | | DESCRIPTION | Documents regarding inspections by the Department of Health and Environment, in and around the facility. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0453-521 | | TITLE | Housekeeping Records | | DESCRIPTION | A wide variety of documents relating to housekeeping matters. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0227-521 | | TITLE | Identification Badge Authorization Records | | DESCRIPTION | Documents relating to the authorization of temporary identification badges for outside contractors to work within the facility walls. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0236-521 | | TITLE | Inmate 120-Day Review Log | | DESCRIPTION | Documents listing the inmates awaiting evaluations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer in effect, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0104-521 | | TITLE | Inmate Accident Reports | | DESCRIPTION | Reports regarding accidents to inmates: name, place and cause of accident, nature and location of injury on body, etc. | | RETENTION | 010 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0280-521 | | TITLE | Inmate Accounts Records | | DESCRIPTION | Documents related to administration of and accounting for funds directly related to inmates: bank stubs, trust funds, inmate receipts, inmate payroll, withdrawals, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0237-521 | | TITLE | Inmate Alias File Cards | | DESCRIPTION | Cards relating to inmate alias names. | | RETENTION | See Comments | | COMMENTS | Retain until no longer in effect, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0400-521 | | TITLE | Inmate Alias Names | | DESCRIPTION | Documents indicating alias names assigned to inmates for security and safety reasons. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the facility, then place card in individual inmate file. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0503-521 | | TITLE | Inmate Assault Cases | | DESCRIPTION | Investigation documents related to violent incidents at the institution: investigation reports, taped conversations, correction officer reports, autopsy reports, photographs, field notes, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | Purging of duplicate material may need to be done by the archives staff. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0137-521 | | TITLE | Inmate Behavior Record | | DESCRIPTION | Documents concerning observations of the behavior and attitudes of individual inmates, maintained for security reasons. | | RETENTION | See Comments | | COMMENTS | Retain for inmate's tenure at facility, then place in respective "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0106-521 | | TITLE | Inmate Benefit Records | | DESCRIPTION | Documents of inmate luxuries purchased from canteen profits: purchase request, invoices, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0443-521 | | TITLE | Inmate Bible Study Call-Out Records | | DESCRIPTION | Memoranda to cell-houses indicating which inmates may attend meeting of the Bible Study. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0363-521 | | TITLE | Inmate Call-Out Records | | DESCRIPTION | Memoranda to cellhouses indicating which inmates may attend meetings of the Alcoholics Anonymous meetings. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0444-521 | | TITLE | Inmate Catholic Catechism Call-Out Records | | DESCRIPTION | Memoranda to cellhouses indicating which inmates may attend meetings of the Catholic Catechism. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0348-521 | | TITLE | Inmate Chaplaincy Services Log | | DESCRIPTION | Abbreviated log-style record of specific inmates use of chaplaincy services. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0445-521 | | TITLE | Inmate Choir Call-Out Records | | DESCRIPTION | Memoranda to cellhouses indicating which inmates may attend meetings of the Choir. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0260-521 | | TITLE | Inmate Classification Records | | DESCRIPTION | Documents relating to the determination of and calculation of inmate classification levels. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then transfer with inmate file. Destroy duplicate copies when no longer useful. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0098-521 | | TITLE | Inmate Classification Records - Requests for Exceptions | | DESCRIPTION | Penal institution unit teams requests for exceptions to inmates assigned security levels: correspondence, special classification review, custody classification, etc. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0461-521 | | TITLE | Inmate Clearance Records | | DESCRIPTION | Documents regarding inmate clearance forms and all supporting documentation. | | RETENTION | 005 cldr yrs | | COMMENTS | Duplicate copies may be destroyed whenever no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0410-521 | | TITLE | Inmate Clothing Records | | DESCRIPTION | Documents related to the purchase, care, issuance, and inventory of inmate clothing. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0366-521 | | TITLE | Inmate Counseling Enrollment Records | | DESCRIPTION | Documents recording an inmate's enrollment in substance abuse treatment programs. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0367-521 | | TITLE | Inmate Counseling Participation Files | | DESCRIPTION | Documents of individual's participation in various counseling programs: inmate name, kind of counseling, date of assignment/removal, etc. | | RETENTION | See Comments | | COMMENTS | Retain until inmate completes counseling program, then merge with "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0255-521 | | TITLE | Inmate Counseling Records | | DESCRIPTION | Documents related to inmate counseling sessions: notes, testing results, reports, correspondence, etc. | | RETENTION | See Comments | | COMMENTS | Retain for inmate's tenure at the facility, then merge with "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0176-521 | | TITLE | Inmate Counselor Caseload Lists | | DESCRIPTION | Documents of counselor inmate caseload assignment. | | RETENTION | See Comments | | COMMENTS | Obsolete record series, destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0132-521 | | TITLE | Inmate Count Log - Daily | | DESCRIPTION | Documents of daily inmate counts and where they are distributed. | | RETENTION | See Comments | | COMMENTS | Retain until sheet is completed, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0133-521 | | TITLE | Inmate Count Records - Daily | | DESCRIPTION | Inmate head counts taken at the end of each shift. | | RETENTION | 006 months | | COMMENTS | Duplicate copies may be destroyed whenever no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0153-521 | | TITLE | Inmate Delinquent Security Classification Printout Records | | DESCRIPTION | Documents listing the inmates with delinquent security classification: next review date, current parole eligibility, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0233-521 | | TITLE | Inmate Dental Appointment Book | | DESCRIPTION | Internal forms and calendars used to schedule inmate dental appointments. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0184-521 | | TITLE | Inmate Dental Records | | DESCRIPTION | Documents relating to individual inmate dental needs: dental evaluations, dental exams, results, x-rays, etc. | | RETENTION | See Comments | | COMMENTS | Obsolete record series, immediately place in appropriate "Inmate Medical File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0404-521 | | TITLE | Inmate Diet Records - Special | | DESCRIPTION | Documents related to inmates who need or request special diets. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then place in respective "Inmate Medical File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0171-521 | | TITLE | Inmate Drug Test Records | | DESCRIPTION | Documents detailing the testing of individual inmate's urine samples for the presence of drugs. | | RETENTION | See Comments | | COMMENTS | Retain for inmate's tenure at facility, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0352-521 | | TITLE | Inmate Education - Diplomas | | DESCRIPTION | Photocopies of inmate GED diplomas--originals are given to the inmates. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the facility, then merge with "Inmate Education File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0377-521 | | TITLE | Inmate Education - Vocational Training Program Administrative Records | | DESCRIPTION | Documents relating to routine administrative activities: student drops, enrollment forms, correspondence, transfers, terminations, reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0379-521 | | TITLE | Inmate Education - Vocational Training Waiting List | | DESCRIPTION | A listing of inmates waiting to participate in a vocational program. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0351-521 | | TITLE | Inmate Education College Class Schedules | | DESCRIPTION | Schedules of classes given each semester. | | RETENTION | See Comments | | COMMENTS | Retain until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0305-521 | | TITLE | Inmate Education Files | | DESCRIPTION | Questionnaires, progress reviews, class hours, profile sheets, etc. relating to the performance and progress of individual inmate enrolled in the various education programs. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the corrections system plus 5 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0196-521 | | TITLE | Inmate Education Files - Horticulture Students | | DESCRIPTION | Faculty reports, certificates, hours trained, etc. relating to the performance and progress of individual inmates who participate in the horticulture programs. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the corrections systems plus 5 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0195-521 | | TITLE | Inmate Education Files - Vocational Students | | DESCRIPTION | Documents relating to the performance and progress of individual inmates enrolled in vocational training. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the corrections system plus 5 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0117-521 | | TITLE | Inmate Education Program Classroom Attendance Records | | DESCRIPTION | Documents of inmates daily and monthly attendance in education programs. | | RETENTION | See Comments | | COMMENTS | Retain until inmate either completes the educational training program or leaves the facility, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0124-521 | | TITLE | Inmate Education Program Enrollment Log | | DESCRIPTION | Log indicating each inmate's status within the education program at the facility: enrollment date, completion date, drop-outs, name, inmate number, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0353-521 | | TITLE | Inmate Education Program Enrollment Management Computer Reports | | DESCRIPTION | Computer lists regarding current enrollment and waiting lists for those wishing to participate in programs and also those who have withdrawn. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0354-521 | | TITLE | Inmate Education Program Evaluation Reports | | DESCRIPTION | Computer report of summary statistics regarding education programs. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0259-521 | | TITLE | Inmate Education Program General Classroom Report Records | | DESCRIPTION | Documents related to general daily operation of educational programs. | | RETENTION | 003 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0118-521 | | TITLE | Inmate Education Program Weekly Call-Out Records | | DESCRIPTION | Lists of the times inmates are to be in education programs. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0355-521 | | TITLE | Inmate Education Testing Files | | DESCRIPTION | Listings of inmate scores on GED, SAT and other standard educational tests - somewhat duplicative of inmate educational files. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0418-521 | | TITLE | Inmate Evaluation Drafts | | DESCRIPTION | Drafts of inmate evaluations. | | RETENTION | See Comments | | COMMENTS | Retain until superseded by final draft, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0518-521 | | TITLE | Inmate Files | | DESCRIPTION | Primary documentation regarding individuals incarcerated at state correctional facilities. | | RETENTION | 030 cldr yrs | | COMMENTS | Retain hard copy until verified in Imaging System, then destroy. Data stored offline should be refreshed periodically to ensure data integrity. All data should be migrated to new electronic information systems throughout the 30 year retention. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0182-521 | | TITLE | Inmate Files - Special | | DESCRIPTION | Documents related to special or unusual problems regarding individual inmates. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain for 3 years, then place in respective "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0157-521 | | TITLE | Inmate Files - Unit Team | | DESCRIPTION | Copies of primary file of records relating to individual inmates during incarceration and parole. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves penal system, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0518-521 | | TITLE | Inmate Files through September 1, 2005 | | DESCRIPTION | Primary documentation regarding individuals incarcerated at state correctional facilities. | | RETENTION | See Comments | | COMMENTS | Retain the entire paper file for 3 years after expiration of sentence, then transfer to archives documents from the attached list which is hereby adopted as part of this schedule. Transfer paper medical and metal health files to the records center and retain for 10 years, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | K.S.A. 22-4707 & 45-221(a)(29) | | APPROVED | 2006-07-13 | | K.A.R. NUMBER | 53-2-148 |
| SERIES ID | 0174-521 | | TITLE | Inmate Furlough Records | | DESCRIPTION | Documents relating to inmate furlough applications: pre-furlough investigation, furlough narratives, order of furlough, correspondence, etc. | | RETENTION | See Comments | | COMMENTS | Retain until inmate departs facility, then place original copies of furlough material in the inmate file - destroy duplicates when no longer useful. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0238-521 | | TITLE | Inmate Good Time Cards | | DESCRIPTION | Cards used to post "good time" for individual inmates, cell location, and disciplinary actions. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves penal system, then transfer to appropriate inmate file. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0376-521 | | TITLE | Inmate Grievance Files - Facilities | | DESCRIPTION | Correspondence, reports, and supporting documentation relating to grievances and complaints filed by inmates against the Department of Corrections. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after case is closed, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29 | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0446-521 | | TITLE | Inmate Grievance Records - Unit Team | | DESCRIPTION | Correspondence, reports, and supporting documentation relating to inmate grievances and complaints that were answered by the Unit Team. | | RETENTION | See Comments | | COMMENTS | Retain until case is resolved plus 5 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0147-521 | | TITLE | Inmate Incident Report Records | | DESCRIPTION | Documents related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed plus 6 months, then place original in "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0247-521 | | TITLE | Inmate Information Cards - Security | | DESCRIPTION | Cards listing abstracted information on individual inmates - used for security reference. Includes Escape Cards, Control Cards, and Identification Cards. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then destroy when no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0258-521 | | TITLE | Inmate Information Data Sheets | | DESCRIPTION | Abstracted record of individual inmate incarceration and parole information. | | RETENTION | See Comments | | COMMENTS | Retain in conjunction with "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0419-521 | | TITLE | Inmate Interview and Check-Out Sheet Log | | DESCRIPTION | Documents indicating inmate interviews with professional staff and those non-state professionals: inmate location, person interviewing, in/out time, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0346-521 | | TITLE | Inmate Ledgers | | DESCRIPTION | Abstracted record of individual inmate incarceration and parole information. | | RETENTION | See Comments | | COMMENTS | Retain in conjunction with "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0331-521 | | TITLE | Inmate Legal Files | | DESCRIPTION | Documents relating to individual inmate's legal concerns and problems. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed, then merge original copies with individual "Inmate Files" - destroy duplicate copies. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0155-521 | | TITLE | Inmate Location Master Listing | | DESCRIPTION | A list identifying the whereabouts of inmates in the Department of Corrections. | | RETENTION | 002 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0329-521 | | TITLE | Inmate Location Records | | DESCRIPTION | Brief record of inmate whereabouts within the Corrections system. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves penal system, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0191-521 | | TITLE | Inmate Mail Records | | DESCRIPTION | Documents related to control of incoming and/or outgoing inmate mail. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0223-521 | | TITLE | Inmate Mail Records - Postage Stamp Issuance Log | | DESCRIPTION | Documents of postage stamps purchased for and issued to inmates. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0507-521 | | TITLE | Inmate Mail Review Log Book | | DESCRIPTION | Log of decisions made regarding contraband and censored material in inmate mail. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(10)(12)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0340-521 | | TITLE | Inmate Mail Review Record | | DESCRIPTION | Documents related to the confiscation of contraband and censored material in inmate mail. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(10)(12)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0121-521 | | TITLE | Inmate Medicaid Cards | | DESCRIPTION | Identification card used for reference in Medicaid cases: inmate name, date of birth, inmate number, and Medicaid number. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0186-521 | | TITLE | Inmate Medical Appointment Book | | DESCRIPTION | Internal forms and calendars used to schedule inmate medical examinations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0250-521 | | TITLE | Inmate Medical Bill Listing | | DESCRIPTION | A computer printout of inmate medical bills: inmate name, date, date paid, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0119-521 | | TITLE | Inmate Medical Cards | | DESCRIPTION | Documents relating to inmate's medical history and current status: chronic health problems, immunization dates, date of birth, allergies, name and inmate number. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then merge with "Inmate Medical Records." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0120-521 | | TITLE | Inmate Medical Cost Master Listing | | DESCRIPTION | Computer listing of inmate medical costs and other related services for the Department of Correction Facilities. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0512-521 | | TITLE | Inmate Medical Logs | | DESCRIPTION | Daily sick call, contact, lab test, medication logs, etc. documenting various aspects of inmate medical care. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0180-521 | | TITLE | Inmate Medical Records | | DESCRIPTION | Documents of individual inmate medical care: medication records, medical history, lab reports, physical exam records, etc. | | RETENTION | See Comments | | COMMENTS | Original records are transferred to individual "Inmate Files" when inmates leaves facility. Retain duplicate copies for five years after inmate leaves facility, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0368-521 | | TITLE | Inmate Medical Scheduling Databases | | DESCRIPTION | A collection of databases used for inmate waiting lists, program openings, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0369-521 | | TITLE | Inmate Medical Segregation Order Records | | DESCRIPTION | Form memoranda ordering the beginning and the end of medical segregation for inmates. | | RETENTION | See Comments | | COMMENTS | Retain for period of segregation plus 5 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0232-521 | | TITLE | Inmate Medical X-Rays | | DESCRIPTION | X-rays of inmates used for various medical purposes. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0370-521 | | TITLE | Inmate Medication Purchase Records | | DESCRIPTION | Documents of drugs purchases for inmates: copies of invoices and vouchers. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0447-521 | | TITLE | Inmate Mental Health Call-Out Records | | DESCRIPTION | Memoranda of mental health call-outs produced by the Psychology Section. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0226-521 | | TITLE | Inmate Mental Health Card File | | DESCRIPTION | Documents identifying individual inmate counseling programs: inmate name and number, counseling programs, completion date, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0332-521 | | TITLE | Inmate Mental Health Case Hearing Records | | DESCRIPTION | Documents relating to mental health case hearings: waivers, proposed transfers, clinical-psychological reports, tapes, correspondence, etc. | | 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 | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0365-521 | | TITLE | Inmate Mental Health Clinical Services Reports | | DESCRIPTION | Summary of psychological treatment while at the facility. | | RETENTION | See Comments | | COMMENTS | Original copies are placed in "Inmate File" -- duplicate copies, destroy after no longer useful. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0421-521 | | TITLE | Inmate Mental Health Face Sheet Summaries | | DESCRIPTION | Psychologist's evaluation of individual inmates entering the Department of Corrections penal system. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0122-521 | | TITLE | Inmate Mental Health Records | | DESCRIPTION | Documents related to individual inmate's mental health evaluations and treatments. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then merge with "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0448-521 | | TITLE | Inmate Moorish Temple Call-Out Records | | DESCRIPTION | Memoranda to cellhouses indicating which inmates may attend meetings of the Moorish Science Temple. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0311-521 | | TITLE | Inmate Movement Records | | DESCRIPTION | Document detailing the daily movement of individual inmates within and without the facility. Includes logs and card files. A.k.a. "drop sheets." | | RETENTION | 005 cldr yrs | | COMMENTS | Duplicate copies may be destroyed whenever no longer useful. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0449-521 | | TITLE | Inmate Narcotics Anonymous Call-Out Records | | DESCRIPTION | Memoranda to cellhouses indicating which inmates may attend meetings of Narcotics Anonymous. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0378-521 | | TITLE | Inmate Non-Participant Program Files | | DESCRIPTION | Documents related to individual inmates who either quit or decline the opportunity to participate in the vocational programs. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0462-521 | | TITLE | Inmate Numerical Cards | | DESCRIPTION | Documents used to locate an individual inmate by inmate number. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the facility plus 5 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0464-521 | | TITLE | Inmate Out to Court Records | | DESCRIPTION | Documents to cellhouses indicating which inmates are in court. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0304-521 | | TITLE | Inmate Parole Files | | DESCRIPTION | Documents relating to an individual inmate's parole period: chronological logs, correspondence, mental health reports, parole plans, etc. | | RETENTION | See Comments | | COMMENTS | Retain until parolee is discharged from Department of Corrections, then merge with "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0373-521 | | TITLE | Inmate Parole Files - Continued Cases | | DESCRIPTION | Parole decisions on individual inmates who have been continued at the facility for further treatment and rehabilitation. | | RETENTION | See Comments | | COMMENTS | Retain until inmate is paroled or transferred, then place with "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0413-521 | | TITLE | Inmate Pass Book Log | | DESCRIPTION | Documents of pass books distributed to correctional officers. | | RETENTION | See Comments | | COMMENTS | Retain until log book is complete, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0125-521 | | TITLE | Inmate Payroll Records | | DESCRIPTION | Documents related to inmate payroll accrual and disbursement. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0127-521 | | TITLE | Inmate Photographs | | DESCRIPTION | Photo images, including moving pictures, of inmates. | | 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 | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0170-521 | | TITLE | Inmate Population Records - OBSCIS | | DESCRIPTION | Document detailing inmate transfers, releases, and length of stay at the facility. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0203-521 | | TITLE | Inmate Population Summary Record - Daily | | DESCRIPTION | Documents related to inmate identification and housing location: inmate name and number, housing location, room number, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0454-521 | | TITLE | Inmate Profile Records | | DESCRIPTION | Documents regarding individual inmate's description, training, etc. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility plus 5 years unless duplicated elsewhere, then destroy. If not duplicated, merged with "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0483-521 | | TITLE | Inmate Property Claims Records | | DESCRIPTION | Property loss claims (under $500) submitted by Department of Corrections inmates: correspondence, property loss claim forms, reimbursement amount, etc. | | RETENTION | See Comments | | COMMENTS | Retain until decision reached in case plus 3 fiscal years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0141-521 | | TITLE | Inmate Property Records | | DESCRIPTION | Documents relating to property sent to and received by inmates. | | RETENTION | See Comments | | COMMENTS | Retain 5 calendar years after inmate leaves the facility, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0149-521 | | TITLE | Inmate Protective Custody Release Records | | DESCRIPTION | Documents relating to inmates refusal of protective custody even if security recommends the protection: inmate name and number, refusal date, witnesses, etc. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the facility, then place in "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0105-521 | | TITLE | Inmate Psychological Testing Records | | DESCRIPTION | Standardized psychological tests completed by inmates. | | RETENTION | See Comments | | COMMENTS | Retain as per psychological testing and evaluation standards, include test protocols in the respective "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0181-521 | | TITLE | Inmate Receipts Records - Cash | | DESCRIPTION | Records of cash received by the agency from inmates: receipt slips, receipt books, receipt ledgers, etc. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0318-521 | | TITLE | Inmate Receiving, Transfer, and Release Records | | DESCRIPTION | Documents of inmates received into or transferred/released from the facility. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0381-521 | | TITLE | Inmate Recreation and Welfare Fund Budgets | | DESCRIPTION | Copies of budgets and subsequent appeals for expenditures from the inmate recreation and welfare fund submitted yearly to the director of the institution for approval. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0142-521 | | TITLE | Inmate Restriction Log | | DESCRIPTION | Documents relating to an inmate's medical, disciplinary, work, and location restrictions. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0150-521 | | TITLE | Inmate Rights Waiver Records | | DESCRIPTION | Documents relating to the facility advising the inmates of their constitutional rights. | | RETENTION | See Comments | | COMMENTS | Retain for inmate's tenure at the facility, then transfer into "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0525-521 | | TITLE | Inmate Segregation Files | | DESCRIPTION | Records relating to the placement and monitoring of individual inmates held in the segregation unit. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0463-521 | | TITLE | Inmate Sick Call Records | | DESCRIPTION | Requests by inmates to go on sick call. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0372-521 | | TITLE | Inmate Sick Call Slips | | DESCRIPTION | Requests by inmates to go on sick call. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0263-521 | | TITLE | Inmate Special Security Files | | DESCRIPTION | Disciplinary reports, protective custody requests, notes, etc. relating to the special security needs of "hot" inmates (I.e. those with major needs or problems.) | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0253-521 | | TITLE | Inmate Statistical Analysis Record - Daily | | DESCRIPTION | Documents related to a wide range of inmate information: facility inmate assigned, inmate name and number, date, payroll, man-hours worked, inmate work assignments, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0450-521 | | TITLE | Inmate Statistical Analysis Record - Monthly | | DESCRIPTION | Documents related to a wide range of inmate information gathered from the classification, nursing, and education divisions. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0207-521 | | TITLE | Inmate Substance Abuse Primary Treatment Operations Manual | | DESCRIPTION | Original copies of formal explanations of agency policies and procedures issued in collective manual of individual statement formats. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0371-521 | | TITLE | Inmate Substance Abuse Program Participation Notifications | | DESCRIPTION | Copy of form letter sent to parole boards indicating an inmate's participation in Alcoholic Anonymous or Narcotics Anonymous programs. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0362-521 | | TITLE | Inmate Substance Abuse Treatment Attendance Sheets | | DESCRIPTION | Log of attendance at Alcoholic Anonymous or Narcotics Anonymous meetings. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0206-521 | | TITLE | Inmate Substance Abuse Treatment Files | | DESCRIPTION | Documents of an individual inmate's substance abuse treatment program. | | RETENTION | See Comments | | COMMENTS | Retain until inmate completes or terminates treatment program, then merge with "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0361-521 | | TITLE | Inmate Substance Abuse Treatment Participation Records | | DESCRIPTION | Card file index to inmates participating in Alcoholic Anonymous or Narcotics Anonymous programs. | | RETENTION | See Comments | | COMMENTS | Retain until information is no longer in effect, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0208-521 | | TITLE | Inmate Substance Abuse Treatment Program Participant Log | | DESCRIPTION | Log of individual participation in substance abuse treatment programs: inmate name and number, ADAPT number, date, completion date, comments, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0209-521 | | TITLE | Inmate Suspended Card File | | DESCRIPTION | Inmates who have suspended sentences: inmate name and number, date, action taken, comments, sentence imposed, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to individual "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0152-521 | | TITLE | Inmate Sworn Statements | | DESCRIPTION | Formal statements submitted by either the accused or the witness in an investigation proceeding. | | RETENTION | See Comments | | COMMENTS | Merge with "Disciplinary Case Files" when appropriate and retain/dispose of them in conjunction therewith. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0199-521 | | TITLE | Inmate Tobacco Issuance Log | | DESCRIPTION | Documents listing tobacco issued to inmates. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0420-521 | | TITLE | Inmate Transportation Log - Medical | | DESCRIPTION | Documents of medical requirements resulting in transportation of individual inmates. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0144-521 | | TITLE | Inmate Visitation Logs | | DESCRIPTION | Logged records of inmate visits: visitor's name, address, date, time, inmate's name and number, comments by officer, etc. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0313-521 | | TITLE | Inmate Visitation Records | | DESCRIPTION | Documents regarding individual inmate's visiting privileges. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then merge with "Inmate Files." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0154-521 | | TITLE | Inmate Work Assignment Records | | DESCRIPTION | Listing of inmate work assignments: inmate name and number, pay classification, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0131-521 | | TITLE | Inmate Work Assignment Reports - Daily | | DESCRIPTION | Documents of hours worked by each inmate in detail. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain until report is complete, then transfer to inmate payroll clerk. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0193-521 | | TITLE | Inmate Work Attendance Log | | DESCRIPTION | Documents relating to the daily work attendance of inmates: inmate's name, days worked, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0173-521 | | TITLE | Inmate Work Data Sheet | | DESCRIPTION | Documents relating to inmate employment, work schedule, and transportation. | | RETENTION | See Comments | | COMMENTS | Obsolete record series, destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0178-521 | | TITLE | Inmate Work Detail Logs - Outside | | DESCRIPTION | Documents detailing inmate outside work activity: inmate's name and number, time-in/out, control center officer, and date. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0264-521 | | TITLE | Inmate Work Detail Records | | DESCRIPTION | Documents related to the daily work detail crews: needs assessment, work requests, man-hours worked, monthly reports, correspondence, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0126-521 | | TITLE | Inmate Work Detail Roster - Daily | | DESCRIPTION | Documents relating to individual inmate work detail. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0177-521 | | TITLE | Inmate Work Release Program Information | | DESCRIPTION | Documents detailing approved inmate employment and work release program participation. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or inmate completes work release assignment, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0175-521 | | TITLE | Inmate Work Release Program Participation | | DESCRIPTION | Documents relating to individual inmate participation in the work release programs: budget sheets, conditions of work release agreements, employment verification, etc. | | RETENTION | See Comments | | COMMENTS | Retain until inmate completes work release program plus 3 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0239-521 | | TITLE | Interstate Compact Transfer Summary Records | | DESCRIPTION | Summary documents relating to inmates considered for interstate transfer. | | RETENTION | See Comments | | COMMENTS | Retain until inmate is transferred, then place information for incoming inmates in inmate file - for those transferring from, send information to appropriate state correctional system. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0291-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0466-521 | | TITLE | Inventory Records - Inmate Files | | DESCRIPTION | Documents related to the inventory of inmate files moved to other facilities. | | RETENTION | See Comments | | COMMENTS | Retain for 5 years after inmate has left facility, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0235-521 | | TITLE | Inventory Records - Medical Supplies | | DESCRIPTION | Documents detailing amounts and types of medical supplies distributed to security observation areas within the facility. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0234-521 | | TITLE | Inventory Records - Narcotic Drugs | | DESCRIPTION | Documents relating to narcotic drugs housed at the facility: volume of narcotics, date ordered, date received, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0283-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0219-521 | | TITLE | Inventory Records - Weapons, Ammunition, and Restraints | | DESCRIPTION | Documents related to security equipment inventory management: number of weapons, ammunition, chemical agents, scat equipment, etc. | | RETENTION | See Comments | | COMMENTS | Retain until superseded by new inventory plus 3 fiscal years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0396-521 | | TITLE | Inventory Requisition Record | | DESCRIPTION | Documents related to the monitoring of departments and divisions purchasing requests. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0148-521 | | TITLE | Investigation Field Notes | | DESCRIPTION | Notes detailing the incident and observations recorded at the scene and maintained for convenience of reference when completing the investigation report. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed 10 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0146-521 | | TITLE | Investigation Report Records | | DESCRIPTION | Documents relating to the investigation of incidents involving correctional facility inmates. | | RETENTION | See Comments | | COMMENTS | Retain until investigation is completed plus 10 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0465-521 | | TITLE | Islamic Information Records | | DESCRIPTION | Documents relating to the Islamic religion for inmates and staff. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0217-521 | | TITLE | Kansas State Penitentiary Historical Records | | DESCRIPTION | Daily Punishment Report (c1898-1908); Barber Ticket Records (c1919-1929); Inmate Death Records (1926-1962); Pay Coal Report-original documents (c1919-1927). | | RETENTION | See Comments | | COMMENTS | Retain in office permanently or transfer to the State Archives. These records have been microfilmed by the State Archives. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0138-521 | | TITLE | Key Control Inventory Records | | DESCRIPTION | Documents relating to the location of key sets around the entire facility. | | RETENTION | See Comments | | COMMENTS | Retain until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0314-521 | | TITLE | Key Issuance Log | | DESCRIPTION | Documents relating to the control and issuing of facility key sets. | | RETENTION | See Comments | | COMMENTS | Retain until log sheet is complete, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0221-521 | | TITLE | Key and Flashlight Issuance Log | | DESCRIPTION | Documents relating to the control and issuing of facility security key sets and flashlights. | | RETENTION | See Comments | | COMMENTS | Retain until log sheet is complete, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0414-521 | | TITLE | Laundry Log - Segregation | | DESCRIPTION | Documents indicating the clothing sent and received from the laundry room. | | RETENTION | 001 fisc yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0296-521 | | TITLE | Laundry Usage Log | | DESCRIPTION | Documents regarding daily laundry activities and usage. | | RETENTION | 001 fisc yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0438-521 | | TITLE | Laundry Usage Log - Infirmary | | DESCRIPTION | Documents regarding daily laundry activities and usage in the infirmary. | | RETENTION | 001 fisc yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0457-521 | | TITLE | Laundry Weights | | DESCRIPTION | Documents related to the total weights of facility laundry. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0485-521 | | TITLE | Ledgers - General | | DESCRIPTION | General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. | | RETENTION | 003 fisc yrs | | COMMENTS | Transfer to the State Archives for purging of duplicate material. This series includes only internal documents. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0498-521 | | TITLE | Legal Case Files | | DESCRIPTION | Documents and supporting material related to legal litigation: disposition, investigation reports, interrogation reports, court pleadings, correspondence, notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until case is closed plus 5 years, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(25) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0359-521 | | TITLE | Library Accession Register | | DESCRIPTION | Documents detailing library accessions: accession number, author, title, publisher, year, source, etc. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Permanent | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0357-521 | | TITLE | Library Appointment Schedules - Law | | DESCRIPTION | Internal forms and calendars used to schedule inmate appointments to use the law library. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0306-521 | | TITLE | Library Circulation Statistical Records | | DESCRIPTION | Documents related to statistical data gathered on library usage. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0356-521 | | TITLE | Library Databases | | DESCRIPTION | Documents relating to acquisition, accession, circulation, and other routine administrative operations. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then delete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0360-521 | | TITLE | Library Detail Job Interview Sheets | | DESCRIPTION | Documents relating to interviews of inmates for privileges of working in the library. | | RETENTION | 003 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0307-521 | | TITLE | Library Material Inventory List | | DESCRIPTION | Documents relating to an annual inventory of all library material. | | RETENTION | See Comments | | COMMENTS | Retain until superseded by new inventory plus 3 fiscal years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0358-521 | | TITLE | Library Use Records | | DESCRIPTION | Documents of law library's material usage including book and periodical check-outs, interlibrary loan, law library appointments and sign-ins, photocopies, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0225-521 | | TITLE | Livestock Weekly Log | | DESCRIPTION | Documents made on a weekly basis of livestock population numbers and overall health conditions. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0292-521 | | TITLE | Meal Count Sheets | | DESCRIPTION | Daily count of the number of individuals eating at Kansas Correctional Facilities. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0279-521 | | TITLE | Meal Ticket Records | | DESCRIPTION | Documents regarding meals sold to employees and other non-residents. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0390-521 | | TITLE | Mechanical Services Log | | DESCRIPTION | Wide variety of logs created separately, but stored together: gas and oil report, parts log, tool control log, oil change log, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0455-521 | | TITLE | Media Requests Records | | DESCRIPTION | Documents regarding requests by the media to interview individual inmates. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves facility, then merge with "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0403-521 | | TITLE | Minutes - Staff Meetings | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0451-521 | | TITLE | Minutes - Unit Team | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0192-521 | | TITLE | Money Order Logs | | DESCRIPTION | Logged records relating to the verification of received money orders and general mail delivery. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0278-521 | | TITLE | Obligation Reports | | DESCRIPTION | Monthly internal computer reports regarding agency/institution financial status. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0222-521 | | TITLE | Outside Patrol Check Log | | DESCRIPTION | Documents relating to outside patrol person security checks. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0159-521 | | TITLE | PPC Chronological Records | | DESCRIPTION | Documents relating to a parolee's daily, weekly, or monthly activities. | | RETENTION | See Comments | | COMMENTS | Retain until parolee is discharged from Department of Corrections, then place in "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0345-521 | | TITLE | Parole Hearing Case Material | | DESCRIPTION | Documents relating to the facility's parole hearings: public comments, correspondence, document list, parole hearing notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until inmate leaves the facility, then merge with "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0347-521 | | TITLE | Parole Index Cards | | DESCRIPTION | Cards listing paroled inmates' information including inmate name, parole date, discharge date, inmate number, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0256-521 | | TITLE | Parole Investigation Records | | DESCRIPTION | Documents related to the pre-parole investigation period: parole eligibility recommendations, correspondence, compact applications, chronological notes, parole reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain for inmate's tenure with Department of Corrections plus 1 year, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0493-521 | | TITLE | Parole Officer Weekly Report | | DESCRIPTION | Weekly updated reports submitted by parole officers regarding their activities for use by parole administrator in evaluation of progress and performance. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0375-521 | | TITLE | Parole Planning Reports | | DESCRIPTION | General and specific reports on parole services. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0441-521 | | 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 3 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0214-521 | | TITLE | Payroll Expenditure Computer Reports | | DESCRIPTION | Internal monthly computer printout summarizing employee payroll: warrant registers, budgetary accounts, funding adjustments, agency expenditures, payroll verification, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0094-521 | | TITLE | Penal Institution Files | | DESCRIPTION | Documents related to the activities and projects performed by each penal institution under the SW Operation division supervision: employee unions, surplus property, inspection reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0426-521 | | TITLE | Petty Cash Record | | DESCRIPTION | Documents related to petty cash accounting. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0245-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0246-521 | | TITLE | Physical Therapist Files | | DESCRIPTION | Documents relating to inmate physical therapy: time sheets, recreational schedules, activity descriptions, weekly activity rosters, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0486-521 | | TITLE | Policy Statements | | DESCRIPTION | Original copies of formal explanations of agency policies and procedures issued in individual statement formats - often called "General Orders." | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0338-521 | | TITLE | Policy and Procedures Manuals and Statements - Draft Materials | | DESCRIPTION | Documents related to the drafting of the facility's general orders. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0391-521 | | TITLE | Power Plant Operations Log - Daily | | DESCRIPTION | Daily activities log noting repairs, odd incidents, and periodic checks. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0392-521 | | TITLE | Printing Logs | | DESCRIPTION | Wide variety of logs created separately, but stored together: shop press log, caustic/toxic material log, shipping log, etc. | | RETENTION | See Comments | | COMMENTS | Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain 3 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0519-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0160-521 | | TITLE | Procedures Manuals - Unit Team Secretary Handbook | | DESCRIPTION | Documents relating to the basic instructions the unit team secretary is to follow when processing paperwork. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or no longer in effect, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0243-521 | | TITLE | Program Management Committee Dockets | | DESCRIPTION | Documents relating to a committee assigned to discuss and determine final recommendations on highly controversial inmate issues. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0294-521 | | TITLE | Purchase Requests - Internal | | DESCRIPTION | Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office: food stock receipts, purchase orders, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0285-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0458-521 | | TITLE | Purchasing Records - Laundry | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0397-521 | | TITLE | Purchasing Records - Property Order Control Record | | DESCRIPTION | Sequential numbering of purchasing order account: date, purchase order issued, number, description of property, date, voucher number, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0317-521 | | TITLE | Radio (Hand-Held) Checkout Log | | DESCRIPTION | Logged reports of issued hand-held radios to authorized correctional officers and staff. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0129-521 | | TITLE | Radio Usage Log | | DESCRIPTION | A facility security activity log: radio traffic - call letters, and person using radio - date, time, shift supervisor, movements, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0427-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0374-521 | | TITLE | Receiving Material Log | | DESCRIPTION | Control sheet on material or documents received by the parole planning section. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0167-521 | | TITLE | Records Management Records | | DESCRIPTION | Documents related to the management of agency records including completed survey forms, inventories, and other miscellaneous materials such as correspondence or reference materials. | | RETENTION | See Comment | | COMMENTS | Retain survey forms and inventories until superseded, then contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0491-521 | | TITLE | Recruitment and Hiring Documents | | DESCRIPTION | Documents on all applicants accumulated during the hiring process. | | RETENTION | 003 cldr yrs | | COMMENTS | Materials for those persons hired are transferred to "Employee Personnel Files." | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0322-521 | | TITLE | Schedule - Office Activities | | DESCRIPTION | Internal forms and calendars used to schedule employee work hours or inmate medical appointments (calendars and appointment books, etc.). | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0109-521 | | TITLE | Scrapbooks and Albums | | DESCRIPTION | Collection of miscellaneous documents regarding agency activities. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0315-521 | | TITLE | Security Logs - General | | DESCRIPTION | Wide variety of logs created separately, but stored together: see Visitation Log, Weapons Log, Segregation and Disciplinary Log, Inmate Movement Log, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to specific type of log as described in separate schedule entries. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0156-521 | | TITLE | Sending and Receiving Work Log | | DESCRIPTION | Documents relating to paperwork sent by unit team to classification and records section for processing. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0151-521 | | TITLE | Shakedown and Searches Files | | DESCRIPTION | Documents relating to the shakedown and search of inmates and their property including the searcher's name, date, time, items found, inmate's name and number, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & KSA 45-221(a)(29) | | APPROVED | 2003-01-09 | | K.A.R. NUMBER | 53-2-133 |
| SERIES ID | 0508-521 | | TITLE | Special Management Notes | | DESCRIPTION | Documents used for security references also known as the "hot sheet." | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then place in respective "Inmate File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0343-521 | | TITLE | Steno Notes | | DESCRIPTION | Unidentified shorthand notes on steno pads. | | RETENTION | See Comments | | COMMENTS | Obsolete record series, destroy immediately. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0290-521 | | TITLE | Subject Files - Accounting | | DESCRIPTION | Documents covering a wide range of accounting issues: receipts, reports, employee material, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0161-521 | | TITLE | Subject Files - Administration | | DESCRIPTION | A wide variety of documents relating to the general business operation for the facility: correspondence, reports, data sheets, etc. | | RETENTION | See Comments | | COMMENTS | Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal, if not accepted, then destroyed. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0402-521 | | TITLE | Subject Files - Canine Operations | | DESCRIPTION | Wide variety of documents related to the kennel operation and maintenance: requisitions, training, correspondence, dog ownership papers, disposition records, vet bills, inspections and searches, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the State Archives for appraisal - if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0301-521 | | TITLE | Subject Files - Chaplain | | DESCRIPTION | Documents regarding a wide range of facility issues: inmate control sheet, attendance worship sheets, volunteer demographics information, correspondence, notes, sermons, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0299-521 | | TITLE | Subject Files - Classification and Records | | DESCRIPTION | Documents covering a wide range of issues: correspondence, minutes, time sheets, surveys, inmate populations, counseling reports, attendance reports, etc.. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the State Archives for appraisal--if not accepted then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0456-521 | | TITLE | Subject Files - Contract Jail Program | | DESCRIPTION | Documents covering a wide range of general operation issues: contracts, payroll, clothing allocation, training of jail staff, correspondence, notes, management concerns, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0399-521 | | TITLE | Subject Files - Correctional Emergency Response Team | | DESCRIPTION | Wide variety of routine administrative issues: types of weapons, officer's name, leader meeting minutes, correspondence, applications, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0202-521 | | TITLE | Subject Files - Counseling | | DESCRIPTION | A wide variety of documents used in correctional issues: correspondence, sign-up logs, program reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the State Archives for appraisal - if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0297-521 | | TITLE | Subject Files - Deputy Director's | | DESCRIPTION | Documents covering a wide range of correctional issues: correspondence, contracts, reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the State Archives for appraisal - if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0269-521 | | TITLE | Subject Files - Director's | | DESCRIPTION | Documents covering a wide range of correctional issues: disciplinary appeals, contracts, correspondence, grievances, inmate property claims, media requests, monthly reports, travel requests, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0265-521 | | TITLE | Subject Files - Disciplinary | | DESCRIPTION | Wide variety of documents related to disciplinary issues: sentence notification, correspondence, fines, dispositions, returned evidence material documents, disciplinary reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0488-521 | | TITLE | Subject Files - Education | | DESCRIPTION | Wide variety of documents related to a range of educational and vocational issues. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0342-521 | | TITLE | Subject Files - Fire and Safety | | DESCRIPTION | Documents covering a wide range of fire and safety issues: correspondence, quarterly fire drills, fire extension inventories, evacuation plans, monthly fire and safety meetings, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0295-521 | | TITLE | Subject Files - Food Service | | DESCRIPTION | Documents covering a wide range of food service operation issues: correspondence, medication sheets, food orders, weekly cleaning sheets, leftover list, walk-in refrigerator temperature log, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0504-521 | | TITLE | Subject Files - Investigation | | DESCRIPTION | Wide range of documents related to investigative issues: gangs, injuries, inmate populations, key log, KBI reports, correspondence, Ku Klux Klan, inmate deaths, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(10) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0499-521 | | TITLE | Subject Files - Legal | | DESCRIPTION | Wide variety of documents and related material related to legal issues: good time, inmate religion, legal exercises, sex harassment, correspondence, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4)(10)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0230-521 | | TITLE | Subject Files - Library | | DESCRIPTION | Documents covering a wide range of library issues: work orders, receiving reports, books arrived check list, and other related material. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0310-521 | | TITLE | Subject Files - Maintenance | | DESCRIPTION | Documents covering a wide range of mechanical issues: inspections, maps, drawings, operational material, work orders, schedules, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule or other institution/agency schedule entries (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then destroy. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0323-521 | | TITLE | Subject Files - Medical | | DESCRIPTION | Documents relating to a wide range of inmate medical issues: medication and medical supply lists, correspondence, needle counts, AIDs information, x-ray bills, education material, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(3)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0302-521 | | TITLE | Subject Files - Mental Health | | DESCRIPTION | Documents covering a wide range of mental health issues: training programs, budgetary material, personnel information, notes, inmate recommendations, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(3)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0489-521 | | TITLE | Subject Files - Parole | | DESCRIPTION | Wide array of documents related to a range of parole issues: compact statistics, Kansas Parole hearings, unusual occurrences, jail standards, inmate grievances, parole supervision meetings, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer needed, then transfer to the State Archives for purging of duplicate material. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0326-521 | | TITLE | Subject Files - Personnel | | DESCRIPTION | Documents covering a wide range of personnel issues: correspondence, accreditation, equal employment opportunity material, group health insurance information, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0229-521 | | TITLE | Subject Files - Postal Operations | | DESCRIPTION | Documents covering a wide range of issues: postage meter reports, censorship, certified mail logs, opened inmate mail list, correspondence, minutes, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0257-521 | | TITLE | Subject Files - Pre-Release | | DESCRIPTION | Wide variety of documents related to the pre-release program unit: lesson plans, weekly class lists, grade sheets, class rosters, correspondence, complete work assignments, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the State Archives for appraisal - if not accepted, then destroy. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0204-521 | | TITLE | Subject Files - Programs | | DESCRIPTION | Documents covering a wide range of program issues: correspondence, program evaluations, minutes, agendas, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0506-521 | | TITLE | Subject Files - Public Information | | DESCRIPTION | Wide variety of documents related to a breadth of Department of Corrections issues. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0231-521 | | TITLE | Subject Files - Recreation | | DESCRIPTION | Documents covering a wide variety of recreation and activity issues: lesson plans, correspondence, work orders, inventories, training material, minutes, photographs, monthly reports, warranties, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the State Archives appraisal, if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0422-521 | | TITLE | Subject Files - Security | | DESCRIPTION | Documents and related material used for daily facility security operation: correspondence, evaluations, key requisition logs, inspections, fire and tornado drills, weekly reports, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0190-521 | | TITLE | Subject Files - Supply | | DESCRIPTION | A wide variety of documents relating to the general operation of the supply office: movement sheets, special orders, inspection reports, leave forms, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0116-521 | | TITLE | Subject Files - Training | | DESCRIPTION | Documents relating to security and general training of facility employees. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the State Archives for appraisal, if not accepted, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0303-521 | | TITLE | Subject Files - Unit Team | | DESCRIPTION | Documents relating to general counseling issues: correspondence, adjustment counseling meetings, correspondence, treatment programs, escape notification, etc. | | RETENTION | See Comments | | COMMENTS | Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives for purging. PORTIONS MAY BE RESTRICTED. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0166-521 | | TITLE | Supply Requests - Internal | | DESCRIPTION | Documents used by subordinate organizations to order expendable supplies from central supply rooms. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0286-521 | | TITLE | Surplus Commodity Program Eligibility Records | | DESCRIPTION | Documents related to eligibility to participate in the surplus commodities program. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0179-521 | | TITLE | Syringe Count Log | | DESCRIPTION | Logged record relating to the safety, security, and accountability of medical needles: types of needles, blades, syringes, dates, inmate numbers, etc. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(29) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0143-521 | | TITLE | Tactical Observation and Sniper Squad (T.O.S.S.) Records | | DESCRIPTION | Documents relating to the selection of and training of the T.O.S.S. unit. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0287-521 | | TITLE | Telecommunications Logs | | DESCRIPTION | Registers recording incoming and outgoing telephone calls at the facility and general telephone equipment material. | | RETENTION | 6 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0249-521 | | TITLE | Telephone Billing Records | | DESCRIPTION | Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0319-521 | | TITLE | Telephone Directory - Security | | DESCRIPTION | Documents relating to internal and external telephone numbers of facility security personnel. | | RETENTION | See Comments | | COMMENTS | Retain until no longer needed, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0111-521 | | TITLE | Telephone Number Reference Cards | | DESCRIPTION | Telephone numbers of individuals who are contacted frequently by the director. | | RETENTION | See Comments | | COMMENTS | Destroy or update card as telephone number becomes obsolete. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0244-521 | | TITLE | Telephone and Address Directory | | DESCRIPTION | Documents relating to internal telephone numbers as well as a variety of frequent contacted telephone numbers and addresses. | | RETENTION | See Comments | | COMMENTS | Retain until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0140-521 | | TITLE | Telephone and Intercom Directory | | DESCRIPTION | Documents relating to internal telephone and intercom numbers as well as departmental-wide telephone numbers. | | RETENTION | See Comments | | COMMENTS | Retain until superseded, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0514-521 | | TITLE | Teletype Logs | | DESCRIPTION | Recorded print messages indicating security emergencies or criminal information. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1995-01-12 | | K.A.R. NUMBER | 53-2-103 |
| SERIES ID | 0320-521 | | TITLE | Tool Control Records | | DESCRIPTION | Documents of tools checked out and in -- used for security control purposes. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0103-521 | | TITLE | Traffic Control Logs - Non-Resident | | DESCRIPTION | Documents relating to non-resident movements in and out of the facility. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0428-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0164-521 | | TITLE | Vehicle Maintenance and Ownership Records | | DESCRIPTION | Documents related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc. | | RETENTION | See Comments | | COMMENTS | Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0415-521 | | TITLE | Vehicle Operation Log - Security | | DESCRIPTION | Documents relating to vehicle movement in and out of the facility. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0490-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0172-521 | | TITLE | Volunteer Files | | DESCRIPTION | Documents relating to both individual volunteers and the volunteer programs as a whole: newsletter, chapel fellowship, AA attendance approval lists, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the State Archives. Some restrictions may apply. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(4) for some | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0172-521 | | TITLE | Volunteer Files | | DESCRIPTION | Documents relating to both individual volunteers and volunteer participation by the inmates. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | K.S.A. 45-221(a)(29) K.S.A. 22-4707 | | APPROVED | 2006-04-13 | | K.A.R. NUMBER | 53-2-147 |
| SERIES ID | 0469-521 | | TITLE | Vouchers - General | | DESCRIPTION | Copies of documents used to order and pay for goods and services, transfer funds received into the agency accounts, and certify the validity of claims for the reimbursement of travel expenses. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0288-521 | | 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 | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0398-521 | | TITLE | Warehouse Receiving Log | | DESCRIPTION | Documents indicating received shipments into the institutional warehouse. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0395-521 | | TITLE | Weapons Qualification Card Files | | DESCRIPTION | Documents of officers' qualifications to use weapons: name, test scores, dates, and instructors. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then place in individual "Employee Personnel Training File." | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(4)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0393-521 | | TITLE | Weapons Qualification Records - Firing Range Log | | DESCRIPTION | Documents of individual scores at the weapons firing range: date, name, scores, etc. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0394-521 | | TITLE | Weapons Qualification Records - Firing Range Score Cards | | DESCRIPTION | Documents of individual officers firing scores--information then recorded in "Weapons Qualification Records - Firing Range Log." | | RETENTION | 002 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4)(9) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0321-521 | | TITLE | Weapons, Ammunition, and Restraints Logs | | DESCRIPTION | Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0312-521 | | TITLE | Weapons, Ammunition, and Restraints Logs - Chemical Agents | | DESCRIPTION | Documents regarding storage, issuance, and control of chemical agents and related equipment. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0128-521 | | TITLE | Weapons, Ammunition, and Restraints Logs - Control Center Emergency | | DESCRIPTION | Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0262-521 | | TITLE | Weapons, Ammunition, and Restraints Logs - Emergency Equipment | | DESCRIPTION | Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0387-521 | | TITLE | Work Orders and Logs | | DESCRIPTION | Internal documents used to request and record requests for the performance of maintenance or other services. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0439-521 | | TITLE | Work Orders and Logs - Engineering | | DESCRIPTION | Internal documents used to request and record requests for the performance of maintenance and other services. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0437-521 | | TITLE | Work Orders and Logs - Maintenance | | DESCRIPTION | Internal documents used to request and record requests for the performance of maintenance and other services. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0385-521 | | TITLE | Work Register - Daily | | DESCRIPTION | Daily register of maintenance supervisors work accomplishments. | | RETENTION | 001 fisc yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0386-521 | | TITLE | Work Schedules and Reports - Weekly | | DESCRIPTION | Schedules and reports associated with maintenance, renovation and new construction projects. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1990-10-11 | | K.A.R. NUMBER | 53-2-086 |
| SERIES ID | 0516-521 | | TITLE | X-Ray Film | | DESCRIPTION | X-Ray film produced on inmates during the course of medical treatment. | | RETENTION | See Comments | | COMMENTS | Retain 5 years from the date the film was taken, unless determined longer by the Department of Correction's legal staff or medical services provider. Disposition of the film will be through a silver reclamation project. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(3) | | APPROVED | 1995-07-13 | | K.A.R. NUMBER | 53-2-105 | New search
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