Kansas Records Retention Schedules

17 Schedule Entries Found:

Agency Number: 523-001
Kansas Parole Board

SERIES ID	0001-523
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0002-523
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0003-531
TITLE	Clemency Hearing Actions
DESCRIPTION	Copies of Parole Board recommendations to the pardon attorney regarding inmate clemency requests. Master copy filed in the Department of Corrections inmate file.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None. See Remarks
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0004-523
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0005-523
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0006-523
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0007-523
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials submitted by unsuccessful candidates for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0008-523
TITLE	Expenditure Transaction Reports
DESCRIPTION	Printouts produced by the Division of Accounts and Reports to record the type and amount of expenditures made by personnel.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0009-523
TITLE	Hearing Dockets
DESCRIPTION	Documents relating to inmates who have met the criteria for parole hearing.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0010-523
TITLE	Interdepartmental Memoranda
DESCRIPTION	Incoming and outgoing memoranda from the Department of Corrections to the Parole Board on related matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0011-523
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0012-523
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	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0013-523
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of the Parole Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0014-523
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0015-523
TITLE	Subject Files
DESCRIPTION	Wide variety of documents relating to the administration of the board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0016-523
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series used to adjust financial account balances.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

SERIES ID	0017-523
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-10-08
K.A.R. NUMBER	53-2-094

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