Kansas Records Retention Schedules

72 Schedule Entries Found:

Agency Number: 553-001
Kansas Racing and Gaming Commission
Administration

SERIES ID	0067-553
TITLE	Background Investigations - Employee
DESCRIPTION	Application and supporting documentation relating to individuals applying for a position at the Racing and Gaming Commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4),(10) KSA 22-4707, KSA 74-8804(o)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0066-553
TITLE	Background Investigations - Racing Track
DESCRIPTION	Application and supporting documentation relating to an individual applying for a position at a racing track facility.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10), KSA 22-4707, KSA 74-8804(o)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0058-553
TITLE	Board Packets
DESCRIPTION	Agenda, minutes, background information, etc. relating to meetings of a board or commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0068-553
TITLE	Breed Awards and Purse Supplements
DESCRIPTION	Documents relating to the distribution of breed awards and purse supplements and maintained for accountability purposes.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0055-553
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0056-553
TITLE	Clippings Files
DESCRIPTION	Newspaper clippings compiled regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0069-553
TITLE	Complaint Files
DESCRIPTION	Complaint form submitted to either the racing judge or steward or to the Kansas Racing and Gaming Commission regarding alleged violations of state laws or regulations and subsequent decisions made by the judge or steward or by the Commission.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

SERIES ID	0053-553
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0052-553
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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0070-553
TITLE	Hearing Files
DESCRIPTION	Hearings conducted by the Kansas Racing and Gaming Commission resulting from investigations of alleged misconduct or violations of the Kansas parimutuel racing act.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

SERIES ID	0059-553
TITLE	Hearing and Meeting Transcripts and Electronic Media Recordings
DESCRIPTION	Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, 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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0001-553
TITLE	Judge's Reports
DESCRIPTION	Documents relating to the commission's effort to monitor performances and conduct at each dog racing facility: judge's daily reports, official results charts, and racing programs.
RETENTION	003 cldr yrs
COMMENTS	Retain 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-10-21
K.A.R. NUMBER	53-2-161

SERIES ID	0054-553
TITLE	Litigation Files
DESCRIPTION	Documents relating to lawsuits involving alleged violations of the Kansas Parimutuel Racing Act.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10) & (25)
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0002-553
TITLE	Parimutal Reports
DESCRIPTION	Computer printout detailing parimutual wages and payouts at each racing facility and maintained for convenience of reference.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0057-553
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-10A, DA-21 series, DA-171-177, DA-251thru 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	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0003-553
TITLE	Simulcast - Liability Summary
DESCRIPTION	Computer printout reporting the amounts wagered (handled) and amounts paid out (breakage) on bets placed at the track facilities.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0004-553
TITLE	Simulcast - Outs Summary
DESCRIPTION	Computer printout reporting uncashed winning tickets purchased at track facilities.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0005-553
TITLE	Simulcast - Price Report
DESCRIPTION	Computer printout reporting the prices of the payoffs on winning tickets purchased at the track facilities.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0006-553
TITLE	Steward's Reports
DESCRIPTION	Documents relating to the commission's effort to verify and monitor performances and conduct at each horse racing facility: steward's daily reports, official results charts, and racing programs.
RETENTION	003 cldr yrs
COMMENTS	Retain 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-10-21
K.A.R. NUMBER	53-2-161

SERIES ID	0007-553
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	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0008-553
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 553-002
Kansas Racing and Gaming Commission
Animal Health Division

SERIES ID	0009-553
TITLE	Lab Reports
DESCRIPTION	Results of tests conducted by contract laboratories on specimens taken from animals at race tracks to ensure that drug violations have not occurred.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then destroy. See also Test Barn Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0010-553
TITLE	Test Barn Reports
DESCRIPTION	Records documenting that specimens have been taken from animals at race tracks for testing to ensure that drug violations have not occurred: race date, type of race, time of test, animal tested, etc.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then destroy. See also Lab Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

Agency Number: 553-003
Kansas Racing and Gaming Commission
Licensing Division

SERIES ID	0011-553
TITLE	Concessionaire Licensing Files
DESCRIPTION	Applications and supporting documentation relating to businesses requesting a concessionaire license to operate a concession stand at the racetracks as required by KSA 74-8817.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-10-09
K.A.R. NUMBER	53-2-113

SERIES ID	0012-553
TITLE	Daily Licensing Records - Central Office
DESCRIPTION	Documents relating to daily administration of the licensing process: daily deposit reports, occupation license summary reports, list of voids, list of licensees, and other supporting documents.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 10 calendar years, then destroy. a.k.a. "Deposit Reports"
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0013-553
TITLE	Daily Licensing Records - Track Offices
DESCRIPTION	Track office copies of documents relating to daily administration of the licensing process: occupation license summary reports, list of voids & licensees, copies of checks, cash register tape, etc.
RETENTION	001 cldr yr
COMMENTS	a.k.a. "Field Deposit Report"
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0065-553
TITLE	Facility Manager Licensing Files
DESCRIPTION	Application and supporting documentation relating to the licensing and renewal process for individuals to manage a racing facility as required by KSA 74-8815.
RETENTION	027 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0064-553
TITLE	Facility Owner Licensing Files
DESCRIPTION	Application and supporting documentation relating to the licensing and renewal process for racing facility owners as required by KSA 74-8815.
RETENTION	027 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0071-553
TITLE	Kennel Names Registration Form
DESCRIPTION	Application form submitted annually by an entity owning greyhounds to register the name of the kennel with the Kansas Racing and Gaming Commission as required by K.S.A. 74-8812(d).
RETENTION	004 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

SERIES ID	0072-553
TITLE	Multiples Registration Form
DESCRIPTION	Application form submitted annually by more than one entity owning a horse stable or greyhound kennel to register the name of stable or kennel with the Kansas Racing and Gaming Commission as required by K.S.A. 74-8812(d).
RETENTION	004 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

SERIES ID	0014-553
TITLE	Occupation Licensee Lists
DESCRIPTION	Monthly and yearly listing of individuals employed at race track facilities who are required to be licensed by the Kansas Racing Commission.
RETENTION	See Comments
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0063-553
TITLE	Occupation Licensing Files
DESCRIPTION	Application and supporting documentation relating to the licensing process for owners and individuals applying to provide or perform services at race facilities as required by KSA 74-8816.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0062-553
TITLE	Organization Licensing Files
DESCRIPTION	Application and supporting documentation relating to the licensing process for non-profit organizations to conduct horse and/or greyhound races as required by KSA 74-8813.
RETENTION	027 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0061-553
TITLE	Ownership Entity Registration Files
DESCRIPTION	Application and supporting documentation relating to the type of legal ownership, partnership or shareholders of a racing animal.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0051-553
TITLE	Proofs and Proof Logs
DESCRIPTION	Drafts created of the programs before scheduled race to ensure accuracy.
RETENTION	002 cldr yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

SERIES ID	0073-553
TITLE	Stable Names Registration Form
DESCRIPTION	Application form submitted annually by an entity owning horses to register the name of the horse stable with the Kansas Racing and Gaming Commission as required by K.S.A. 74-8812(d).
RETENTION	004 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

SERIES ID	0060-553
TITLE	Totalisator Licensing Files
DESCRIPTION	Application and supporting documentation relating to the licensing process for businesses applying to provide totalisator equipment or services to racing facilities as required by KSA 74-8837.
RETENTION	012 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

Agency Number: 553-004
Kansas Racing and Gaming Commission
Parimutuel Division

SERIES ID	0015-553
TITLE	Cash Withheld Reports
DESCRIPTION	Computer printouts listing the amount of each payoff and the federal and state taxes withheld compiled to ensure compliance with accounting procedures and retained for audit purposes.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0016-553
TITLE	Commission Distribution Reports
DESCRIPTION	Computer printouts listing the track commission for each wager and a cumulative total of track commissions compiled to ensure compliance with accounting procedures and retained for audit purposes.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0017-553
TITLE	Cumulative Performance Comparison Reports
DESCRIPTION	Computer printouts containing cumulative totals of handle, attendance, and track commission for each track during specified periods of time.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0018-553
TITLE	Price Reports
DESCRIPTION	Computer printouts detailing prices of payoffs on winning tickets at track facilities compiled to ensure compliance with accounting procedures and retained for audit purposes.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0019-553
TITLE	Tote Reports
DESCRIPTION	Computer printouts detailing pari-mutuel wagers and payouts at each racing facility compiled to ensure compliance with accounting procedures and retained for audit purposes.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

Agency Number: 553-005
Kansas Racing and Gaming Commission
State Gaming Agency

SERIES ID	0020-553
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 Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0021-553
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	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0022-553
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 archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0023-553
TITLE	Architectural Plans, Drawings, Maps, and Specifications
DESCRIPTION	Records documenting the floor plan of the casino and any subsequent changes in the location of gaming machines as required by the Tribal Gaming Oversight Act.
RETENTION	See Comments
COMMENTS	Transfer initial floor to the archives when no longer useful. Retain subsequent plans and drawings until superseded or no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0024-553
TITLE	Background Investigations - Category 1
DESCRIPTION	Application and supporting documentation relating to an individual applying for a decision or policy making position in a tribal casino requiring the most extensive background investigation.
RETENTION	See Comments
COMMENTS	Records copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3)
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0025-553
TITLE	Background Investigations - Category 2
DESCRIPTION	Application and supporting documentation relating to an individual applying for a position with some level of responsibility in a tribal casino requiring an extensive background investigation.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3)
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0026-553
TITLE	Background Investigations - Category 3
DESCRIPTION	Application and supporting documentation relating to an individual applying for a position in a tribal casino requiring a basic background investigation.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)(42) & KSA 9805(m)(3)
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0033-553
TITLE	Background Investigations - Corporations
DESCRIPTION	Application and supporting documentation relating to vendors, directors, and management companies applying to sell equipment to or manage the activities of a tribal casino.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3)
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0027-553
TITLE	Background Investigations - Discontinued
DESCRIPTION	Application and supporting documentation relating to an individual applying for a position at a tribal casino who have withdrawn from the process.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3)
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0028-553
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0029-553
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	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0030-553
TITLE	Casino Investigation Files
DESCRIPTION	Correspondence, investigation reports, surveillance videos, etc. relating to investigations conducted by State Gaming enforcement investigators into criminal activities or gaming compact violations.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)10 & 42
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0031-553
TITLE	Casinos Incident Reports
DESCRIPTION	Form and supporting documentation received from the tribal casinos relating to possible violations of the gaming compact or criminal activities which may or may not warrant an investigation.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 5 years, then destroy. Any incident reports which warrant an investigation will be filed in the appropriate Casino Investigation File.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a) 10 & 42
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0032-553
TITLE	Casinos Inspection Report
DESCRIPTION	Report completed by investigators detailing casino operations to ensure compliance with the Tribal Gaming Oversight Act K.S.A. 74-9801 through 74-9809.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)10 & 42
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0034-553
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0035-553
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	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0036-553
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records enter for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0037-553
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in-out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0038-553
TITLE	Litigation Case Files
DESCRIPTION	Documents relating to arbitration or lawsuits involving criminal activities, violations of the tribal gaming compact, or the Tribal Gaming Oversight Act.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a) 10 & 42 & 74-9805(m)(3)
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0039-553
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0050-553
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	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0040-553
TITLE	Staff Time Database
DESCRIPTION	Database tracking State Gaming enforcement investigators' time in conducting background investigations and maintained for accountability purposes.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)4
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0041-553
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to the administration and operation of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0042-553
TITLE	Tracking Database
DESCRIPTION	Database monitoring the incoming and outgoing background investigations and maintained to ensure completion of investigations within the required 90 days as agreed upon by the tribes and the agency.
RETENTION	See Comments
COMMENTS	Retain hard copy 3 fiscal years, then destroy. Retain electronic copy until no longer useful, then delete.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0043-553
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	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0044-553
TITLE	Tribal Compact Files
DESCRIPTION	Correspondence, compact, notifications, etc. relating to a tribal compact arranged between the tribe and the State Gaming Commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0045-553
TITLE	Visitors Logs
DESCRIPTION	Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0048-553
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	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0046-553
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0047-553
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	2000-04-13
K.A.R. NUMBER	53-2-123

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