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Kansas Records Retention Schedules

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Agency Code: 000-005 (State General Retention and Disposition Schedule. Personnel)

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Agency Number: 000-005
State General Retention and Disposition Schedule
Personnel

SERIES ID 0006-000 
TITLE Applications for Examination 
DESCRIPTION Standardized form developed by the Department of Administration-Division of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0035-000 
TITLE Employee Notary Files 
DESCRIPTION Notary certification documents compiled on employees. 
RETENTION See comments 
COMMENTS Proof of certification is part of the Employee Personnel File. These files are convenience copy. Retain information until superceded, or 3 calendar years, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0036-000 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents to create abstracted work history (appointment data and change of status information), a summary log of background checks and pertinent data, and transfer to the records center for 62 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(4)(6) 
APPROVED 2009-04-09 
K.A.R. NUMBER 53-2-159 

SERIES ID 0037-000 
TITLE Employee Personnel Files--Convenience Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(4) 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0038-000 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0039-000 
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 See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0040-000 
TITLE Employee Training Course Materials 
DESCRIPTION Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs. 
RETENTION See Comments 
COMMENTS Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0041-000 
TITLE Employee Training Records 
DESCRIPTION Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0042-000 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later). 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 79-3234 & 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0043-000 
TITLE Employment Applications - Not Hired 
DESCRIPTION DA forms 203, applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(6) 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0044-000 
TITLE Employment Eligibility Verification Form 
DESCRIPTION Immigration and Naturalization Service (INS) form 9 completed by employee verifying eligibilty to work in the United States. 
RETENTION See Comments 
COMMENTS Retain for length of employee tenure plus 3 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0045-000 
TITLE Equal Employment Opportunity Grievance Files 
DESCRIPTION Documents related to discrimination charges concerning employment made against an agency and subsequent investigations. 
RETENTION See Comments 
COMMENTS Retain 5 years after grievance is settled, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(4)(11) 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0046-000 
TITLE Equal Employment Opportunity Plans 
DESCRIPTION Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0133-000 
TITLE Exit Interviews 
DESCRIPTION Records and materials related to discussions with employees leaving employment with an agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

SERIES ID 0054-000 
TITLE Income Tax Monitoring Files 
DESCRIPTION Work papers, logs, reconciliations and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments. 
RETENTION See Comments 
COMMENTS Retain 4 calendar years after date tax was due or paid then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0067-000 
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 K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0096-000 
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 K.S.A. 45-221(a)(4) 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

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