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Kansas Records Retention Schedules

Results of Query:

KAR Number: 53-2-185

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Agency Number: 034-002
Adjutant General's Department
Office for State Personnel

SERIES ID 0008-034 
TITLE Firefighters Files 
DESCRIPTION Documents relating to unions, policies, and other matters concerning firefighters assigned to the armories. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-004
Adjutant General's Department
Comptroller's Office

SERIES ID 0038-034 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0039-034 
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 See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0040-034 
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 See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0041-034 
TITLE Certified Payroll Records 
DESCRIPTION Documents relating to verification of wage rates and bids on federal contracts maintained for budgetary purposes. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0042-034 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0049-034 
TITLE Financial Reports and Records 
DESCRIPTION Reports and records used by the Adjutant General's Department to manage activities and complete reports to the federal government concerning activities for each Cooperative Agreement, Grant, Special Project, and Administration. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0043-034 
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 form 152 -Checkbook Record--Imprest Fund." 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0045-034 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0048-034 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0142-034 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0051-034 
TITLE Salary Advances Reports 
DESCRIPTION Reports relating to federal government salary advances used for payroll reconciliation purposes. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0052-034 
TITLE Service Contracts 
DESCRIPTION Legal agreements with individuals and organizations for repair service. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0053-034 
TITLE State Active Duty Rosters 
DESCRIPTION Rosters relating to National Guard personnel available to be called up for either regular or emergency active duty. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0054-034 
TITLE Station/Armory Funds Records 
DESCRIPTION Documents relating to city or county authorization of funds for state armories to purchase items not included in the state budget. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0055-034 
TITLE Status of Funding Reports 
DESCRIPTION Reports created to monitor the expenditures of funds allocated by the federal government which assists in the budget process. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0058-034 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings received from the Department of Administration and supporting documents concerning the use of a telecommunications services provider. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0059-034 
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 See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0160-034 
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 See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0062-034 
TITLE Vouchers - Journal 
DESCRIPTION All documents and backup information used to adjust financial account balances. 
RETENTION 006 fisc yrs 003 months 
COMMENTS Retain 006 yrs, 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0063-034 
TITLE Vouchers - Receipts 
DESCRIPTION All copies of documents and backups used to transfer funds received by agencies from individuals and organizations into their particular accounts. 
RETENTION 006 fisc yrs 003 months 
COMMENTS Retain 006 yrs, 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements per National Guard Regulation 5-1 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Deputy Director

SERIES ID 0105-034 
TITLE Disaster Emergency Proclamations Files 
DESCRIPTION Documents relating to the division's justification for disaster emergency proclamations requests submitted to the governor and/or the federal government. 
RETENTION 003 yrs from date of disaster 
COMMENTS Disaster declarations received by the State Archives from the governor's office. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0134-034 
TITLE Nuclear Preparedness Files 
DESCRIPTION Documents relating to plans prepared to coordinate responses to nuclear emergencies at the Wolf Creek Nuclear Power Plant and Cooper Nuclear Plant in Nebraska. 
RETENTION See Comments 
COMMENTS Retain 3 years, then transfer one copy of the plan to the State Archives, destroy remaining documents. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0152-034 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities and functions of the division. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0166-034 
TITLE Water Shortage Files 
DESCRIPTION Documents related to various plans established in the event of water related disasters such as drought or shortages which could affect the water supply. 
RETENTION See Comments 
COMMENTS Retain for 3 years after date of closeout letter if results in federal declaration, then destroy. Plans are duplicated from the Kansas Water Office. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Local Programs

SERIES ID 0125-034 
TITLE Kansas Siren Program Project Grant Files 
DESCRIPTION Applications made by the counties to the division to request grant funding for the purchase and installation of an early warning disaster system. Part of the federal disaster declaration files. 
RETENTION See Comments 
COMMENTS Retain 3 years from the date of closeout of Hazard Mitigation Grant Program (HMGP) project, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0128-034 
TITLE Local Emergency Management Program Grant Files 
DESCRIPTION Applications made by county agencies to the division for grant funds to be used to promote local emergency preparedness programs. 
RETENTION See Comments 
COMMENTS Retain 3 years from date of closeout letter, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Training

SERIES ID 0101-034 
TITLE County Emergency Preparedness Plan Files 
DESCRIPTION Variety of documents relating to county emergency preparedness plans submitted by local officials and reviewed by the division to ensure that plans comply with all state and federal regulations. 
RETENTION See Comments 
COMMENTS Retain current + 1 previous plan, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0118-034 
TITLE Federal Emergency Management Program Requirements Files 
DESCRIPTION Variety of documents relating to local efforts to meet eligibility requirements established by the federal government for federal emergency preparedness assistance funds. 
RETENTION Retain for 3 years from closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0119-034 
TITLE Federal Exercise Report Forms 
DESCRIPTION Reports submitted by local officials, and used by the Division of Emergency Preparedness to prepare reports to the Federal Emergency Management Agency (FEMA), that summarize the results of annual emergency plan tests performed to evaluate the effectiveness of the plans. 
RETENTION 3 yrs from closeout 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Fiscal Section

SERIES ID 0117-034 
TITLE Federal Emergency Management Agency (FEMA) Billing Reports 
DESCRIPTION Detailed reports submitted to FEMA listing division and local government personnel and administrative expenses as required for compliance with federal grant guidelines. 
RETENTION See comments 
COMMENTS Retain for 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0124-034 
TITLE Individual and Family Grant Files 
DESCRIPTION Correspondence, case status form, payment vouchers, etc. maintained on individuals and families receiving federal grant funds providing assistance after a natural disaster. 
RETENTION See Comments 
COMMENTS Retain 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(14)(30). 
APPROVED 2015-04-16  ; Revised 2015-04-21
K.A.R. NUMBER 53-2-185 

SERIES ID 0137-034 
TITLE Quarterly Financial Reports - Federal Emergency Management Agency (FEMA) Grants 
DESCRIPTION Financial status reports, federal cash transaction reports, and other reports submitted by the division to FEMA to comply with federal grant reporting requirements. 
RETENTION See comments 
COMMENTS Retain for 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Population Protection Planning

SERIES ID 0111-034 
TITLE Emergency Operations Plan - State, Counties, and Cities 
DESCRIPTION Statewide response plan prepared by division staff and by local and state officials with assistance from division staff to facilitate an effective statewide response to a natural or other disaster as required by KSA 48-926 and KSA 48-929(d). 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. Plans are available on the Division of Emergency Planning website and published through the State Printer. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Technological Hazards

SERIES ID 0093-034 
TITLE Cooper Nuclear Station Files 
DESCRIPTION Correspondence and related materials regarding cooperation between Kansas and the Nebraska Cooper Nuclear Power Plant pertaining to emergency preparedness plans. 
RETENTION See comments 
COMMENTS Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0122-034 
TITLE Hazardous Materials Incident/Accident Reports 
DESCRIPTION Reports submitted to the division by local officials regarding any hazardous materials incidents/accidents as required by Title III of the Superfund Amendments and Reauthorization Act. Series includes annual summary report. 
RETENTION 006 cldr yrs 
COMMENTS Retain all records for 6 calendar years, then destroy. Transfer one copy of annual report to the State Archives. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0131-034 
TITLE Monthly Motor Vehicle Record - Federal 
DESCRIPTION Monthly logs and related documentation regarding federal vehicle usage by the division staff traveling to county and city inspection sites throughout the state. 
RETENTION 003 fisc yrs from date of closeout letter 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0153-034 
TITLE Subject Files - Radiological 
DESCRIPTION Variety of documents relating to emergency planning and training procedures for radioactive hazards. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0154-034 
TITLE Subject Files - Superfund Amendments and Reauthorization Act (SARA) Title III 
DESCRIPTION Variety of documents relating the division's involvement with SARA Title III which is the federal act designed to protect public health and safety and the environment from chemical hazards. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0155-034 
TITLE Subject Files - Wolf Creek Generating Station 
DESCRIPTION Correspondence, audits, exercise reports, etc. relating to emergency preparedness planning and training at the Wolf Creek Generating Station. 
RETENTION See Comments 
COMMENTS Retain within established FEMA guidelines, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program

SERIES ID 0148-046 
TITLE Chemigation Permit Files 
DESCRIPTION Applications, correspondence, chemical use reports, copies of permits and other supporting documentation related to the permitting of wells or other water sources to be used for chemigation purposes. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed. Electronic file records of applications, use reports, and permits shall be retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. The electronic file records of correspondence and other supporting documents shall be destroyed after 5 years. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0151-046 
TITLE Inspections Files - Violations 
DESCRIPTION Documents relating to mandated inspections conducted by field agents of pesticide manufacturers, dealers, distributors, and users who have violated statutory or regulatory requirements. These records regard investigations in which no enforcement actions were filed. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0149-046 
TITLE Investigation Complaint - Enforcement Action 
DESCRIPTION Documents relating to investigations into possible pesticide use violations and any resulting action taken by the agency to ensure compliance with statutes and regulations. 
RETENTION 010 cldr yrs following closure of enforcement action 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0145-046 
TITLE Pesticide Management Area Plans 
DESCRIPTION Documents relating to the state's mechanism for managing pesticide use as mandated by federal law to ensure compliance with those federal standards. 
RETENTION See Comments 
COMMENTS Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section

SERIES ID 0662-264 
TITLE Whole Effluent Toxicity Tests 
DESCRIPTION Lab sheets, reports, and memos relating to tests performed on waste water discharge effluent samples to ensure compliance with the established permit conditions. 
RETENTION 015 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water

SERIES ID 0811-264 
TITLE 503 Sludge Reports 
DESCRIPTION Reports submitted by Municipal and Industrial Wastewater Treatment facilities including laboratory results covering the disposal of sludge waste. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16  ; Revised 2015-04-20
K.A.R. NUMBER 53-2-185 

SERIES ID 0812-264 
TITLE Hydrostatic Test Discharge General Permits 
DESCRIPTION Applications, Maps, Permits, Laboratory Data, Correspondence, etc. related to the Hydrostatic testing of new and existing underground pipeline and storage tanks and discharge of test water. 
RETENTION 010 cldr yrs from closure of project 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0813-264 
TITLE Industrial Stormwater Construction files 
DESCRIPTION Engineering Plans, permits, data, correspondence, etc. related to industrial stromwater construction permits. 
RETENTION 010 cldr yrs from closure of project 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0719-264 
TITLE Wastewater Effluent Monitoring Reports for Municipal, Commercial, Federal & Municipal Wastewater Treatment Facilities 
DESCRIPTION Reports prepared by the owner of the wastewater treatment facility monitoring the discharge levels and required parameters. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16  ; Revised 2015-06-12
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Geology Section

SERIES ID 0605-264 
TITLE Salt Solution Mining Files 
DESCRIPTION Inspection reports, applications, correspondence, etc. related to salt mining companies that produce salt by injecting water into the ground forcing the brine water to the surface. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0604-264 
TITLE Underground Hydrocarbon Storage files 
DESCRIPTION Base maps, annual reports, applications, permits, inspection reports, etc. related to the regulation and monitoring of companies storing liquid petroleum gas in underground storage wells. 
RETENTION 010 cldr yrs after facility closure 
COMMENTS Retain in office 10 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0602-264 
TITLE Underground Injection Control Correspondence files 
DESCRIPTION Permits, monthly monitoring reports, applications, correspondence, and mechanical integrity test files relating to underground injection disposal wells maintained to ensure compliance with standards. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(14), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0600-264 
TITLE Underground Injection Control Files - Well Logs 
DESCRIPTION Logs submitted by industries used to monitor underground injection waste disposal wells to ensure the activity and structural integrity of the wells are in compliance with standards. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Industrial Programs Section

SERIES ID 0599-264 
TITLE Industrial and Pretreatment Wastewater Facilities Files 
DESCRIPTION Industrial and Pretreatment Wastewater Facilities Files, including permits, engineering reports, correspondence, and related records. 
RETENTION 020 cldr yrs after facility is no longer active 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 22.7 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Municipal Programs Section

SERIES ID 0565-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Engineer Reports 
DESCRIPTION Engineer reports relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0563-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Plans/Drawings 
DESCRIPTION Plans and drawings relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0564-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Specifications 
DESCRIPTION Specifications relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0561-264 
TITLE Municipal and Commercial Wastewater Facilities Permit Files 
DESCRIPTION Correspondence, engineer reports, permits and other documents pertaining to the monitoring of municipal and commercial wastewater facilities to ensure adherence to state and federal regulations. Also known as 2.0 Files. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0567-264 
TITLE State Revolving Fund Loan Files - Wastewater 
DESCRIPTION Application, correspondence, and financial records relating to the administration of a program through which the state provides 20 year loans to cities to fund the construction of wastewater facilities.  
RETENTION 025 cldr yrs after loan effective date 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Public Water Supply Section

SERIES ID 0508-264 
TITLE Engineer Reports 
DESCRIPTION Narrative reports prepared by Bureau of Water field engineers relating to public water supply facilities' structural integrity, water quality, etc. used to monitor compliance with regulations. Also known as Orange Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0725-264 
TITLE Lead and Copper Compliance Files 
DESCRIPTION Correspondence and reports relating to lead and copper water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0724-264 
TITLE Phase II/V Compliance Files 
DESCRIPTION Correspondence and reports relating to IOC, SOC and VOC organic chemical water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0506-264 
TITLE Public Water Supply Files 
DESCRIPTION Correspondence, reports, fines/orders, public notices, and other documents pertaining to testing and monitoring public water supply facilities to ensure adherence to state and federal regulations. Applies to all documents pertaining to public water supply activities except those documents pertaining to the Kansas Public Water Supply Revolving Loan Program (KPWSLF) for drinking water. Also known as 1.0 Files or Green Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0726-264 
TITLE Public Water Supply Loan Fund Files 
DESCRIPTION Application, correspondence, & accounting records relating to a funding program sponsored by the Department of Health and Environment which loans money to cities for public water supply programs. 
RETENTION 002 fisc yrs post repayment 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0723-264 
TITLE Surface Water Treatment Compliance Files 
DESCRIPTION Correspondence and monthly reports submitted by surface water supply facilities used to monitor compliance with federal and state requirements on turbidity, disinfections and contact time levels. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0510-264 
TITLE Water Analysis Files 
DESCRIPTION Reports of results of pesticide, radiological, inorganic chemical, and organic chemical water analysis tests used to monitor compliance with public water supply contaminant regulations. Also known as 1.1 Files or Blue Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Transportation Planning
Geographic Information System Unit

SERIES ID 0157-276 
TITLE Cross Section Report 
DESCRIPTION A report including state highway system route segment identifiers with description of the geometry along segments including begin/end description by abstract or physically identifiable features (city limits/intersections), city/rural, lane class, mileage, shoulder type and width, additional lane features (type code and width), median (type code and width), last major grading project year, and historical pavement layer descriptions including year, Material code, thickness & width sequentially from the surface to major grading below the pavement. 
RETENTION Until Superseded 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0158-276 
TITLE Element Chain Report 
DESCRIPTION A report that describes the state highway system by listing highway sections by mileage and descriptive references to intersections, crossings, city limits, county lines, railroads, bridges, and other features that can be physically or abstractly identified along the route mileage, including "carrying" and "riding" routes, which describe where one segment of pavement is represented by multiple numbered highway routes, for example, where I-70 is carrying US-24 and US-40 riding routes.  
RETENTION Until Superseded 
COMMENTS At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives.  
DISPOSITION Archives 
RESTRICTIONS 23 USC 409 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0159-276 
TITLE Enhanced Priority Formula Pavement Remaining Life Report 
DESCRIPTION The pavement remaining life report is a part of the Enhanced Priority Formula solution that prioritizes highway projects using the best available data for the state highway system. The report shows historical pavement actions and estimates the remaining useful life of pavement for sections of highway described by County, route number, begin and end point descriptions, and mileage.  
RETENTION Until Superseded 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0160-276 
TITLE Enhanced Priority Formula Programmed Projects Report 
DESCRIPTION Enhanced Priority Formula Solution is a data driven process that takes many weighted data variables into an equation to produce a prioritization of projects for enhancing and preserving the state highway transportation system. Once these projects are identified and can be funded, they are programmed into a schedule.  
RETENTION Until Superseded 
COMMENTS At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives.  
DISPOSITION Archives 
RESTRICTIONS 23 USC 409 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0156-276 
TITLE Planning Roadway Geometry and Linear Referencing Systems Data 
DESCRIPTION A data system that processes, analyzes, and reports on traffic data, roadway information, and classifications including official state highway certified mileage. It is a comprehensive system performing roadway spatial and temporal data management, system planning, summarization, calculations, reporting, and database management. It analyzes a wide range of traffic data types including traffic volumes, roadway classifications, roadway facilities, speed limits, geometric configurations, and calculations for capacity, level of service, system planning and Highway Performance Monitoring System (HPMS) reporting.  
RETENTION 008 Calendar Years 
DISPOSITION Archives 
RESTRICTIONS 23 USC 409 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 331-000
Insurance Department
All Divisions

SERIES ID 0001-331 
TITLE Annual Statements - Domestic 
DESCRIPTION Detailed annual financial statements of Kansas insurance companies authorized to do business in the state. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 331-002
Insurance Department
Legal Division

SERIES ID 0021-331 
TITLE Disciplinary Files - Agents/Agencies/Companies 
DESCRIPTION Hearing transcripts, copies of orders and correspondence relating to disciplinary actions and investigations of insurance agents, agencies and companies suspected of violating state insurance laws. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(20)(25)(30) & KSA 40-3308 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 331-004
Insurance Department
Financial Surveillance Division

SERIES ID 0033-331 
TITLE Financial Examination Reports and Workpapers - Domestic 
DESCRIPTION Reports and work papers prepared by Kansas Insurance Department examiners describing the operation and financial condition of Kansas insurance companies and violations of insurance law discovered during the exam. 
RETENTION See comments 
COMMENTS Retain reports and work papers until superseded, then destroy work papers. Retain the 2 most recent reports in office, destroy remainder. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0029-331 
TITLE Financial Statement Reviews - Domestic 
DESCRIPTION Audit guides, work papers, and other documents relating to the department's financial review of Kansas insurance companies prepared in monitoring compliance with state statutes and regulations. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0035-331 
TITLE Holding Company Filings 
DESCRIPTION Detailed reports generally filed by domestic and selected foreign insurers describing their relationship with affiliated companies. 
RETENTION See comments 
COMMENTS Retain domestic filings 005 fiscal years, then destroy. Retain foreign filings in office until no longer useful, then destroy.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0036-331 
TITLE Mergers and Acquisitions Files 
DESCRIPTION Documents relating to the department's review of proposed insurance company mergers or acquisitions that involve a domestic company which were reviewed to determine compliance with state statutes. 
RETENTION 005 cldr yrs 
COMMENTS Purge file, then retain the remainder in office for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0070-331 
TITLE Risk-Based Capital Reports 
DESCRIPTION Report used to assess the minimum capitalization of an insurer given its overall business operations in consideration of its size and risk profile. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 482-001
Board of Nursing

SERIES ID 0003-482 
TITLE Advanced Practice Registered Nurse Application Files 
DESCRIPTION Applications and supporting documentation relating to the issuance of licenses to qualified advanced registered nurse practitioners who intend to practice in the state. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(9)(30) 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0021-482 
TITLE Investigative Files 
DESCRIPTION Documents relating to board investigations of possible violations by nursing professionals of the Nurse Practice Act and the Mental Health Technicians Licensure Act. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(3)(9)(10)(11)(14)(20)(25)(30) 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0028-482 
TITLE Licensed Mental Health Technician Application Files 
DESCRIPTION Applications and supporting documentation relating to the issuance of licenses to qualified licensed mental health technicians who intend to practice in the state. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(9)(30) 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0030-482 
TITLE Licensed Practical Nurse Application Files 
DESCRIPTION Applications and supporting documentation relating to the issuance of licenses to qualified licensed practical nurses who intend to practice in the state. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(9)(30) 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0001-482 
TITLE Nursing Program Files 
DESCRIPTION Documents relating to the approval process for professional nursing programs offered by Kansas colleges and universities conducted to ensure that standards are met as required by KSA 65-119. 
RETENTION See Comments 
COMMENTS Image and retain through one approval cycle, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0038-482 
TITLE Nursing School Files - Closed 
DESCRIPTION Documents containing information on colleges and universities no longer offering nursing programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0040-482 
TITLE Registered Nurse Anesthetist Application Files 
DESCRIPTION Applications and supporting documentation relating to the issuance of licenses to qualified registered nurse anesthetists who intend to practice in the state. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(9)(30) 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0042-482 
TITLE Registered Nurse Application Files 
DESCRIPTION Applications and supporting documentation relating to the issuance of licenses to qualified registered nurses who intend to practice in the state. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(9)(30) 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0046-482 
TITLE Subject Files - Administration 
DESCRIPTION Wide variety of documents relating to the administration of the various programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 549-001
Real Estate Commission

SERIES ID 0007-549 
TITLE Action Files 
DESCRIPTION Documents relating to licensure, audits, and complaints; subsequent investigations; and any disciplinary action taken by the Real Estate Commission against a real estate agent. 
RETENTION 010 fisc yrs after case closed 
DISPOSITION Destroy 
RESTRICTIONS Portions restricted per K.S.A. 45-221(a)(14)(20)(25)(30) 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0001-549 
TITLE Approved Credit for Courses 
DESCRIPTION Documents relating to which courses are approved for continuing education. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0008-549 
TITLE Audit Files - No Action 
DESCRIPTION Contracts, check bank balance report, form cover sheets, etc. relating to annual examinations completed by Commission examiners on each real estate firm required by statute. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions restricted per K.S.A. 45-221(a)(20)(30). 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0005-549 
TITLE Continuing Education Certificates 
DESCRIPTION Certificates filed by real estate licensees to verify satisfactory completion of continuing education courses required for license renewal. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0009-549 
TITLE License Application Files 
DESCRIPTION Documents relating to applicants applying for a real estate license. 
RETENTION See Comments 
COMMENTS Retain files 10 years after licensee fails to renew or is deceased, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6)(9)(14)(30) 
APPROVED 2015-04-16  ; Revised 2015-04-20
K.A.R. NUMBER 53-2-185 

SERIES ID 0011-549 
TITLE Recovery Fund Files 
DESCRIPTION Claims made by the Real Estate Commission to seek compensation from the Real Estate Recovery Revolving Fund. 
RETENTION See comments 
COMMENTS Retain 3 fiscal years after file is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

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