Kansas Records Retention Schedules
| Agency: | Kansas State School for the Blind |
182 Schedule Entries Found:
Agency Number: 604-001
Kansas State School for the Blind
Instructional Services
| SERIES ID | 0001604 | | TITLE | Absentee Reports - Daily | | DESCRIPTION | Form completed daily reporting individual and collective student absences. | | RETENTION | 010 schl yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(1) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0002604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0003604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0004604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0005604 | | TITLE | Employee Personnel Files - Office Copies | | DESCRIPTION | Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0006604 | | TITLE | Hospitalization Reports | | DESCRIPTION | Monthly reports compiled on admissions and overnight stays by students at the Health Center. | | RETENTION | 002 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(1)(3) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0007604 | | TITLE | Individual Student Educational Plans | | DESCRIPTION | Plans of instruction developed for individual students attending the school. | | RETENTION | See Comments | | COMMENTS | Retain for 5 years after student's 22nd birthday, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(1) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0008604 | | TITLE | Internal Memos - Policy Related | | DESCRIPTION | Internal memos, e-mail, and other correspondence 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. Print out all electronic versions as issued and transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0009604 | | TITLE | Internal Memos - Routine | | DESCRIPTION | Internal memos, e-mail, or other correspondence which pertain to routine matters. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0010604 | | TITLE | Lesson Plans | | DESCRIPTION | Plans completed by individual teachers for daily class instruction. | | RETENTION | 005 schl yrs | | COMMENTS | Retain for 5 school years, then destroy except for years ending with the numbers "0 and 5" (e.g. 1990, 1995), transfer to the archives. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0011604 | | TITLE | Mailing Lists | | DESCRIPTION | Lists of names and addresses to whom mail is regularly sent. | | RETENTION | See Comments | | COMMENTS | Retain until updated, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0012604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0013604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0014604 | | TITLE | Programs and Invitations | | DESCRIPTION | Documents related to official agency functions. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0015604 | | TITLE | Publications | | DESCRIPTION | Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. | | RETENTION | See Comments | | COMMENTS | Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0016604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0017604 | | 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 Comments | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0018604 | | TITLE | Report Cards | | DESCRIPTION | Reports maintained on individual student grades. | | RETENTION | See Comments | | COMMENTS | Retain in accordance with Student Files - Principal's Office | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1)(9) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0019604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0020604 | | TITLE | Scholastic Aptitude Testing Score Records | | DESCRIPTION | Computer reports listing student scores on the SAT examination. | | RETENTION | See Comments | | COMMENTS | Retain in accordance with Student Files - Principal's Office | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1)(9) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0021604 | | TITLE | Student Files - Counseling/Psychology/Speech/OT/PT | | DESCRIPTION | Records maintained on individual students receiving treatment. | | RETENTION | See Comments | | COMMENTS | Retain until student leaves plus 5 calendar years then destroy if not part of the student's permanent file. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1)(3) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-135 |
| SERIES ID | 0022604 | | TITLE | Student Files - Extended Day Program | | DESCRIPTION | Records maintained on individual students living in the dormitory/rehabilitation. | | RETENTION | See Comments | | COMMENTS | Retain in EDP Office until no longer useful, then destroy if not part of the student's permanent file. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0023604 | | TITLE | Student Files - Extended School Year | | DESCRIPTION | Records maintained on individual students enrolled at the Kansas State School for the Blind. | | RETENTION | See Comments | | COMMENTS | Retain in Outreach Office until student leaves, then transfer to Student Files - Principal's Office and retain accordingly. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0024604 | | TITLE | Student Files - Health Center | | DESCRIPTION | Health and dental records maintained on individual students. | | RETENTION | See Comments | | COMMENTS | Retain in Health Center Office until student leaves, then transfer to Student Files - Principal's Office and retain accordingly. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1)(3) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0025604 | | TITLE | Student Files - Principal's Office | | DESCRIPTION | Comprehensive records maintained on individual students enrolled in the Kansas State School for the Blind. | | RETENTION | 050 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(1)(3)(9) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0026604 | | TITLE | Student Files - Vocational/Summer Work Experience Achieves Transition Success | | DESCRIPTION | Records maintained on individual students enrolled in vocational education programs and summer work programs. | | RETENTION | See Comments | | COMMENTS | Retain until student leaves school plus 5 calendar years, then destroy if not part of the student's permanent file. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(1) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0027604 | | TITLE | Technical Reference Files | | DESCRIPTION | Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0028604 | | TITLE | Telecommunications Logs | | DESCRIPTION | Registers recording incoming and outgoing telephone calls of the agency. | | RETENTION | 6 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0029604 | | TITLE | Voice Mail Messages | | DESCRIPTION | Sound recordings produced by a voice mail system designed to leave messages for the receiver. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
Agency Number: 604-002
Kansas State School for the Blind
Superintendent's Office
| SERIES ID | 0030604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0031604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0032604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0033604 | | TITLE | Capital Improvement Projects 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 archives for purging. See also Architectural Plans, Drawings, and Specifications. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0034604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0035604 | | TITLE | Committee Files | | DESCRIPTION | Records relating to the establishment, organization, membership, policies, activities, and accomplishments of internal, interagency, and advisory committees. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain 3 calendar years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0036604 | | TITLE | Contracts | | DESCRIPTION | Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. | | RETENTION | See Comments | | COMMENTS | Retain until expiration of contract plus 5 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0037604 | | 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 | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0038604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0039604 | | TITLE | Employee Personnel Files - Office Copies | | DESCRIPTION | Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0040604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0041604 | | TITLE | Equipment Operation Records | | DESCRIPTION | Documents related to the use of agency equipment (e.g.. Photocopy logs, check-out forms, use request forms, etc.) including photocopiers, typewriters, computers, calculators, adding machines, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | See also Equipment Ownership and Maintenance Records. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0042604 | | 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 archives, destroy remaining documents. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0043604 | | TITLE | Grant Files - Unfunded | | DESCRIPTION | Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0044604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0045604 | | TITLE | Internal Memos - Policy Related | | DESCRIPTION | Internal memos, e-mail, and other correspondence 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. Print out all electronic versions as issued and transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0046604 | | TITLE | Internal Memos - Routine | | DESCRIPTION | Internal memos, e-mail, or other correspondence which pertain to routine matters. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0047604 | | TITLE | Kansas Public Disclosure Commission Statements of Substantial Interest | | DESCRIPTION | Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0048604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0049604 | | TITLE | Legislative Relations Files | | DESCRIPTION | Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0050604 | | TITLE | Mailing Lists | | DESCRIPTION | Lists of names and addresses to whom mail is regularly sent. | | RETENTION | See Comments | | COMMENTS | Retain until updated, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0051604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0052604 | | TITLE | Minutes | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0053604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0054604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0055604 | | TITLE | Press Releases | | DESCRIPTION | Public information issued to the news media. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0056604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0057604 | | TITLE | Programs and Invitations | | DESCRIPTION | Documents related to official agency functions. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0058604 | | TITLE | Publications | | DESCRIPTION | Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. | | RETENTION | See Comments | | COMMENTS | Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0059604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0060604 | | 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 Comments | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0061604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0062604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0063604 | | TITLE | Technical Reference Files | | DESCRIPTION | Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0064604 | | TITLE | Telecommunications Logs | | DESCRIPTION | Registers recording incoming and outgoing telephone calls of the agency. | | RETENTION | 6 months | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0065604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0066-604 | | TITLE | Voice Mail Messages | | DESCRIPTION | Sound recordings produced by a voice mail system designed to leave messages for the receiver. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
Agency Number: 604-003
Kansas State School for the Blind
Human Resources Office
| SERIES ID | 0067604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0068604 | | TITLE | Banking Records | | DESCRIPTION | Bank statements, deposit books and slips, check registers, and canceled checks. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0069604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0070604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0071604 | | TITLE | Committee Files | | DESCRIPTION | Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain 3 calendar years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0072604 | | TITLE | Contracts | | DESCRIPTION | Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. | | RETENTION | See Comments | | COMMENTS | Retain until expiration of contract plus 5 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0073-604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0074-604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0075604 | | TITLE | Employee Personnel Files | | DESCRIPTION | Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials. | | RETENTION | See Comments | | COMMENTS | Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0076604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0077604 | | 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, 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0078604 | | TITLE | Employee Training Course Materials | | DESCRIPTION | Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs. | | RETENTION | See Comments | | COMMENTS | Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0079604 | | TITLE | Employee Training Records | | DESCRIPTION | Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations. | | RETENTION | See Comments | | COMMENTS | Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0080604 | | TITLE | Employee Withholding Allowance Certificates | | DESCRIPTION | Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. | | RETENTION | See Comments | | COMMENTS | Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later). | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0081604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0082604 | | TITLE | Employment Eligibility Verification Form | | DESCRIPTION | Immigration and Naturalization Service (INS) form 1-9 completed by the employee verifying eligibility to work in the United States. | | RETENTION | See Comments | | COMMENTS | Retain for length of employee tenure plus 3 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0083604 | | TITLE | Equal Employment Opportunity Grievance Files | | DESCRIPTION | Documents related to discrimination charges concerning employment made against an agency and subsequent investigations. | | RETENTION | See Comments | | COMMENTS | Retain 5 years after grievance is settled, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(11) & (25) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0084604 | | TITLE | Equal Employment Opportunity Plans | | DESCRIPTION | Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0085604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0086604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0087604 | | TITLE | Internal Memos - Policy Related | | DESCRIPTION | Internal memos, e-mail, and other correspondence 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. Print out all electronic versions as issued and transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0088604 | | TITLE | Internal Memos - Routine | | DESCRIPTION | Internal memos, e-mail, or other correspondence which pertain to routine matters. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0089604 | | TITLE | Kansas Quality Management (KQM) Files | | DESCRIPTION | Variety of documents relating to the planning and implementation of KQM for the agency. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0090604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0091604 | | TITLE | Mailing Lists | | DESCRIPTION | Lists of names and addresses to whom mail is regularly sent. | | RETENTION | See Comments | | COMMENTS | Retain until updated, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 21-3914 | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0092604 | | TITLE | Organizational Charts | | DESCRIPTION | Records documenting the agency's current organizational structure. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0093604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0094604 | | TITLE | Payroll Direct Deposit Authorization Records | | DESCRIPTION | Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. | | RETENTION | See Comments | | COMMENTS | Retain until no longer in effect plus 2 years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0095604 | | TITLE | Payroll Warrant Registers | | DESCRIPTION | Monthly listing of warrant checks issued to state agency employees for payroll purposes. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0096604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0097604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0098604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0099604 | | TITLE | Recruitment Files | | DESCRIPTION | Variety of documents relating to the recruitment process for hiring employees to fill vacant positions. | | RETENTION | 003 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | Portions per KSA 45-221(a)(4) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0100604 | | TITLE | Reorganization Studies | | DESCRIPTION | Records documenting actual and proposed agency organizational structure. | | RETENTION | 003 cldr yrs | | COMMENTS | Retain in office 3 calendar years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0101604 | | TITLE | Request for Access to Records | | DESCRIPTION | Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. | | RETENTION | 005 cldr yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0103604 | | TITLE | SHaRP Reports | | DESCRIPTION | Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. | | RETENTION | See Comments | | COMMENTS | Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0102604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0104604 | | TITLE | Technical Reference Files | | DESCRIPTION | Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0105604 | | TITLE | Voice Mail Messages | | DESCRIPTION | Sound recordings produced by a voice mail system designed to leave messages for the receiver. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
Agency Number: 604-003
Kansas State School for the Blind
Human Resources Office
Information Technology
| SERIES ID | 0106604 | | TITLE | Hardware and Software Documentation | | DESCRIPTION | Records documenting the use, operation, and maintenance of computer equipment including operating manuals, hardware/software operating system requirements, & hardware/software configurations. | | RETENTION | See Comments | | COMMENTS | Retain until agency no longer uses hardware or software and all data is transferred to and made useable in in new hard/software environment. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0107604 | | TITLE | Information Resources Management and Data Processing | | DESCRIPTION | Agency IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, & data processing services provisions. | | RETENTION | See Comments | | COMMENTS | Retain until superseded, obsolete, or replaced, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0108604 | | TITLE | Technical Program Documentation | | DESCRIPTION | Copy of program code/flowcharts, maintenance log, system change notices, original design documents, specifications, requirements, etc. that document computer programs and modifications. | | RETENTION | See Comments | | COMMENTS | Retain until all data in system has been migrated or destroyed, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
Agency Number: 604-004
Kansas State School for the Blind
Business Office
| SERIES ID | 0109604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0110604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0111604 | | TITLE | Activity Reports Records | | DESCRIPTION | Internal documents used to compile statistics on agency activities. | | RETENTION | 002 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0112604 | | TITLE | Adding Machine or Calculator Tapes | | DESCRIPTION | Master tapes produced by business machines during bookkeeping. | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0113604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0114604 | | TITLE | Architectural Plans, Drawings, Maps, and Specifications | | DESCRIPTION | Records documenting the physical plant of the agency. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | KSA 45-221(a)(12) | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0115604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0116604 | | TITLE | Banking Records | | DESCRIPTION | Bank statements, deposit books and slips, check registers, and canceled checks. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0117604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0118604 | | 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, Contracts, and Vendor Files. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0119604 | | TITLE | Budget Preparation Files - Annual | | DESCRIPTION | Documents used in the preparation of the annual agency budget: correspondence, draft budget request, 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0120604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0121604 | | TITLE | Capital Improvement Projects 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 archives for purging. See also Architectural Plans, Drawings, and Specifications. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0122604 | | 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. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0123604 | | 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 | | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0124604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0125604 | | TITLE | Deeds for Real Estate | | DESCRIPTION | Legal documents pertaining to ownership of real property by state agencies. | | RETENTION | See Comments | | COMMENTS | Retain permanently or transfer to the archives. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0126604 | | TITLE | Employee Personnel Files - Office Copies | | DESCRIPTION | Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0127604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0128604 | | TITLE | Imprest Fund | | DESCRIPTION | Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA forms 152-Checkbook Record--Imprest Fund. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0129604 | | TITLE | Internal Memos - Policy Related | | DESCRIPTION | Internal memos, e-mail, and other correspondence 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. Print out all electronic versions as issued and transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0130604 | | TITLE | Internal Memos - Routine | | DESCRIPTION | Internal memos, e-mail, or other correspondence which pertain to routine matters. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0131604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0132604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0133604 | | TITLE | Petty Cash Records | | DESCRIPTION | Documents related to petty cash accounting: DA-71 thru 73. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0134604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0135604 | | TITLE | Postal Records | | DESCRIPTION | Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0136604 | | TITLE | Purchase Requests - Internal | | DESCRIPTION | Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0137604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0138604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0139604 | | 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 Comments | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0141604 | | TITLE | STARS Reports: Daily Financial | | DESCRIPTION | Computer reports regarding financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101,etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0142604 | | TITLE | STARS Reports: Monthly Financial | | DESCRIPTION | Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0143604 | | TITLE | STARS Reports: Yearly Financial | | DESCRIPTION | Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0140604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0144604 | | TITLE | Statements of Lost Warrants | | DESCRIPTION | Copies of DA form 6 used to request re-issues of lost warrants. | | RETENTION | curt fisc yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0145604 | | TITLE | Technical Reference Files | | DESCRIPTION | Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0146604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0147604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0148604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0149604 | | TITLE | Voice Mail Messages | | DESCRIPTION | Sound recordings produced by a voice mail system designed to leave messages for the receiver. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0150604 | | TITLE | Vouchers - Journal | | DESCRIPTION | DA forms 35 series used to adjust financial account balances. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0151604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0152604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0153604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
Agency Number: 604-005
Kansas State School for the Blind
Support Services
| SERIES ID | 0155604 | | TITLE | Adding Machine or Calculator Tapes | | DESCRIPTION | Master tapes produced by business machines during bookkeeping. | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0156-604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0157604 | | TITLE | Capital Improvement Projects 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 archives for purging. See also Architectural Plans, Drawings, and Specifications. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0158604 | | 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. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0159-604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0160604 | | TITLE | Correspondence - Routine | | DESCRIPTION | Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy nad procedures: requests for information, letters of transmittal, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0161604 | | TITLE | Employee Personnel Files - Office Copies | | DESCRIPTION | Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0162604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0163604 | | TITLE | Equipment Operation Records | | DESCRIPTION | Documents related to the use of agency equipment (eg. Photocopy logs, check-out forms, use request forms, etc.) including photocopiers, typewriters, computers caculators, adding machines, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | See also Equipment Ownership and Maintenance Records. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0164-604 | | TITLE | Internal Memos - Policy Related | | DESCRIPTION | Internal memos, e-mail, and other correspondence 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. Print out all electronic versions as issued and transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0165604 | | TITLE | Internal Memos - Routine | | DESCRIPTION | Internal memos, e-mail, or other correspondence which pertain to routine matters. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0166604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0167604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0168604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0169604 | | TITLE | Material Safety Data Sheets | | DESCRIPTION | Documents relating to the precautions taken for the safe handling of various hazardous chemicals used in the routine operation of the facility. | | RETENTION | See Comments | | COMMENTS | Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR 1910.1200. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0170604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0171604 | | TITLE | Postal Records | | DESCRIPTION | Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0172604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0173604 | | TITLE | Property Disposition Records - Non-Expendable | | DESCRIPTION | Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0174604 | | TITLE | Purchase Requests - Internal | | DESCRIPTION | Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0175604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0176604 | | 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 Comments | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0177604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0178604 | | TITLE | Technical Reference Files | | DESCRIPTION | Copies of documents retained strictly for convenience of reference that are not part of offiicial files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0179604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0180604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0181604 | | TITLE | Voice Mail Messages | | DESCRIPTION | Sound recordings produced by a voice mail system designed to leave messages for the receiver. | | RETENTION | See Comments | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0182604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 |
| SERIES ID | 0183604 | | 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 | 2001-01-11 | | K.A.R. NUMBER | 53-2-125 | New search
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