Local Records General Retention and Disposition Schedule

Introduction

The General Records Retention and Disposition Schedule that follows this discussion has been authorized by the State Records Board in accordance with K.S.A. 75-3504 and has been adopted by the board as K.A.R. 53-2-115, an administrative regulation having the force of law. The full text of this regulation is included in this chapter. It is recommended that records custodians and office personnel become familiar with the entire contents of the regulation before implementing the retention and disposition schedule within it.

Application of the General Schedule

Although this general schedule will apply to many of those records found in local offices, there are many types of records not included in this schedule because they are unique to particular offices. Individual office schedules were created in 1985 and are slated for revision by the State Archives in the coming years. Until revised, the 1985 schedule remains in effect.The general schedule establishes minimum retention periods and authorizes dispositions for many of the administrative and legal records common to most local governments. Using the schedule as a guide and without seeking further approval from the State Records Board, any local government may regularly dispose of any of its records which appear on this schedule. The schedule is subject to the following exceptions and limitations:

A. Local government offices may retain any of their records beyond the retention periods set by the schedule as they deem necessary the schedule establishes only a minimum period of retention. Before retaining a record longer than the minimum time required, however, the office should be certain that it has good reason to do so. Unnecessary retention of records can be expensive in space and filing equipment.

B. This schedule does not relieve local governments of retention requirements mandated by other state and federal statutes and regulations. When such an obligation does exist, then the longer retention period takes precedence.

C. This schedule generally reflects audit requirements in its prescribed retention periods, but audits are not always completed in a timely fashion. Therefore, any record required for an audit must be retained until completion of that audit, regardless of its stated retention period in the general schedule.

D. The access restrictions cited in this manual should be applied with caution. Restrictions on public access to records often apply only under particular circumstances or only to portions of a record series. To ensure compliance with the Kansas Open Records Act, offices should have an attorney examine the specific statutory language containing the potential restriction before limiting public access to records.

E. This schedule does not authorize destruction of records which could be deemed relevant to current pending litigation.

Disposal and Transfer of Records

Local governments should establish a formal procedure for records transfers and destruction. The State Historical Society recommends preparing a list of the records, including the series title, dates, quantity, storage location, and disposition. The list and formal request for disposal/transfer should be presented to the local governing body for approval.

Modifications and Additions

Because records reflect activities that are constantly changing, the retention requirements for them sometimes require revision as well. Consequently, records retention and disposition schedules, including this general one, often need modification or additions in order to be realistic and effective. Furthermore, because local governments are so large, it is impractical to consult with every office regarding specific schedule entries. There may be some retention periods and disposition requirements within this schedule that fail to account for all relevant factors and there may be some important common record series not addressed here which need to be added. The State Historical Society's Records Management Staff and the State Records Board welcome all comments and suggestions concerned with improvement of the general schedule through modifications and additions.

Schedule Entries (alpha by record series title)

Accident Reports

Documents related to accidents occuring in, on, or around the county office's facility(ies).
Minimum Retention: 005 calendar yrs
Disposition: destroy
Comments: Retain for 5 calendar years or longer if necessary, then destroy.
Restrictions: 5 USC 552(a)
Date Approved: 04/10/2003

Accounts Payable Records

Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Ledgers - General, Vouchers and Requisitions- Purchase, Vendor Files, Bid Records, and Purchasing Records
Restrictions:None
Date Approved: 07/14/1998

Accounts Receivable Records

Documents related to the collection of payments due the office: copies of invoices, correspondence, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 3 fiscal years after last payment is received.
Restrictions:None
Date Approved: 07/14/1998

Activity Report Records

Internal documents used to compile statistics on office activities: traffic reports, activity logs, etc.
Minimum Retention: 2 fiscal yrs
Disposition: destroy
Comments: See also Employee Time Report Records.
Restrictions:None
Date Approved: 07/14/1998

Adding Machine or Calculator Tapes

Master tapes produced on business machines during bookkeeping.
Minimum Retention: see comments
Disposition: destroy
Comments: May be destroyed immediately unless required to document associated records; then retain in conjunction with those associated records.
Restrictions:None
Date Approved: 07/14/1998

Annual and Special Reports

General and specific reports on office activities.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain until no longer useful, then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998

Architectural Plans, Drawings, Maps, and Specifications

Records documenting the physical plant of the offices and/or buildings owned or occupied by the local government.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain until no longer useful, then transfer one copy to permanent storage and contact the local historical society for interest in retaining an extra copy.
Restrictions:Portions per KSA 45-221(a)(12)
Date Approved: 07/14/1998

Audit Reports

Results of audits conducted by local, state, federal and/or non-governmental auditing agencies.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain in office until no longer useful; then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998

Banking Records

Bank statements, deposit books and slips, check registers, and canceled checks.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Batch Transmittal Forms

Completed forms used to transmit documents for mass computer input.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain in conjunction with transmitted documents, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Bid Records

Documents related to requests for proposals, bids, quotations, or estimates.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: See also Purchasing Records, Vouchers and Requisitions, Accounts Payable Records, Contracts, and Vendor Files.
Restrictions:None
Date Approved: 07/14/1998

Budget Preparation Files - Annual

Documents used in the preparation of the annual office budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until audit completed, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Budget Requests and Appeals - Annual

Copies of budgets submitted yearly for approval and subsequent appeals.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998

Building and Grounds Maintenance Records

Documents associated with repairs and other maintenance to the physical plant of office - does not include Work Orders and Logs (q.v.).
Minimum Retention: see comments
Disposition: see comments
Comments: Retain records of minor maintenance activities for 3 fiscal years, then destroy. Retain records of major maintenance activities permanently.
Restrictions:None
Date Approved: 07/14/1998

Capital Improvement Projects Files

Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc.
Minimum Retention: permanent
Disposition: permanent
Comments: See also Architectural Plans, Drawings, and Specifications.
Restrictions:None
Date Entry: 07/14/1998

Committee Files

Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interoffice, and advisory committees.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998

Computer Software Licensing Files

Documents proving the licensure and implementation of computer software programs by the agency.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain 5 calendar years after teh contract or end user license agreement (EULA) has expired or 5 calendar years after the software is no longer installed, then destroy.
Restrictions:None
Date Approved: 04/10/2003

Computer System Documentation

Records related to the development, implementation, modification, and use of computer programs and systems.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain and dispose of in conjunction with associated computer programs and systems. If data is not migrated to new system, retain as long as access to data is necessary.
Restrictions:None
Date Approved: 07/14/1998

Contracts

Legal agreements with individuals and organizations. Includes all associated documents.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until expiration of contract plus 5 calendar years or 5 calendar years after conclusion of any court case, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions.
Restrictions:None
Date Approved: 07/14/1998

Correspondence - Policy Related

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 office.
Minimum Retention: 5 calendar yrs
Disposition: permanent
Comments: Retain in office 5 calendar years, then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998

Correspondence - Routine

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.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Deeds for Real Estate

Legal documents pertaining to the ownership of real property by the office.
Minimum Retention: permanent
Disposition: permanent
Comments: Retain in Register of Deeds Office.
Restrictions:None
Date Approved: 07/14/1998

Employee Notary Files

Notary certification files compiled on employees.
Minimum Retention: see comments
Disposition: see comments
Comments: Proof of certification is part of the Employee Personnel File. These files are the convenience copy. Retain information until superceded, or 3 calendar years, then destroy.
Restrictions:None
Date Approved: 07/18/2002

Employee Personnel Files

Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, background checks, and other personnel materials.
Minimum Retention: See comments
Disposition: Destroy
Comments: Retain in office for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents to create abstracted work history (appointment data and change of status information), transfer to inactive storage for 62 calendar years, then destroy.
Restrictions: Portions under KSA 45-221(a)(4)
Date Approved: 07/14/1998; amended 01/08/2004

Employee Personnel Files - Convenience Copies

Copies of documents in office's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions: Portions under KSA 45-221(a)(4)
Date Approved: 07/14/1998; amended 01/08/2004

Employee Position Descriptions

Formal descriptions of duties and other characteristics of particular employment positions. Includes supporting documents.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded plus 3 years, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Employee Time Report Records

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.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: See also Leave Requests.
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998

Employee Training Course Materials

Record copy of manuals, syllabi, textbooks and other training aids created for office sponsored employee training programs.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy permanently and destroy the remainder. See also Employee Training Records.
Restrictions:None
Date Approved: 07/14/1998

Employee Training Records

Correspondence, reports, and other records relating to the operation of office sponsored training programs and to employee participation in training programs sponsored by external organizations.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials.
Restrictions:None
Date Approved: 07/14/1998

Employee Withholding Allowance Certificates

Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
Restrictions:None
Date Approved: 07/14/1998

Employment Applications - Not Hired

Applications and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.
Minimum Retention: 3 calendar yrs
Disposition: Destroy
Comments:
Restrictions: Portions under KSA 45-221(a)(4)
Date Approved: 07/14/1998; amended 01/08/2004

Employment Eligibility Verification Form

Immigration and Naturalization Service (INS) form 9 completed by employee which is used to verify the legal residency status of the employee.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain for length of employee tenure plus 3 years, then destroy.
Restrictions:KSA 45-221 (a)(4)
Date Approved: 07/14/1998

Equal Employment Opportunity Grievance Files

Documents related to discrimination charges concerning employment made against an office and subsequent investigations.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain 5 years after grievance is settled, then transfer to permanent storage.
Restrictions:KSA 45-221(a)(11)&(25)
Date Approved: 07/14/1998

Equal Employment Opportunity Plans

Documents related to office compliance with laws and regulations concerning EEO/AA plans.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998

Equipment Maintenance and Ownership Records

Documents related to the legal ownership and maintenance of office equipment: legal titles, warranties, maintenance logs, etc.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records, and Vehicle Ownership and Maintenance Records.
Restrictions:None
Date Approved: 07/14/1998

Equipment Operation Records

Documents related to the use of office equipment (e.g.. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calculators, adding machines, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Equipment Ownership and Maintenance Records. Road and Bridges need to retain for the period they own the equipment.
Restrictions:None
Date Approved: 07/14/1998

Expendable Items Supply Requests - Internal

Documents used by subordinate organizations to order expendable supplies from central supply rooms.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 1 fiscal year after audit.
Restrictions:None
Date Approved: 07/14/1998

Grant Files

Variety of documents dealing with applications for federal, state, and private grants and the implementation of those received.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain 5 years after the end of the grant period, transfer original applications, contracts, agreements, & annual and final performance reports to permanent storage and destroy remaining documents.
Restrictions:None
Date Approved: 07/14/1998

Grant Files - Unfunded

Applications and supporting documentation relating to federal, state, and private grants submitted by local entities which were not funded.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longe useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Hearing and Meeting Transcripts and Electronic Media Recordings

Records of public hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc.
Minimum Retention: Retain until no longer useful Disposition: destroy Comments: Tapes can be reused
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 01/11/2001

Imprest Fund

Documents related to the administration and accounting of the imprest fund which allows an office to use a local bank account as authorized by statute.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Incident Reports

Documents related to incidents occuring between the county office and nay individual, group, corporation, or government.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain for 5 calendar years or longer if necessary, then destroy.
Restrictions: 5 USC 552(a)
Date Approved: 04/10/2003

Income Tax Monitoring Files

Work papers, logs, reconciliations and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain 4 calendar years after date tax was due or paid, then destroy.
Restrictions: None
Date Approved: 07/18/2002

Insurance Policies

Documents such as insurance policy terms and binders.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until canceled or expired, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled.
Restrictions: None
Date Approved: 04/10/2003

Internal Revenue Service W-2 Tax Files

Agency copy of employee Wages and tax statements maintained by the office or payroll processor.
Minimum Retention: 004 calendar years
Disposition: destroy
Comments:
Restrictions: Portions may be restricted
Date Approved: 10/18/2001

Inventory Records - Expendable Property

Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Inventory Records - Non-Expendable Property

Records related to capital equipment inventory management: computer reports, internal documents, correspondence, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded by new inventory plus 3 fiscal years, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Kansas Public Disclosure Commission Statements of Substantial Interest

Office copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office.
Minimum Retention: 1 calendar yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Leases - Real Property and Capital Equipment

Documents related to the leasing of real estate and equipment.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded or inactive plus 5 calendar years, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Leave Requests

Internal forms used to request and authorize the taking of leave by employees.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: See also Employee Time Report Records.
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998

Ledgers - General

General records of financial receipts and expenditures normally used to monitor, manage, and verify office budget.
Minimum Retention: see comments.
Disposition: permanent
Comments: This series includes only internal documents. Retain in office 5 years, then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998

Legal/Public Notices

Announcements appropriately published to notify the general public of an auction, legal proceeding, election, etc.
Minimum Retention: 005 calendar years
Disposition: destroy
Comments:
Restrictions: None
Date Approved: 04/10/2003

Legislation Reference Files

Copies of bills, drafts of legislation, copies of statutes, notes, correspondence, and other miscellaneous documents related to various legislative activities or statutes applicable to the operation of the office.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Mailing Lists

Lists of names and addresses to whom mail is regularly sent.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until updated, then destroy.
Restrictions:KSA 21-3914
Date Approved: 07/14/1998

Material Safety Data Sheets

Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR 1910.1200.
Restrictions:None
Date Approved: 07/14/1998

Memoranda of Understanding or Agreement - Interoffice

Formal agreements reached between state, local, and/or federal agencies.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until agreement becomes inactive plus 5 calendar years, then destroy.
Restrictions:None
Date Approved:

Minutes

Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
Minimum Retention: see comments
Disposition: permanent
Comments: Retain until no longer useful, then transfer to permanent storage.
Restrictions:None
Date Approved: 07/14/1998

Organizational Charts and Reorganization Studies

Records documenting planned and actual changes in an office's organizational structure over time.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain records relating to major organizational changes permanently. Destroy other records when no longer useful.
Restrictions:None
Date Approved: 07/14/1998

Payroll Adjustment Records

Copies of documents and supporting materials used to make adjustments in office payroll accounts.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Payroll Deduction Authorization Records.
Restrictions:None
Date Approved: 07/14/1998

Payroll Deduction Authorization Records - General

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.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms (q.v.) or Payroll Direct Deposit Authorization Record (q.v.).
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998

Payroll Direct Deposit Authorization Records

Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer in effect plus 2 years, then destroy.
Restrictions:KSA 45-221(a)(4)
Date Approved: 07/14/1998

Payroll Warrant Registers

Monthly listing of warrant checks issued to office employees for payroll purposes.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Petty Cash Records

Documents related to petty cash accounting.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Photographic and Video Materials

Photo-prints, negatives, slides, films, and videotapes.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain permanently materials that document governmental programs and services. Other items may be offered to local historical societies or destroyed.
Restrictions:None
Date Approved: 07/14/1998

Policy and Procedures Manuals and Statements

Original copies of formal explanations of office policies and procedures issued in collective manual or individual statement formats.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy permanently, dispose of others.
Restrictions:None
Date Approved: 07/14/1998

Postal Records

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.
Minimum Retention: 1 fiscal yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Press Releases

Public information issued to the news media.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy permanently, dispose of others.
Restrictions:None
Date Approved: 07/14/1998

Programs and Invitations

Documents related to official office functions.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain permanently one copy of documents related to official functions, dispose of others.
Restrictions:None
Date Approved: 07/14/1998

Property Disposition Records - Non-Expendable

Copies of forms and supporting documents used to remove capital equipment from the office inventory.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Publications

Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the office.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain in office 1 year, then transfer 1 copy to permanent storage and destroy the remainder.
Restrictions:None
Date Approved: 07/14/1998

Purchase Requests - Internal

Documents used by subordinate organizations to request purchases of goods and services through the office central purchasing office.
Minimum Retention: 1 fiscal yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Purchasing Records

Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Vouchers & Requisitions, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files.
Restrictions:None
Date Approved: 07/14/1998

Receipts Records - Cash

Records of cash received by the office: receipt slips, receipt books, receipt ledgers, etc.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Records Management Records

Documents related to the management of office records including completed survey forms, inventories, disposition and transfer records, and other miscellaneous materials such as correspondence or reference materials.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998

Recruitment Files

Variety of documents relating to the recruitment process for hiring employees to fill vacant positions.
Minimum Retention: 3 calendar yrs
Disposition: destroy
Comments:
Restrictions:Portions per KSA 45-221 (a)(4)
Date Approved: 07/14/1998

Request for Access to Records

Documents related to requests for access to office records and office responses prepared pursuant to KSA 45-218.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Schedules - Office Activities

Internal forms and calendars used to schedule employee or office activities (calendars and appointment books, etc).
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Memorabilia, Scrapbooks, and Photographic Albums

Newsclippings, photo albums, etc. documenting office activities.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Safety Inspection Files

Documents related to routine and special saftey inspections, including correspondence and follow-ups, by county offices or the State Department of Human Resources.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain county inspection files 5 calendar years, state inspection files until superceded by another inspection.
Restrictions: None
Date Approved: 04/10/2003

Sales and Use Tax Records

Reports of retail sales adn excise taxes due to the state submitted to the Department of Revenue by local governments acting as retailers with supporting documents.
Minimum Retention: 004 tax years
Disposition: destroy
Comments: A tax year equates to a period of three years from the last day of the fiscal or calendar year of the retailer/political subdivision, whichever is greater. See KSA 79-3609.
Restrictions: None
Date Approved: 04/10/2003

Self-Insurance Claim Files

Documents related to claims against county self-insured funds such as vehicle or equipment damage.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain until paid out or settled, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled.
Restrictions: 5 USC 552(a)
Date Approved: 04/10/2003

Speeches and Writings

Notes, drafts, and final versions of office related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain one copy of final version permanently, destroy all others.
Restrictions:None
Date Approved: 07/14/1998

Statements of Lost Warrants

Copies of forms used to request re-issues of lost warrants.
Minimum Retention: current fiscal yr
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

System User Access Records--Information Technology

Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, password files, firewall logs, and summary analyses/reports.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer of administrative value to the agency, then destroy.
Restrictions: None
Date Approved: 04/15/05

Technical Reference Files

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.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Telecommunications Logs

Registers recording incoming and outgoing telephone calls and fax transmissions.
Minimum Retention: 6 months
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Telephone Billing Records

Copies of computer billings received for telephone service.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Travel Request and Authorization Records

Records related to employee travel.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments: See also Travel Vouchers and Vehicle Operation Records.
Restrictions:None
Date Approved: 07/14/1998

Vehicle Maintenance and Ownership Records

Documents related to the legal ownership and maintenance of office vehicles: maintenance logs, legal titles, warranties, etc.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records.
Restrictions:None
Date Approved: 07/14/1998

Vehicle Operation Records

Documents related to the use of office-owned motor vehicles.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Vendor Files

Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
Minimum Retention: 5 fiscal yrs
Disposition: destroy
Comments: Retain for 5 fiscal years. See also Vouchers & Requisitions,
Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
Restrictions:None
Date Approved: 07/14/1998

Visitors Logs

Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to office facilities.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Vital Statistical Records

Registers, certificates, and statistical summaries, of births, deaths, and marriages.
Minimum Retention: permanent
Disposition: permanent
Comments:
Restrictions:None
Date Approved: 07/14/1998

Voice Mail Messages

Sound recordings produced by a voice mail system designed to leave messages for the receiver.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until no longer useful, then destroy.
Restrictions:None
Date Approved: 07/14/1998

Vouchers and Requisitions - Purchase

Copies of documents used to order and pay for goods and services.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Vouchers - Journal

Forms used to adjust financial account balances.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Vouchers - Receipts

Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Vouchers - Travel

Copies of documents used to certify the validity of claims for the reimbursement of travel expenses.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Word Processing Files

Electronic copies of documents produced with word processing programs.
Minimum Retention: see comments
Disposition: see comments
Comments: When electronic documents are only copy, disposition must be in accordance with an approved schedule entry for the specific records series. When used to produce a hard copy that is maintained according to approved schedule delete when no longer useful.
Restrictions:None
Date Approved: 07/14/1998

Work Orders and Logs

Internal documents used to request and record requests for the performance of maintenance or other services.
Minimum Retention: 3 fiscal yrs
Disposition: destroy
Comments:
Restrictions:None
Date Approved: 07/14/1998

Worker's Compensation Files

Correspondence, reports, financial records, and other records used to document a worker's compensation claim.
Minimum Retention: see comments
Disposition: see comments
Comments: Retain full and final settlement (closed) files 5 calendar years, then destroy. Retain future medical or benefit payment files (open) until closed plus 5 calendar years, then destroy.
Restrictions: Exempt from HIPAA Act Sec. 164.512(I) and (a); 5 USC 552(a); KSA 44-515(d)
Date Approved: 04/10/2003

Worker's Compensation Self-Insurance Permit Files

Includes application, permit, and supporting documents for permit issued by Kansas Department of Human Resources, Workers Compensation Division.
Minimum Retention: see comments
Disposition: destroy
Comments: Retain until cancelled or expired, plus 5 calendar years, then destroy.
Restrictions: None
Date Approved: 04/10/2003

This guide is also available in hardcopy from the Library/Archives Records