Kansas Records Retention Schedules

35 Schedule Entries Found:

Agency Number: 626-001
Kansas Sentencing Commission
Administration

SERIES ID	0001-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0002-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0003-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0004-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0005-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0006-626
TITLE	Child Tracking Systems Printouts
DESCRIPTION	Statistical reports listing the number of juveniles in temporary custody committed to the Secretary of SRS, and commitment to the youth centers.
RETENTION	See Comments
COMMENTS	Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0008-626
TITLE	Consolidation of Field Services Task Force File
DESCRIPTION	Correspondence, transcripts, agendas etc. relating to the work conducted by the task force to examine the feasibility of consolidating field services.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer immediately to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0009-626
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	See Comments
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0010-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0011-626
TITLE	Cross Tabulations Printouts
DESCRIPTION	Reports tabulating the number of juvenile offenders by birth date who are incarcerated in the youth centers.
RETENTION	See Comments
COMMENTS	Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0012-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0013-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0014-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0015-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0016-626
TITLE	Journal Entries
DESCRIPTION	Copies of journal entries filed in the district courts which provide an abstracted version of the civil or criminal case file.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the records center for 5 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0017-626
TITLE	Juvenile Task Force Data Collection Form
DESCRIPTION	Form completed by students incarcerated in the juvenile facilities and used to complete Phase I of the Needs Assessment for the implementation and construction of a maximum security juvenile facility.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	KSA 38-1608
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0018-626
TITLE	Legal Case Files
DESCRIPTION	Documents relating to internal complaints or concerns and any potential action taken by the agency.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0019-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0020-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0021-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0022-626
TITLE	Open Cases Printouts
DESCRIPTION	Reports listing the number of juvenile offender cases still open by area and used as a basis to determine placement.
RETENTION	See Comments
COMMENTS	Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1608
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0023-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0024-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0026-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0028-626
TITLE	STARS Reports: Daily 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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0029-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0030-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0025-626
TITLE	Sentencing Guidelines Task Force File
DESCRIPTION	Variety of documents relating to an in-depth study to revise the sentencing guidelines for persons convicted of crimes.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer immediately to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0027-626
TITLE	Standard Offense Report
DESCRIPTION	Copies of reports submitted by local law enforcement agencies to the Kansas Bureau of Investigation and maintained for reference and research purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0031-626
TITLE	Statistical Analysis Files
DESCRIPTION	Computer printouts generated from journal entries, standard offense reports, etc. producing statistical analyses which are compiled in the agency annual report.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0032-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0033-626
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls of the agency.
RETENTION	6 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

Agency Number: 626-002
Kansas Sentencing Commission
Criminal Justice Coordinating Council

SERIES ID	0034-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0035-626
TITLE	KBI User Needs Assessment Survey
DESCRIPTION	Survey form submitted by users of the KBI Central Repository who have requested criminal history information on job applicants which is used to monitor the service provided by the KBI.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0036-626
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	1999-01-13
K.A.R. NUMBER	53-2-118

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