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Kansas Records Retention Schedules

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Search Type: State Records
Agency Name: Emporia State University

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Agency Number: 379-001
Emporia State University
Academic Affairs
Vice President's Office

SERIES ID 0001-379 
TITLE Correspondence - Policy Related 
DESCRIPTION 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 agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0002-379 
TITLE Correspondence - Routine 
DESCRIPTION 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. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0003-379 
TITLE Employment Applications - Not Hired 
DESCRIPTION Applications for faculty or administrative positions for which the search is handled by the Vice President's office. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0004-379 
TITLE Minutes 
DESCRIPTION Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0005-379 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of university policy and procedures for faculty issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0006-379 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0007-379 
TITLE Programs and Invitations 
DESCRIPTION Documents related to official functions hosted, organized, or supervised by the Vice President's Office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0008-379 
TITLE Schedules - Office Activities 
DESCRIPTION Calendars for Vice President's appointments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Admissions

SERIES ID 0009-379 
TITLE Admission Test Scores 
DESCRIPTION Standardized test scores for students who have applied for admission to the university. 
RETENTION See Comments 
COMMENTS Retain permanently if student enrolls at the university. Destroy one year after application term if student does not enroll. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-211(a)(1) & (9) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Business Office
Student Loan Accounting

SERIES ID 0010-379 
TITLE Perkins Student Loan Records 
DESCRIPTION Correspondence, payment coupons and related documents concerning students with Perkins student loans and maintained for accountability. 
RETENTION See Comments 
COMMENTS Retain in office 5 years after final payment, then destroy. Retention complies with federal regulations. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) & (17) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Career Development and Placement

SERIES ID 0011-379 
TITLE Credentials Files 
DESCRIPTION Records relating to employment qualifications of alumni and students, used for job searches, references, etc. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Disabled Student Services
Center for Personal Growth

SERIES ID 0012-379 
TITLE Counseling and Psychological Records 
DESCRIPTION Counseling notes, psychological reports, and related records concerning disabled students. 
RETENTION See Comments 
COMMENTS Retain in office 2 calendar years after last date at ESU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) & (3) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0013-379 
TITLE Educational Records 
DESCRIPTION Test scores, transcripts, and other records relating to students' academic performance and requirements. 
RETENTION See Comments 
COMMENTS Retain in office 2 calendar years after last date at ESU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) & (9) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0014-379 
TITLE Medical Records 
DESCRIPTION Documents relating to students' medical needs and conditions. 
RETENTION See Comments 
COMMENTS Retain in office 2 calendar years after last date at ESU, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA45-221(a)(1) & (3) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Division of Student Affairs
International Education

SERIES ID 0015-379 
TITLE Admissions Credentials - Enrolled Students 
DESCRIPTION Applications, transcripts, letters of recommendation, financial aid, English scores, immigration documents, autobiographical statements, etc. required for admission. These files for current students. 
RETENTION See Comments 
COMMENTS Retain in office until student graduates or is no longer in attendance, then transfer autobiographical statements to Autobiographical Statements Series, and transfer remainder of file to Admissions Credentials - Past Students Series. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1), (6) & (9) 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0017-379 
TITLE Admissions Credentials - Past Students 
DESCRIPTION Applications, transcripts, letters of recommendation, financial aid, English scores, immigration documents, etc. required for admissions, for students no longer enrolled. 
RETENTION 005 cldr yrs 
COMMENTS Retain permanently in office or transfer to university archives after 5 calendar years from date of last attendance. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1), (6) & (9) 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0018-379 
TITLE Autobiographical Statements 
DESCRIPTION Statements provided by students as part of the admission process which describes their personal and academic background, qualifications, and goals. 
RETENTION See Comments 
COMMENTS Contact university archives for appraisal - if not accepted for transfer to the archives then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA45-211(a)(1) 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0019-379 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0020-379 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0021-379 
TITLE Schedules - Office Activities 
DESCRIPTION Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0022-379 
TITLE Technical Reference Files 
DESCRIPTION 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. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0023-379 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

Agency Number: 379-001
Emporia State University
Division of Student Affairs
Veterans Educational Services

SERIES ID 0024-379 
TITLE Veterans Files 
DESCRIPTION Enrollment certifications, DD-214 forms status, birth certificates, marriage certificates, divorce decrees, etc. necessary for veterans to receive benefits. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Financial Aid

SERIES ID 0043-379 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by the Legislative Division of post-audit and other state and/or federal auditing agencies. This series includes the FISAP report. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 5 fiscal years then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0044-379 
TITLE Correspondence - Routine 
DESCRIPTION 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. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0045-379 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0046-379 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0047-379 
TITLE Postal Records 
DESCRIPTION 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. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0048-379 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0049-379 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0050-379 
TITLE Student Application Materials 
DESCRIPTION Comprehensive Financial Aid Report, Student Aid Reports, income tax returns, student contracts, correspondence, and other various documents needed to file for Title IV Aid Programs. 
RETENTION See Comments 
COMMENTS Retain for 5 calendar years following the most recent audit, then destroy. Policy in Federal Register must be followed for Title IV Programs. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6); KSA 45-221(a)(17) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0051-379 
TITLE Telephone Accounting System Reports 
DESCRIPTION Computer generated reports listing all telephone calls made or received by individual extensions within the agency. 
RETENTION 003 fisc yrs 
COMMENTS Information may be in either paper or digital format. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0052-379 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0053-379 
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 003 fisc yrs 
COMMENTS See also Vouchers - Travel and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0054-379 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Graduate Office

SERIES ID 0055-379 
TITLE Graduate Degree Recipient Files 
DESCRIPTION Applications, transcripts, test scores, degree programs, eligibility and candidacy materials, and correspondence relating to student progress through graduate degree and post-baccalaureate work. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after graduation, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1), (6), (9) & (17) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0057-379 
TITLE Inactive Applicants Files 
DESCRIPTION Applications, transcripts, test scores, eligibility materials, and correspondence relating to application for admission to the graduate program. 
RETENTION See Comments 
COMMENTS Retain 2 calendar years after application is received, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1), (6), (9) & (17) 
APPROVED  
K.A.R. NUMBER  

SERIES ID 0058-379 
TITLE Non-degree Student Files 
DESCRIPTION Applications, transcripts, test scores, eligibility materials, and correspondence relating to students attending courses who are not seeking a degree. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after last enrollment, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1), (6), (9), & (17) 
APPROVED  
K.A.R. NUMBER  

Agency Number: 379-001
Emporia State University
Human Resources/Affirmative Action

SERIES ID 0059-379 
TITLE Annual Reports 
DESCRIPTION Reports analyzing the university work force in relation to the number of positions, availability, goals and time tables, prepared in accordance with the State Affirmative Action Plan. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office for 3 fiscal years, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0060-379 
TITLE Biannual Reports to Federal EEOC 
DESCRIPTION Statistical reports compiled on occupational activities of the Higher Education staff. 
RETENTION 003 cldr yrs 
COMMENTS See EEOC Directive 3046-009 - instruction booklet used for completing EEO-6 biannual report. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0061-379 
TITLE Recruitment Files 
DESCRIPTION Variety of documents relating to the recruitment process for hiring employees to fill vacant positions. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0062-379 
TITLE Tuition Assistance Dispersals 
DESCRIPTION Applications filed for tuition assistance and approval or denial of request. 
RETENTION 004 acad yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA45-221(a)(17) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0063-379 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Lifelong Learning

SERIES ID 0064-379 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0065-379 
TITLE Director's Files 
DESCRIPTION Records relating to strategic planning and overall direction of the office. 
RETENTION 10 cldr yrs 
COMMENTS Retain in office or storage 10 calendar years, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0066-379 
TITLE Off-Campus Approval Forms 
DESCRIPTION Requests for conducting classes outside of ESU's geographic jurisdiction, with permission granted from universities of the jurisdiction in question and the Board of Regents. 
RETENTION 005 fisc yrs 
COMMENTS Retain hard copy in office for 5 fiscal years, then destroy. Maintained electronically for convenience of reference. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0067-379 
TITLE Student Enrollment Files 
DESCRIPTION Enrollment forms, student status changes, and related documents concerning an individual student's enrollment in a course. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0068-379 
TITLE Student Personnel Records 
DESCRIPTION Copies of contracts relating to student assistants employed in the office and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until contract is no longer valid, then destroy. Originals maintained in Human Resources. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1), (4) & (6) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0069-379 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS none 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0070-379 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Mail Room

SERIES ID 0071-379 
TITLE Department Mailbox List 
DESCRIPTION List of all departments on campus and box numbers. 
RETENTION See Comments 
COMMENTS Retain until updated or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0072-379 
TITLE Postal Records 
DESCRIPTION Billing and payments for postage, ledger, vouchers, requisitions, correspondence, business reply, bulk mailing and postage reports. Also U.S. documents for postal sub-station. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Physical Plant
Administration

SERIES ID 0086-379 
TITLE Correspondence - Policy Related 
DESCRIPTION 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 agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0087-379 
TITLE Correspondence - Routine 
DESCRIPTION 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. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0088-379 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign/in-out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0088-379 
TITLE Ledgers - General 
DESCRIPTION General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 3 fiscal years, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Physical Plant
All Shops

SERIES ID 0090-379 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and other maintenance to the physical plant of agency - does not include Work Orders and Logs (q.v.) 
RETENTION See Comments 
COMMENTS Retain a minimum of 3 years or until warranties are expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0091-379 
TITLE Equipment Maintenance and Ownership Records 
DESCRIPTION Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc. 
RETENTION 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. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0092-379 
TITLE Equipment Operation Records 
DESCRIPTION Documents related to the use of agency equipment (e.g.. Photocopy logs, check-out forms, use request forms, etc.) including photocopiers, typewriters, computers, calculators, adding machines, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Equipment Ownership and Maintenance Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0093-379 
TITLE Leave Requests 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0094-379 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of physical plant policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0095-379 
TITLE Procedures Manuals 
DESCRIPTION Original copies of physical plant procedures issued in collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to university archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID  
TITLE Property Disposition Records - Non-Expendable 
DESCRIPTION Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0097-379 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0098-379 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0099-379 
TITLE Vehicle Maintenance and Ownership Records 
DESCRIPTION Documents related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc. 
RETENTION See Comments 
COMMENTS Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0100-379 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0101-379 
TITLE Work Orders and Logs 
DESCRIPTION Internal documents used to request and record requests for the performance of maintenance or other services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Physical Plant
Architectural Services

SERIES ID 0102-379 
TITLE Architectural Plans, Drawings, Maps and Specifications 
DESCRIPTION Blueprints, plans, and related materials concerning the structure, renovation, or other architectural and related aspects of a building. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS Portions per KSA 45-221(a)(12) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0103-379 
TITLE Capital Improvement Projects Files 
DESCRIPTION Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to university archives for purging. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0104-379 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0105-379 
TITLE Deeds for Real Estate 
DESCRIPTION Legal documents pertaining to ownership of real property by state agencies. 
RETENTION See Comments 
COMMENTS Retain permanently in office or transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Physical Plant
Carpenter and Paintshops

SERIES ID 0106-379 
TITLE Activity Report Records 
DESCRIPTION Internal documents used to compile statistics on agency activities: traffic reports, activity logs, etc. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Physical Plant
Key Shop

SERIES ID 0107-379 
TITLE Activity Key Records 
DESCRIPTION Records maintained on all keys checked out to individuals and the key inventory for entire campus. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful (until keys and/or their locks would no longer be operable), then destroy. Destroy individual key records when key is returned from individual. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0108-379 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Physical Plant
Storeroom

SERIES ID 0109-379 
TITLE Activity Report Records 
DESCRIPTION Internal documents used to compile statistics on agency activities: traffic reports, activity logs, etc. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0110-379 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Police and Safety/Parking

SERIES ID 0111-379 
TITLE Accounts Receivable Records 
DESCRIPTION Violations, fines, receipts, permit receipts, and paylot claim checks. 
RETENTION 003 fisc yrs 
COMMENTS See also Accounts Receivable Ledger, Deposit Slips, Daily Worksheet Recaps. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0112-379 
TITLE Banking Records 
DESCRIPTION Deposit slips from monies received in fines, permits and paylots. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0113-379 
TITLE Correspondence - Policy Related 
DESCRIPTION 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 agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0114-379 
TITLE Correspondence - Routine 
DESCRIPTION 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. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0115-379 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years, then transfer original or abstract to university archives for 62 cldr yrs, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0116-379 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0117-379 
TITLE Employment Applications - Not Hired 
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0119-379 
TITLE Leave Requests 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0120-379 
TITLE Ledgers - General 
DESCRIPTION General records maintained of financial receipts and expenditures normally used to monitor, manage and verify budget. 
RETENTION 003 fisc yrs 
COMMENTS This series includes only internal documents. Retain in office 3 fiscal years then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0121-379 
TITLE Minutes 
DESCRIPTION Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0122-379 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID  
TITLE Property Dispostion Records - Non-Expendable 
DESCRIPTION Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-122 

SERIES ID 0124-379 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0125-379 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0126-379 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0127-379 
TITLE Schedules - Office Activities 
DESCRIPTION Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0118-379 
TITLE Supply Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to order expendable supplies from central supply rooms. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0128-379 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0129-379 
TITLE Vendor Files 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0130-379 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0131-379 
TITLE Work Orders and Logs 
DESCRIPTION Internal documents used to request and record requests for the performance of maintenance or other services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Printing Services

SERIES ID 0132-379 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledge books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0133-379 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 
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