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Kansas Records Retention Schedules

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Agency Code: 000-006 (State General Retention and Disposition Schedule. Purchasing/Procurement)

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Agency Number: 000-006
State General Retention and Disposition Schedule
Purchasing/Procurement

SERIES ID 0014-000 
TITLE Bid Records 
DESCRIPTION Documents related to requests for proposals, bids, quotations, or estimates. 
RETENTION 005 fisc yrs 
COMMENTS See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0026-000 
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. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers - Purchase. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0093-000 
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 
COMMENTS See Vouchers - Purchase, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files. NOTE: Retain for 5 fiscal years if record is subject to KSA 75-3740(e). 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0109-000 
TITLE Supply Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to order expendable supplies for central supply rooms. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0121-000 
TITLE Vendor Files 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. NOTE: Retain for 5 fiscal years if record is subject to KSA 75-3740(e). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

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