Kansas Records Retention Schedules

712 Schedule Entries Found:

Agency Number: 629-001
Department of Social and Rehabilitation Services
Secretary's Office and Administration Division

SERIES ID	0017-629
TITLE	Fee Fund Reconciliation Form
DESCRIPTION	Report compiled by the agency and used to reconcile all cash transactions made on a daily basis.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-07-14
K.A.R. NUMBER	53-2-101

SERIES ID	0018-629
TITLE	Warrant Registers
DESCRIPTION	Copies of monthly listing of warrant checks issued to clients for assistance.
RETENTION	001 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

Agency Number: 629-002
Department of Social and Rehabilitation Services
Health Care Policy

SERIES ID	0019-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0020-629
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used 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 fro transfer to eh archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0021-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0022-629
TITLE	Community Work Experience Program Files (CWEP)
DESCRIPTION	Agreements between SRS and cooperative worksites and other documents relating to the administration of CWEP which provides employment opportunities for individuals receiving public assistance.
RETENTION	See Comments
COMMENTS	Retain until expiration of the agreement plus 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0023-629
TITLE	Comprehensive Adult Student Assessment System Files
DESCRIPTION	Variety of documents relating to the Comprehensive Adult Student Assessment System which is a test used in the JOBS program to measure skills and educational level of participants.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0024-629
TITLE	Constituent Complaint Files
DESCRIPTION	Incoming and outgoing letters and memoranda, case logs, and intake logs relating to complaints submitted by constituents.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0025-629
TITLE	Customer Relations and Referral Services Program Files
DESCRIPTION	Correspondence, area office plans, and other documents relating to the establishment and administration of the Customer Relations and Referral Services Program in selected SRS area offices.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0026-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0027-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0028-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0029-629
TITLE	Full Time Equivalent Files
DESCRIPTION	Documents reporting the number of full time equivalent employees working for SRS maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0030-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0031-629
TITLE	Job Club Program Files
DESCRIPTION	Correspondence, reports, commissioner's letters, and other documents relating to the administration of the Job Club program which provides employment and training to public assistance recipients.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0032-629
TITLE	Job Club Training Files
DESCRIPTION	Materials used to conduct training sessions for staff involved in the Job Club program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0033-629
TITLE	Job Opportunities and Basic Skills (JOBS) Program Files
DESCRIPTION	Correspondence, state plans, federal reports, and other documents relating to the administration of the JOBS program which provides employment and training to public assistance recipients.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0034-629
TITLE	KanWork Program Files
DESCRIPTION	Correspondence, minutes, policy and procedure manuals, and other documents relating to the administration of the KanWork program which provides job training to public assistance recipients.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0035-629
TITLE	KanWork Training Files
DESCRIPTION	Materials used to conduct training sessions for staff involved in the KanWork program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0036-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0037-629
TITLE	Mobile Job Club Files
DESCRIPTION	Variety of documents relating to the administration of the Mobile Job Club program which provides public assistance recipients with access to employment training opportunities.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer immediately to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0038-629
TITLE	More Opportunities for Self-Sufficiency Training (MOST) Program Files
DESCRIPTION	Correspondence, reports, and other documents relating the administration of the MOST program which provides employment and training opportunities to food stamp recipients.
RETENTION	005 fisc yrs
COMMENTS	Retain 5 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0039-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0040-629
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in individual statement formats including SRS commissioners' letters.
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0742-629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0042-629
TITLE	Reference Files - Customer Relations and Referral Service Program
DESCRIPTION	External publications and other documents relating to ombudsmen programs in other states maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0043-629
TITLE	Reference Files - Refugee Program
DESCRIPTION	Copies of correspondence, brochures, reports, and other documents relating to refugee programs that are maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0044-629
TITLE	Reference Files - SRS Programs
DESCRIPTION	Copies of correspondence, brochures, policy and procedure manuals, and other documents relating to SRS programs that are used to answer constituent complaints.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0045-629
TITLE	Subject Files
DESCRIPTION	Correspondence, notes, reports, and other documents relating to a variety of Department of Social and Rehabilitation Services programs, policies, and procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0047-629
TITLE	Subject Files - Kansas Cares
DESCRIPTION	Correspondence and other materials relating to the Kansas Cares computer system for the JOBS, MOST and child care programs.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer system.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0048-629
TITLE	Volunteer Program Training Files
DESCRIPTION	Materials used to conduct training sessions for staff involved in the volunteer program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0049-629
TITLE	Youth Job Program Training Files
DESCRIPTION	Materials used to conduct training sessions for staff involved in the youth job program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

Agency Number: 629-002
Department of Social and Rehabilitation Services
Health Care Policy
Child Care Services

SERIES ID	0041-629
TITLE	Purchase of Service Applications
DESCRIPTION	Copies of agreements between SRS and child care providers to record rates and other information.
RETENTION	See Comments
COMMENTS	Obsolete series. Records maintained in area provider files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0046-629
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the activities of the Child Care Services unit.
RETENTION	See Comments
COMMENTS	Retain according to general schedule where applicable - otherwise retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

Agency Number: 629-003
Department of Social and Rehabilitation Services
Human Resources

SERIES ID	0050-629
TITLE	Abuse/Neglect Investigation Files
DESCRIPTION	Allegation report, social service plan, intervention plan, etc. relating to the investigation of suspected abuse and/or neglect cases.
RETENTION	See Comments
COMMENTS	Retain 5 years after investigation is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0051-629
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0052-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0053-629
TITLE	Applications for Examination
DESCRIPTION	Standardized form developed by the Department of Administration-Division of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0054-629
TITLE	Area Management Report
DESCRIPTION	Copies of a report compiled to inform the SRS Secretary of the activities and conditions within the area offices.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0055-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0056-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0057-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0058-629
TITLE	Budget Allocation Records
DESCRIPTION	Documents maintained to monitor expenditures charged to each program account number insuring allocation amounts are not exceeded or under charged.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0059-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0060-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0061-629
TITLE	Certification Log
DESCRIPTION	List verifying licenses required by certain staff members to maintain classification or employment.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0062-629
TITLE	Child Abuse/Neglect Public Awareness Fund Files
DESCRIPTION	Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of program expenditures.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0063-629
TITLE	Child Care Allocation Fund Files
DESCRIPTION	Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of program expenditures.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0064-629
TITLE	Child Support Enforcement Receipt Reports
DESCRIPTION	Forms FA-3101 and FA-3451 summarizing the daily totals of monies collected.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0065-629
TITLE	Client Assistance Printouts
DESCRIPTION	Computer printouts listing the benefit amount granted to clients prior to the implementation of the Kansas Automated Eligibility Child Support Enforcement System.
RETENTION	See Comments
COMMENTS	Obsolete series. Destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0066-629
TITLE	Client Billing Records
DESCRIPTION	Reports, receipt books, provider billings, time sheets, etc. relating to billing clients for program services.
RETENTION	006 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0067-629
TITLE	Client Case Files - Adoption Services
DESCRIPTION	Application, medical history, correspondence, etc. relating to adoption of individuals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 39-709(b)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0068-629
TITLE	Client Case Files - Employment Preparation Services
DESCRIPTION	Application, action plan, determination notification, fiscal materials, etc. relating to Employment Preparation Services eligibility determination and administration of benefits.
RETENTION	See Comments
COMMENTS	Retain 5 years after closure of file, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0069-629
TITLE	Client Case Files - Social Services
DESCRIPTION	Application, medical history, determination notification, fiscal materials, etc. relating to Social Services eligibility determination and administration of benefits.
RETENTION	See Comments
COMMENTS	Retain 5 years after closure of file, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0070-629
TITLE	Client Case Files - Vocational Rehabilitation Services
DESCRIPTION	Applications, medical history, rehabilitation plan, determination notification, etc. relating to Vocational Rehabilitation Services eligibility determination and administration of benefits.
RETENTION	See Comments
COMMENTS	Retain 5 years after closure of file, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0071-629
TITLE	Client Fraud Files
DESCRIPTION	Investigation form, client notification form, budget, and payment records relating to clients who may have committed fraud to gain SRS services or benefits.
RETENTION	See Comments
COMMENTS	Retain 5 years after investigation is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0072-629
TITLE	Client Payment Records
DESCRIPTION	Logs, contracts, copies of court orders, etc. relating to payments made by clients to SRS.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0073-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0074-629
TITLE	Community Organizations and Committees Files
DESCRIPTION	Correspondence, policies and procedures, organization endorsement letters, etc. relating to the mutual interests shared by various community organizations and SRS.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0075-629
TITLE	Complaint Files
DESCRIPTION	Copies of written complaints received from clients regarding allegations of impropriety or misconduct by SRS staff which did not result in disciplinary action taken by SRS.
RETENTION	See Comments
COMMENTS	Transfer to employee personnel file and retain according to general schedule.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4), 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0076-629
TITLE	Computer Conversion Information File
DESCRIPTION	Configuration sheets, newsletters, correspondence, field issuance printouts, etc. relating to the implementation of case files on the Kansas Automated Eligibility Child Support Enforcement System.
RETENTION	See Comments
COMMENTS	Retain or dispose of in conjunction with disposition of data in associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0078-629
TITLE	Continuing Education Files
DESCRIPTION	Correspondence, forms, brochures, etc. relating to staff requests to attend meetings, conferences, and workshops.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0079-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0080-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0081-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0082-629
TITLE	Employee Disciplinary Action File
DESCRIPTION	Documents relating to investigations of allegations made against SRS staff and any resulting action taken by the agency.
RETENTION	See Comments
COMMENTS	Transfer to employee personnel file and retain according to the general schedule.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0083-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0084-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0085-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0086-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0087-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0088-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0089-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0090-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0091-629
TITLE	Employment Security Clearance Request
DESCRIPTION	Form used to request security clearance for employees, volunteers, students, etc.
RETENTION	See Comments
COMMENTS	Transfer to employee personnel file, student file, or volunteer file and retain according to general schedule or agency schedule.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0092-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0093-629
TITLE	Foster Care Training Fund Files
DESCRIPTION	Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of foster parent training expenditures.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0094-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0095-629
TITLE	Historical Files
DESCRIPTION	Case files, budgets, minutes, etc. relating to the early administration of area offices.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0096-629
TITLE	Home Care Worker Shopping Requisitions
DESCRIPTION	Form SA-1062 used to verify the home care workers expenditure of client funds and maintained for accountability purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0097-629
TITLE	Home Care Worker Time Verification Records
DESCRIPTION	Form MS-1063 used to verify the total number of hours worked by the home care worker for each client.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4), 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0098-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0099-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0100-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0638629
TITLE	Janitorial Reference Files
DESCRIPTION	Contracts, correspondence, etc. relating to independent janitorial companies contracted by SRS to perform maintenance services.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination of contract, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0627629
TITLE	Laboratory Files
DESCRIPTION	Contracts, correspondence, test results, etc. relating to independent laboratories contracted by SRS to perform blood tests.
RETENTION	See Comments
COMMENTS	Retain 5 years after contract has expired, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0563629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0571629
TITLE	Master Card File
DESCRIPTION	Index cards listing applicants for the various program services supported by SRS and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0568629
TITLE	Military Leave Report
DESCRIPTION	Form compiled identifying staff enlisted in the Reserves or National Guard and maintained as reference in the event of military duty.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0562629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0622629
TITLE	Monthly Contractor Reports
DESCRIPTION	Computer printouts listing monies collected monthly by each contractor hired by SRS.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0569629
TITLE	Monthly Itinerary for Supervisors
DESCRIPTION	Form listing the location and number of home visits made by supervisors.
RETENTION	006 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0633629
TITLE	Monthly Management Reports
DESCRIPTION	Report submitted monthly by staff updating the area chief of the status of unit progress, requirements, and activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0570629
TITLE	Monthly Statistical Reports
DESCRIPTION	Statistical reports verifying monthly applicant referrals for the various program services supported by SRS.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0646629
TITLE	Organizational Charts
DESCRIPTION	Records documenting the agency's current organizational structure.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0556629
TITLE	Payment Collection Plan
DESCRIPTION	Plan compiled for the next fiscal year containing projections of SRS client payment collections that is maintained for budgetary purposes.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0548629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0572629
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0552629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0551629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0553629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0600629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0628629
TITLE	Project Files
DESCRIPTION	Reports, memoranda, and other documents relating to research and development activities for the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0647629
TITLE	Provider Care Files
DESCRIPTION	Application, operating plan, correspondence, etc. relating to licensing agreements with independent adult or child care providers contracted by SRS to provide services.
RETENTION	See Comments
COMMENTS	Retain 5 fiscal years after contract has expired, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0560629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0602629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0604629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0558629
TITLE	Quarterly Statistical Reports
DESCRIPTION	Statistical reports verifying quarterly applicant referrals for the various program services supported by SRS.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0639629
TITLE	Quarterly Unemployment Reports
DESCRIPTION	Report produced by the Department of Human Resources listing former SRS employees who have applied for unemployment benefits.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0640629
TITLE	Random Employee Sample Technique (REST) Records
DESCRIPTION	Copies of correspondence, observation forms, technique control lists, etc. related to the random quality control checks on staff performing directly related program functions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0606629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0607629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0645629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0745-629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0603629
TITLE	Replacement/Repair Request Forms
DESCRIPTION	Claim forms submitted by clients for compensation for repair or replacement of damaged items.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0608629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0644629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0615629
TITLE	STARS Reports: Daily Financial
DESCRIPTION	Computer reports regarding agency 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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0614629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0613629
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 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. DAFR8101, DAFR8120, DAFR8210, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0610629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0632629
TITLE	Secretary's Letters
DESCRIPTION	Copies of statements issued from the SRS Secretary outlining agency policies and practices.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0625629
TITLE	Sensitive Client Information Files
DESCRIPTION	Variety of documents relating to pending and current client case investigations and appeals which are maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0601629
TITLE	Services Provided Annual Summary
DESCRIPTION	Annual statistical report compiled on client services for the various program services supported by SRS.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0631629
TITLE	State Director's Letters
DESCRIPTION	Copies of policy statements issued by SRS Commissioners regarding agency practices and procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0598629
TITLE	Statements of Lost Warrants
DESCRIPTION	Copies of DA form 6 used to request re-issues of lost warrants.
RETENTION	currt fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0643629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0642629
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls of the agency.
RETENTION	6 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0612629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0595629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0565629
TITLE	Vacancy Report
DESCRIPTION	Report submitted to the central office confirming vacant positions within the area office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0621629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0620629
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0619629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0618629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0616629
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	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0567629
TITLE	Workers' Compensation Files
DESCRIPTION	Copy of form (#1101) submitted by the employee reporting an accident or injury which occurred while on the work site.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0626629
TITLE	Working Files - Area Director
DESCRIPTION	Correspondence, policies, fiscal notes, program data, etc. relating to the management of area office resources.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0634629
TITLE	Working Files - Family Support Program
DESCRIPTION	Correspondence, policies, fiscal, program data, etc. relating to the management of program resources.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0605629
TITLE	Working Files - Home and Community Based Services
DESCRIPTION	Correspondence, policies, fiscal, program data, etc. relating to the management of program resources.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0566629
TITLE	Working Files - Personnel Officer
DESCRIPTION	Correspondence, copies of position descriptions, etc. relating to the function and interests of the personnel office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0609629
TITLE	Working Files - Quality Control Specialist
DESCRIPTION	Correspondence, interview notes, reports, etc. relating to the operation of the quality control review process conducted on the various types of client cases.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0586629
TITLE	Working Files - Social Service Chief
DESCRIPTION	Variety of documents relating to the management and operation of the program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0611629
TITLE	Working Files - Social Worker
DESCRIPTION	Variety of documents relating to the interests and activities of the social worker.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

Agency Number: 629-005
Department of Social and Rehabilitation Services
Operations
Area Offices

SERIES ID	0708629
TITLE	Client Case Files - Employment Preparation Services
DESCRIPTION	Applications and supporting documentation used to determine the eligibility of individuals for services and records documenting all case activities.
RETENTION	See Comments
COMMENTS	Produced only in electronic format. Retain data until no longer useful or 3 years, whichever is longer, then delete. Complies with new federal regulations.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0707629
TITLE	Client Case Files - Income Maintenance
DESCRIPTION	Applications and supporting documentation used to determine the eligibility of individuals for programs and records documenting all case activities.
RETENTION	See Comments
COMMENTS	Produced only in electronic format. Retain data until no longer useful or 3 years whichever is longer, then delete. Complies with new federal regulations.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

Agency Number: 629-005
Department of Social and Rehabilitation Services
Operations
Division of Income Maintenance
Area Office

SERIES ID	0747-629
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	1993-01-14
K.A.R. NUMBER	53-2-095

Agency Number: 629-005
Department of Social and Rehabilitation Services
Operations
Division of Income Maintenance
Area Offices

SERIES ID	0375629
TITLE	Active Case Listing Report
DESCRIPTION	Computer printout (CR 300) providing a detailed listing of all cases in a specified eligibility or social services worker's caseload.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0230629
TITLE	Adult Care Homes Payment Rate Update
DESCRIPTION	Monthly update of local area adult care homes billing rates used to calculate payments made to long term care facilities.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0368629
TITLE	Approvals and Denials Summary Report
DESCRIPTION	Monthly computer printout (MR 161) summarizing action taken on all cash and medical assistance applications received.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0371629
TITLE	Base Wage, New Hire, and Unemployment Insurance Detailed Report
DESCRIPTION	Monthly computer printout (CR 520) containing income or benefit data on clients who have started a new job or who have begun to receive unemployment insurance benefits.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0233629
TITLE	Base Wage, New Hire, and Unemployment Insurance Summary Report
DESCRIPTION	Monthly computer printout (CR 521) listing clients who have started a new job or who have begun to receive unemployment insurance and arranged by eligibility worker for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0237-629
TITLE	Card Files - Master
DESCRIPTION	Index cards containing information on clients created for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0232629
TITLE	Case Management Report
DESCRIPTION	Monthly computer printout (MR 610) summarizing by area the total number of cases opened, closed, and denied.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0209629
TITLE	Caseload Report
DESCRIPTION	Monthly computer printout (MR 310) summarizing a unit's activities by listing the name, program, and month-end status of each client.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0208629
TITLE	Caseload Summary Report
DESCRIPTION	Monthly computer printout (MR 320) summarizing an eligibility worker's caseload by listing the name, program, and month-end status of each client.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0318629
TITLE	Cases Closed for Non-Receipt of Monthly Report
DESCRIPTION	Monthly computer printout (CR 121) listing cases closed because the client failed to submit the required monthly report.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0261629
TITLE	Cases Notified of Monthly Report Non-Receipt
DESCRIPTION	Monthly computer printout (CR 120) listing the names of clients who failed to submit the required monthly report to alert the eligibility worker.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0240629
TITLE	Cash Assistance Recovery Report
DESCRIPTION	Monthly computer printout (MR 100) listing recoveries of incorrect cash assistance payments by individual case.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0200629
TITLE	Discrepancy Reports (Bendex Letters)
DESCRIPTION	Computer generated letters (SWRUN D12) informing eligibility caseworkers of discrepancies between information in income maintenance case files and Social Security Administration files.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to individual case file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0214629
TITLE	Dummy Warrant Register
DESCRIPTION	Computer printout (MR 180) listing warrants issued to clients.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0308629
TITLE	Eligibility Worker Alert Report
DESCRIPTION	Computer printout (CR 330) notifying eligibility caseworkers of cases that are due, overdue, or coming due within the next 14 days.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0196629
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0197629
TITLE	Employee Training Manuals
DESCRIPTION	Original copies of manuals used to train agency personnel.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0213629
TITLE	Food Stamp Benefits For Local Office Pick Up Report
DESCRIPTION	Daily computer printout (MR 200) listing clients who have reported mail loss and have requested food stamp benefit replacement.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0198629
TITLE	Food Stamp Mail Issuance Report
DESCRIPTION	Monthly computer printout (FR 259) containing accounting data by county on mail issuance, mail returns, and food stamp replacements with state totals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0199629
TITLE	Food Stamp Program Summary Report
DESCRIPTION	Monthly computer printout (FR 256) summarizing by county the number of households and individuals receiving food stamps and the total value of food stamps issued.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0212629
TITLE	Food Stamp Recoveries Report
DESCRIPTION	Monthly computer printout (MR 242) listing claims against clients for food stamp overissuances and amounts recouped.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0370629
TITLE	IRS Unearned Income Tracking Report
DESCRIPTION	Monthly computer printout (CR 535) containing information obtained from the IRS on unearned income received by clients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0204629
TITLE	Income Maintenance Case Files
DESCRIPTION	Applications and supporting documentation used to determine the eligibility of persons for income maintenance programs and records documenting all case activity.
RETENTION	See Comments
COMMENTS	Data is maintained in both paper and electronic format. Retain 4 cldr. years after case is closed, then destroy. Retain every 100th file (make hard copy of electronic data) and transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0217629
TITLE	Income Maintenance Statistics Report
DESCRIPTION	Monthly computer printout (MR 600) summarizing expenditures for each income maintenance program: cash, food stamps, and medical.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0218629
TITLE	KANWORK Program Files
DESCRIPTION	Variety of documents related to the administration of the KANWORK employment training program for income maintenance clients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0228629
TITLE	Log Book
DESCRIPTION	Log listing the numbers assigned to correspondence.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0236629
TITLE	Low Income Energy Assistance Program Master Report
DESCRIPTION	Annual computer printout (SW61905V) listing Low Income Energy Assistance Program clients and benefits received during the previous year.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0239629
TITLE	Low Income Energy Assistance Program Payment Register
DESCRIPTION	Computer printout (SW61233C) listing warrants issued to Low Income Energy Assistance Program clients.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0238629
TITLE	Low Income Energy Assistance Program Weekly Report
DESCRIPTION	Weekly reports created to monitor the number of Low Income Energy Assistance applications received and processed.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0195629
TITLE	Mass Change Detail Summary Report
DESCRIPTION	Computer printout (MR 340) containing summary Social Security cost of living adjustment data used to monitor changes in income maintenance program eligibility.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0202629
TITLE	Medical Transportation Recipients Report
DESCRIPTION	Monthly computer printout (MR 710) listing clients who received benefits to pay for transportation to medical appointments.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0205629
TITLE	Pending Applications Area Report
DESCRIPTION	Weekly computer printout (MR 105) summarizing pending applications for assistance in each area office.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy. Case names are not included on the report.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0369629
TITLE	Pregnant Women Report
DESCRIPTION	Computer printout (CR 600) informing eligibility workers of clients who are pregnant so that they can refer them to local health departments for special services related to pregnancy.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0263629
TITLE	Procedures Manuals
DESCRIPTION	Office copies of agency procedures issued in collective manual including Income Support & Medical Services Commissioner's letters.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy. Original copies are retained in the central office.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0207629
TITLE	Quality Control Files
DESCRIPTION	Office copies of documents relating to quality control unit reviews of selected cases.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Original copies are retained by the central office quality control unit.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0262629
TITLE	Reviews Due and Overdue Reports
DESCRIPTION	Monthly computer printouts (CR 110) providing a detailed listing of cases with required eligibility reviews coming due within the next two months, as well as reviews overdue.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0234629
TITLE	Social Security Number Validation Discrepancy Report
DESCRIPTION	Monthly computer printout (CR 510) listing clients whose income maintenance social security number record does not match the social security number on file at the Social Security Administration.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0231629
TITLE	Subject Files
DESCRIPTION	Wide variety of documents maintained by eligibility workers for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0229629
TITLE	Subject Files - Income Maintenance Chief
DESCRIPTION	Variety of documents related to the operation and management of income maintenance programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0201629
TITLE	Supplemental Security Income Monthly Payment Report
DESCRIPTION	Monthly computer printout (SWRUN 115) reporting Supplemental Security Income payments received by income maintenance clients used to monitor client eligibility.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0215629
TITLE	Timeliness Measurement of Approved Cash and Medical Applications Report
DESCRIPTION	Monthly computer printout (MR 162) containing information on cases that were not approved in a timely manner and the reasons for the delay.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0210629
TITLE	Timeliness Summary of Food Stamp Transactions Report
DESCRIPTION	Monthly computer printout (MR 272) containing information on whether food stamp applications were processed in a timely manner.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0211629
TITLE	Untimely Food Stamp Disposition Report
DESCRIPTION	Monthly computer printout (MR 270) containing information on all food stamp program transactions that were not processed in a timely manner and the reasons for the delay.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0206629
TITLE	Weekly Application Summary Report
DESCRIPTION	Computer printout (MR 370) summarizing each eligibility worker's weekly activities including the number of applications received and actions taken.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

Agency Number: 629-005
Department of Social and Rehabilitation Services
Operations
Division of Income Maintenance
Central Office

SERIES ID	0278629
TITLE	Complaint Files
DESCRIPTION	Correspondence and documentation relating to complaints made by clients and the general public about Division of Income Maintenance services and activities.
RETENTION	004 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0267629
TITLE	Correspondence - Federal
DESCRIPTION	Incoming and outgoing letters and memoranda to a variety of federal agencies.
RETENTION	See Comments
COMMENTS	Retain in office 4 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0744-629
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or from the basis for policy, set precedent, or record important events in the operational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0266629
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 in office 4 years, transfer to the records center for 3 years, then destroy. Supersedes general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0264629
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel File associated with employment of specific personnel (applications, evaluations, etc.) maintained by the division 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	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0272629
TITLE	Food Stamp Program Federal Reports
DESCRIPTION	Variety of computer generated statistical reports required by the federal government to monitor the food stamp program to ensure compliance and accountability.
RETENTION	004 fisc yrs
COMMENTS	Retain 4 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions under 7CFR 272.1(s)
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0271629
TITLE	Income Maintenance Finance Files
DESCRIPTION	Variety of documents relating to the fiscal operation of the division including vouchers, receipts, and purchase orders, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0260629
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in individual statement formats including Income Support & Medical Services Commissioner's letters.
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	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0746-629
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	1993-01-14
K.A.R. NUMBER	53-2-095

SERIES ID	0269629
TITLE	Subject Files
DESCRIPTION	Working files containing convenience copies of a wide variety of documents regarding division activities maintained by individual staff members.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-01-14
K.A.R. NUMBER	53-2-095

Agency Number: 629-005
Department of Social and Rehabilitation Services
Operations
Employment Preparation Services

SERIES ID	0596629
TITLE	Child Care Facility Complaints and Reports of Investigation Files
DESCRIPTION	Documents received from local SRS offices relating to complaints lodged against child care facilities including reports of suspected child abuse, neglect, or sexual abuse.
RETENTION	See Comments
COMMENTS	Retain confirmed child abuse, neglect, or sexual abuse complaints permanently or transfer to the archives. Retain unconfirmed child abuse neglect, or sexual abuse complaints 3 fisc yrs, then destroy. Retain all other complaints 3 fisc yrs, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(11)
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0561629
TITLE	Child Development Associate Scholarship Application Files
DESCRIPTION	Applications, correspondence, award letters, and other documents relating to applications for federally funded Child Development Associate Scholarships.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0584629
TITLE	Contracts - Job Opportunities and Basic Skills (JOBS) and KanWork Programs
DESCRIPTION	Contracts between SRS and local organizations providing employment through the JOBS and KanWork programs to individuals receiving public assistance.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0550629
TITLE	Correspondence - Department of Human Resources
DESCRIPTION	Correspondence with the Kansas Department of Human Resources relating to employment programs for public assistance recipients.
RETENTION	005 cldr yrs
COMMENTS	Retain 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0623629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0637629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0599629
TITLE	Refugee Arrivals and Assurances Report
DESCRIPTION	Copy of federal report documenting the arrival and settlement of refugees into the country.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0554629
TITLE	Refugee Financial Reports
DESCRIPTION	Variety of reports completed by SRS staff maintained to monitor expenditures incurred throughout the refugee program.
RETENTION	010 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0635629
TITLE	Subject Files - United States Department of Agriculture (USDA)
DESCRIPTION	Variety of documents relating to policy information distributed by the USDA to update SRS staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0641629
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	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0559629
TITLE	Technical Reference Files - Contracts
DESCRIPTION	Memoranda, articles, and other materials compiled from various sources maintained as a guide to writing and monitoring contracts.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0630629
TITLE	Work Incentive Program (WIN) Grant Reduction Files
DESCRIPTION	Correspondence, reduction reports, and other documents relating to the administration of the WIN program grant reduction.
RETENTION	See Comments
COMMENTS	Obsolete series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0648629
TITLE	Work Incentive Program (WIN) Program Files
DESCRIPTION	Correspondence, reports, and other documents relating to the administration of the WIN program which provides employment and training opportunities to qualified recipients.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

Agency Number: 629-005
Department of Social and Rehabilitation Services
Operations
Estate Recovery Unit

SERIES ID	0706629
TITLE	Estate Recovery Case Files
DESCRIPTION	Correspondence, eligibility history, probate pleadings, family agreements, etc. relating to legal action taken to recover assets from deceased medical assistance recipients' estates.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b & 45-221(a)(3)
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-117