Kansas Records Retention Schedules
| Agency: | Pooled Money Investment Board. |
37 Schedule Entries Found:
Agency Number: 671-001
Pooled Money Investment Board
| SERIES ID | 0001-671 | | TITLE | Annual Report Workpapers | | DESCRIPTION | Documents relating to the compilation of the annual report. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0002-671 | | TITLE | Annual and Special Reports | | DESCRIPTION | Annual reports on agency activities. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0003-671 | | 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 | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0004-682 | | TITLE | Average Daily Balances Transfer Account Files | | DESCRIPTION | Documents relating to interest transferred from the state general fund to a specific fund for investment purposes. | | RETENTION | 010 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0005-671 | | TITLE | Benefit Fund Account Files | | DESCRIPTION | Copies of banking records and the bank contract relating to funds deposited in banks designated by the board for patients at state facilities. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 65-5602 & 45-221(a)(3) | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0006-671 | | TITLE | Budget Preparation Files - Annual | | DESCRIPTION | Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. | | RETENTION | 005 fisc yrs | | COMMENTS | Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0007-671 | | 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 | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0008-671 | | TITLE | Canteen Fund Files | | DESCRIPTION | Copies of banking records and the bank contract regarding funds deposited in banks designated by the board for inmates incarcerated at state facilities. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 22-4707 & 45-221(a)(29) | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0009-671 | | TITLE | Certificate of Indebtness | | DESCRIPTION | Certificate issued by the board authorizing the state treasurer to overextend available monies from the general fund by withdrawing money from other funds as required by KSA 75-4212a. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Permanent | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0010-671 | | TITLE | Closed Banks Files | | DESCRIPTION | Documents relating to banks which provided contracted services to the board which are now closed. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0011-671 | | TITLE | Correspondence - Routine | | DESCRIPTION | Incoming and outgoing letters and memoranda which pertain only to routine matters handled in the 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 | KSA 45-221(a)(14) | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0012-671 | | TITLE | Custodial Accounts Files | | DESCRIPTION | Documents relating to monies which are required by contract, bequest or law to be segregated from other bank accounts as required by KSA 75-4213. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0013-671 | | TITLE | Defective Construction Fund Files | | DESCRIPTION | Documents relating to a dispute between WSU and the contractor over a defective roof in the multipurpose building necessitating the use of a custodial fund until the litigation was resolved. | | RETENTION | See Comments | | COMMENTS | Obsolete series. Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0014-671 | | 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 | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0015-671 | | 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 | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0016-671 | | 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 | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0017-671 | | TITLE | Executive Officer Report | | DESCRIPTION | Report compiled by the executive officer and distributed to each board member providing an annual update, statistical data, current legislation and other matters affecting the board. | | RETENTION | See Comments | | COMMENTS | Obsolete series. Transfer immediately to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0018-671 | | TITLE | Freeway Fund Files | | DESCRIPTION | Documents relating to the old freeway fund account established for road construction for use by the Kansas Department of Transportation. | | RETENTION | See Comments | | COMMENTS | Series superseded by the Highway Construction Fund -- transfer immediately to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0019-671 | | TITLE | General Fund Transfer Files | | DESCRIPTION | Documents prepared by the board calculating the interest accumulated in the general fund on a monthly basis which allows agencies to transfer the interest into their accounts as required by statute. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0020-671 | | TITLE | Health Care Stabilization Fund Files | | DESCRIPTION | Copies of banking records and other documents relating to the board's investment of health care stabilization fund monies in accordance with KSA 40-3406. | | RETENTION | 005 fisc yrs | | COMMENTS | Retain 5 fiscal years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0021-671 | | TITLE | Imprest Fund Account Files | | DESCRIPTION | Documents relating to individual agencies imprest fund accounts maintained for accountability purposes. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0022-671 | | TITLE | Interest Rate Received Prior to Due Date Files | | DESCRIPTION | Documents relating to interest payments of inactive accounts made prior to the end of the year and deposited in a suspense fund as a pre-payment of interest. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0023-671 | | TITLE | Kansas Public Disclosure Commission Statements of Substantial Interest | | DESCRIPTION | Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office. | | RETENTION | 001 cldr yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0024-671 | | TITLE | Key Deposit Account Files | | DESCRIPTION | Documents relating to deposits paid by employees for access to agency keys. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0025-671 | | 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 | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0026-671 | | TITLE | Patient Work Therapy Account Files | | DESCRIPTION | Copies of banking records and the bank contract relating to funds deposited in banks designated by the board for patients who work outside the state facility. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 65-5602 & 45-221(a)(3) | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0027-671 | | TITLE | Primary Securities Dealer Files | | DESCRIPTION | Documents relating to primary security dealers authorized to conduct business with the board. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0028-671 | | TITLE | Property Purchases Agreements | | DESCRIPTION | Documents relating to purchases made of properties for state use. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0029-671 | | TITLE | Repurchase Agreement Master Files | | DESCRIPTION | Documents relating to repurchase agreements contracted with primary security dealers who purchase securities for a specific period and rate with the agreement to repurchase afterwards. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0030-671 | | TITLE | Special Investment Fund Files | | DESCRIPTION | Documents relating to the board's investment of monies belonging to a state agencies (ex. Board of Regents) in order to accrue additional interest. | | RETENTION | 005 fisc yrs | | COMMENTS | Retain 5 fiscal years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0031-671 | | TITLE | State Banking Department Monthly Reports | | DESCRIPTION | Reports made by the State Banking Department to the board updating any mergers or closing of banks across the state. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0032-671 | | TITLE | State Highway Fund Files | | DESCRIPTION | Copies of banking records and additional documentation relating to the board's investment of KDOT's highway fund monies in accordance with KSA 68-2324. | | RETENTION | 010 fisc yrs | | COMMENTS | Retain 10 fiscal years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0033-671 | | TITLE | Statement of Expenditures Files | | DESCRIPTION | Monthly computer printouts used to reconcile expenditures with the budget. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0034-671 | | TITLE | Statutory Loan Files | | DESCRIPTION | Documents relating to loan agreements between the board and state agencies for capital improvement loans which must be approved by the legislature. | | RETENTION | See Comments | | COMMENTS | Retain for the life of the loan, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0035-671 | | TITLE | Time Deposit - Open Account Files | | DESCRIPTION | Documents relating to accounts in which money deposited in designated banks is not payable on demand for a short time in order to accrue interest as required by KSA 75-4206. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0036-671 | | TITLE | Universities Organizational Safekeeping Account Files | | DESCRIPTION | Copies of banking records and the bank contract relating to funds deposited in banks designated by the board of non-public money belonging to various university organizations to accrue interest. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 |
| SERIES ID | 0037-671 | | TITLE | Venture Capital, Inc. Files | | DESCRIPTION | Documents relating to board investments of up to $10 million of state monies in preferred stock of Kansas Venture Capital, Inc. in accordance with KSA 75-4205. | | RETENTION | 010 fisc yrs | | COMMENTS | Retain 10 fiscal years, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1994-10-13 | | K.A.R. NUMBER | 53-2-102 | New search
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