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Kansas Records Retention Schedules

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KAR Number: 53-2-186

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Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations

SERIES ID 0317-046 
TITLE Regulated Entities Audit Reports 
DESCRIPTION Audit reports, supporting documentation, and correspondence, including final audit reports, working documents, fee and penalty calculations, accounting practices, and business records relating to audits of regulated entities. 
RETENTION 010 fisc yrs 
COMMENTS Records related to any audit leading to an evidentiary hearing will be retained in the Legal Division under 0311-046, Appeal Files. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(1), (2), (11), (20), (25), (30), (31); K.S.A. 45-221(b). 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

Agency Number: 046-004
Department of Agriculture
Grain Warehouse Program

SERIES ID 0094-046 
TITLE Felonious or Adverse Nature Grain Elevator Files 
DESCRIPTION Documents relating to the grain elevator companies that have been in violation of statutes or regulations. 
RETENTION 010 cldr yrs 
COMMENTS Retain for 010 calendar years in hardcopy or digital format, then offer to State Archives. If not accepted by archives, destroy. 
DISPOSITION See comments 
RESTRICTIONS KSA 34-251 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

Agency Number: 264-001
Department of Health and Environment
Administration
Legal Services

SERIES ID 0177-264 
TITLE Case Files 
DESCRIPTION Documents relating to case files including: correspondence, pleadings, transcripts, pictures, attorney work papers, complaints, etc. 
RETENTION 007 cldr years post closure 
COMMENTS Transfer significant cases as determined by the agency in consultation with the state archives staff to the archives. Destroy all others.  
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(10)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426. 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0180-264 
TITLE Desk Reference Files 
DESCRIPTION Convenience aggregations of legal reference materials. 
RETENTION Retain until no longer useful, or superseded 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0176-264 
TITLE General Bureau Information Files 
DESCRIPTION Variety of documents dealing with information about specific bureaus in the department including: memoranda, letters, etc. 
RETENTION Until superseded or no longer useful 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

Agency Number: 264-001
Department of Health and Environment
Administration
Secretary's Office

SERIES ID 0188-264 
TITLE Health and Environment Case Files 
DESCRIPTION Reference copies of documents of case files. Contents include: information concerning cases, letters, attorney's notes, correspondence, etc. 
RETENTION Until Case is Closed 
COMMENTS Original Documents are held under 0177-264 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(10)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426. 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

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

SERIES ID 0446-264 
TITLE Asbestos Files 
DESCRIPTION Documents used to verify and justify actions concerning initial and annual renewal licensing of businesses, as well as public agencies, to engage in asbestos abatement work. Includes permits and correspondence, notification forms and project inspection documents. 
RETENTION 003 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0448-264 
TITLE Asbestos Program Files 
DESCRIPTION Policy and procedure documents regarding administration of asbestos program includes: respiratory protection, training, certification, inspection, etc. 
RETENTION 003 Calendar Years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0449-264 
TITLE Asbestos Worker Certification Files 
DESCRIPTION Documents used to verify and justify actions concerning initial and annual renewal of certification of persons as either asbestos abatement workers or supervisors. 
RETENTION 003 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(3) 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0413-264 
TITLE Facility Files 
DESCRIPTION Variety of documents relating to facilities including: permits, inspection reports, investigations, reports to federal agencies and working files. 
RETENTION 003 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0423-264 
TITLE Municipal Air Quality Files 
DESCRIPTION Records related to general and specific air quality issues in individual Kansas cities and/or counties includes: correspondence, publications, applications, reports, inspections, and monitoring, and related documents. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0430-264 
TITLE Open Burning Permit Files 
DESCRIPTION Documents related to requests for permits to perform open burnings, to the review of those requests, and to the enforcement of associated laws and regulations. 
RETENTION 003 cldr yrs 
COMMENTS Transfer significant files as determined by the agency staff in collaboration with state archives staff. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

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

SERIES ID 0615-264 
TITLE Data Requests 
DESCRIPTION Correspondence, memos, reports, etc.. related to requests for water quality information stored on the EPA STORET computer system. 
RETENTION 020 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

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

SERIES ID 0454-264 
TITLE Environmental Site File 
DESCRIPTION Records related to the investigation and remediation of environmentally contaminated sites, including investigations reports, background research, environmental and other agreements, and supporting documentation including: maps, superfund material, monitoring records, and analytic data. 
RETENTION 030 Calendar Years after site closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0456-264 
TITLE Leaking Tank Files 
DESCRIPTION Records related to the investigation and remediation of environmental contaminated tank sites. These may include: investigation reports, background research, environmental and other agreements, and supporting documentation.  
RETENTION 030 Calendar years after closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

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

SERIES ID 0577-264 
TITLE Hazardous Waste Generator Files 
DESCRIPTION Correspondence, generator and inspection reports, and other documents relating to efforts to monitor generators of hazardous waste (ex: refinery) to ensure compliance with federal and state statutes and regulations. 
RETENTION 010 cldr yrs 
COMMENTS Purge materials other than reports. Transfer reports to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0580-264 
TITLE Hazardous Waste Resource Conservation and Recovery Act (RCRA) Groundwater Files 
DESCRIPTION Documents relating to monitoring of hazardous waste facility groundwater during operations and for 30 yrs after closure as required by RCRA Title C: Sampling and analysis plan, reports, etc. 
RETENTION 030 Calendar Years after closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0579-264 
TITLE Hazardous Waste Statistical Data 
DESCRIPTION Data submitted annually by facilities generating, treating, storing, and/or disposing of hazardous waste that summarize the quantity, chemical composition, type, and methods of managing the waste. 
RETENTION 007 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0596-264 
TITLE Mausoleum Creation Permits 
DESCRIPTION Permit applications, permits, correspondence, and other documents relating to the issuance of permits for the construction of mausoleums or vaults to ensure that the structure will be sound and maintain the sanitation of surrounding environment. 
RETENTION 010 cldr yrs 
COMMENTS Purge files of transactional material. Transfer remaining file to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0584-264 
TITLE Solid Waste Facility Permits 
DESCRIPTION Permit applications, correspondence, inspection reports, and other documents relating to efforts to monitor solid waste activities to ensure compliance with state statutes (65-3407 and 65-3410) and regulations. 
RETENTION 030 Calendar Years after closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0581-264 
TITLE Solid Waste Resource Conservation and Recovery Act (RCRA) Groundwater Files 
DESCRIPTION Documents relating to monitoring of solid waste facility groundwater during operations and after closure as required by RCRA Title D: Sampling and analysis plan, reports, and related records. 
RETENTION 030 Calendar Years after closure 
COMMENTS
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0578-264 
TITLE Treatment, Storage, and Disposal Facility Files  
DESCRIPTION Permits, correspondence, and other documents relating to the monitoring of facilities involved in hazardous waste treatment, storage, and disposal. 
RETENTION 005 Calendar years after notification of closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0585-264 
TITLE Waste Tire Files 
DESCRIPTION Permits, correspondence, reports, and other documents relating to the monitoring of waste tire processing and collection facilities to ensure compliance with tire disposal and reclamation regulations. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

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

SERIES ID 0691-264 
TITLE Bio-Screening Program Records 
DESCRIPTION Documents regarding the screening, analysis, and impact assessment of municipal and industrial waste water on aquatic life: correspondence, reports, notes, and related records. 
RETENTION 020 Calendar Years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0650-264 
TITLE Data Analysis Records 
DESCRIPTION Documents that represent efforts to analyze, interpret, and give greater meaning to Kansas Biological System data to facilitate preparation of program development reports. 
RETENTION Published in final report 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0651-264 
TITLE Fish Consumption Advisory Files 
DESCRIPTION Documents relating to fish filet samples taken to assess the human health risks of eating fish from certain sites in Kansas and to the issuance of fish consumption advisories when necessary. 
RETENTION 020 cldr yrs 
COMMENTS Contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0477-264 
TITLE Fish Tissue Advisory Files 
DESCRIPTION Records related to development of health advisory notices for issuance to the public concerning the consumption of fish: correspondence, press releases, maps, data sheets, reports, and related records. 
RETENTION 020 cldr yrs 
COMMENTS Contact the State Archives for appraisal - if not accepted, then destory. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0479-264 
TITLE Geographic Information Database System 
DESCRIPTION Computerized mapping system used to provide geographic information for water quality assessment operations. 
RETENTION 010 cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0700-264 
TITLE Intensive Water Quality Survey Records 
DESCRIPTION Documents related to intensive surveys of specific water sources not normally monitored on a regular basis: correspondence, interim reports, field data sheets, notes, final reports, and related records. 
RETENTION 020 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0622-264 
TITLE Kansas Water Quality Assessment Report (305(b) Report) Files 
DESCRIPTION Report submitted to the U.S. Environmental Protection Agency every two years summarizing water quality in Kansas and the state's efforts to monitor and regulate water quality. Includes data and other supporting information used in preparing the report. 
RETENTION 020 Calendar Years 
COMMENTS Send final report to archives, all other material may be destroyed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0484-264 
TITLE Lake Water Quality Data Files 
DESCRIPTION Records regarding water quality for various lakes in Kansas: correspondence, data sheets, reports, publications, notes, maps, and related records 
RETENTION 020 cldr yrs 
COMMENTS Much of this information is also found in the EPA's STORET system. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0711-264 
TITLE Pesticide Records- Interagency with Department of Agriculture 
DESCRIPTION Documents concerning inter-action between the section and the Board of Agriculture in regards to pesticides and water quality: correspondence, notes, proposed memoranda of agreement, and related records. 
RETENTION 020 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0493-264 
TITLE Reports - Lake Water Quality 
DESCRIPTION Summary reports regarding lake water quality compiled from water sampling and laboratory analyses. 
RETENTION 020 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0655-264 
TITLE Stream Biological Monitoring Files 
DESCRIPTION Field collection, sample identification, and habitat development forms relating to water samples collected at network sites visited annually to monitor compliance with water quality standards. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0499-264 
TITLE Stream Flow Rating Curve Charts 
DESCRIPTION Charts supplied by the Kansas Geologic Survey which plot the flow of streams by "gauge height" and "discharge." 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0501-264 
TITLE Surface Water Quality Standards Records 
DESCRIPTION Documents concerning the development and modification of water quality standards for the state: correspondence, reports, drafts, notes, hearing rosters, agendas, minutes, and reference materials. 
RETENTION 025 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0603-264 
TITLE Water Well Reports 
DESCRIPTION Reports submitted by applicants for all wells constructed, which is required to ensure compliance with health and safety regulations. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Destroy 
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 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0628-264 
TITLE Watershed Land Use Delineation Maps 
DESCRIPTION Annotated USGS topographical maps containing color coded land use data on watersheds which are part of the monitoring network. 
RETENTION 020 Cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories

SERIES ID 0403-264 
TITLE Clinical Laboratory Records 
DESCRIPTION Laboratory logs of results of laboratory tests and laboratory activity includes: quality control of media, specimen logsheets with laboratory numbers and patient names, etc. Does NOT apply to neo-natal. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0404-264 
TITLE Environmental Laboratory Certification Records 
DESCRIPTION Applications and annual renewal certificates, etc. relating to all laboratories certified in the Environmental Division certification program. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0573-264 
TITLE Environmental Laboratory Records 
DESCRIPTION Results of laboratory tests conducted on a variety of environmental samples which are used for monitoring public water supplies and ambient water quality to ensure compliance with standards. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0570-264 
TITLE Neonatal Screening/Environmental Toxicology Laboratory records 
DESCRIPTION Submission forms and reports of analysis, including any amended reports, regarding newborn screening performed by the KDHE laboratory on individually identifiable newborns.  
RETENTION 021 cldr years 
COMMENTS
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

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