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State Records Board - About

PROCEDURES

(Last reviewed and updated in January 2014)

The State Records Board generally meets quarterly, on the third Thursday of each January, April, July, and October. Special meetings may be called by the chair of the board.  All meetings are considered open to the public under the Kansas Open Meetings Act. 

The agency head or his or her representative, and the head of the specific division with records under consideration, are considered ex officio members of the State Records Board and shall have voting rights regarding the agency’s records retention and disposition schedule entries and other related matters under discussion.

State agencies and local government offices seeking approval from the SRB for records disposition requests, new retention and disposition schedules, revisions to existing schedules, microfilming standards, or other related matters must be submitted to the State Archivist, in the format recommended by Historical Society staff, at least one month (30 days) before the Board meeting at which the requests will be considered.

The requesting agency will be notified of Board actions, and the retention and disposition schedules will be updated online, within one month after each meeting.  The Kansas State Historical Society will retain permanently a complete board packet for each meeting.

Copies of the draft retention and disposition schedule, the written appraisal reports of the Historical Society staff, minutes from the previous meeting, and the meeting agenda will be distributed to all Board members at least four days before each meeting.

The SRB authorizes Records Management staff at the Kansas State Historical Society to make the certain limited technical changes to records retention schedules without further review and approval by the SRB. These changes include but are not limited to

  • superseding to the general schedule agency-specific entries matching the intent of a general schedule entry;
  • making obsolete schedule entries for records no longer created or maintained by an agency;
  • revising records series titles or agency organizational information, such as after an agency has reorganized;
  • making copy editing changes, such as to fix typoes.

For a full listing of State Records Board procedures and for non-substantive, technical changes public records staff can help agencies make without additional approval from the SRB, please review this document.