Jump to Navigation

Kansas Records Retention Schedules

Results of Query:

Agency Code: 000 (All General Schedules)
Search Type: State Records

Page 1 of 1 showing 136 records of 136 total, starting on record 1



Agency Number: 000-001
State General Retention and Disposition Schedule
Administrative

SERIES ID 0228-000 
TITLE Administrative rules and regulations files 
DESCRIPTION Records related to the process of proposing administrative rules and regulations (KARs) for adoption. May include drafts and final copies of proposed, revised, and/or revoked regulations, correspondence, legislation and bills affecting creation of regulations, meeting minutes and sign-in sheets from public hearings, notices of meetings, tape recordings, and other related records. 
RETENTION See comments 
COMMENTS Maintain records in office for 3 years per KSA 77-421(c), or until regulation is revoked, whichever is longer. Transfer meeting minutes, drafts and final copies of regulations, and correspondence to the State Archives, destroy other documents. This retention and disposition schedule does not affect the Secretary of State's, Attorney General's, or Department of Administration's records created through their statutory review and filing responsibilities. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0004-000 
TITLE Agency Director's Files 
DESCRIPTION Correspondence, reports, budgets, etc. relating to the administration and operation of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted. 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0005-000 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0008-000 
TITLE Attorney General Opinions 
DESCRIPTION Opinions, letters of advice, copies of legislative bills, correspondence, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0009-000 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by Legislative Division of Post-Audit and other state and/or federal auditing agencies. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0015-000 
TITLE Board Packets 
DESCRIPTION Agenda, minutes, background information, etc. relating to meetings of a board or commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0016-000 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0017-000 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 through 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
COMMENTS State Archives considers copies transferred through the Division of Budget to be the official record copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0022-000 
TITLE Committee Files 
DESCRIPTION Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0027-000 
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 the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0028-000 
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 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0029-000 
TITLE Customer Surveys Forms 
DESCRIPTION Surveys compiled on customer satisfaction with the quality of service provided. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0131-000 
TITLE Governor's Proclamations 
DESCRIPTION Copies of proclamations issued by the Governor's Office related to various agency activities and functions. 
RETENTION 005 cldr yrs 
COMMENTS Governor's Office maintains the original copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0238-000 
TITLE Grant Files - Grants Applied for by State Agencies 
DESCRIPTION Applications, supporting documentation, correspondence, and other records relating to federal, state, and private grants applied for by a Kansas state agency. Includes both funded and unfunded/unaccepted grant application records. 
RETENTION See comments 
COMMENTS Retain 005 fiscal years after the end of the grant period, then transfer initial grant application and any annual and final reports to the State Archives; destroy the remaining documents. Destroy unsuccessful grant applications 005 fiscal years after notification application was not accepted. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0239-000 
TITLE Grant files - Grants Administered by State Agencies 
DESCRIPTION Records regarding the administration of grants awarded by a Kansas state agency to other state agencies and/or local entities. May include applications, correspondence, financial documentation, reports, and other related materials from managing individual grants. Also includes records related to the overall grant program administration, which may include but is not limited to drafts of materials, dissemination information, reference information, grant program rules and guidelines, and summary reports of program outcomes. 
RETENTION See comments 
COMMENTS Retain individual grant files until final reports are received and audits, if necessary, performed + 1 year, then destroy. Retain unfunded grant applications for 1 year after decisions made and appeals, if any, completed, then destroy. Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0052-000 
TITLE Hearing and Meeting Transcripts and Electronic Media Recordings 
DESCRIPTION Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted by the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0057-000 
TITLE Inter-Agency Work Orders 
DESCRIPTION Forms used to request and record the performance of services from another state agency. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0058-000 
TITLE Internal Memos - Policy Related 
DESCRIPTION Internal memos, e-mail, and other correspondence 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 the archives for purging. Print out all electronic versions as issued and transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0059-000 
TITLE Internal Memos - Routine 
DESCRIPTION Internal memos, e-mail, or other correspondence which pertain to routine matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0062-000 
TITLE Kansas Public Disclosure Commission Statements of Substantial Interest 
DESCRIPTION Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0063-000 
TITLE Kansas Quality Management (KQM) Files 
DESCRIPTION Variety of documents relating to the planning, implementation, and documentation of KQM for the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0064-000 
TITLE Kansas Register Submissions 
DESCRIPTION Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices or other documents required by law to be submitted to the Kansas Register for publication. 
RETENTION See Comments 
COMMENTS Retain 1 year after publication, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0132-000 
TITLE Legal and Public Notices 
DESCRIPTION Announcements published in the Kansas Register and the official newspapers to notify the general public of legal matters. 
RETENTION 005 cldr yrs 
COMMENTS The Kansas Register is maintained permanently by the KSHS and the State Library. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0069-000 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills, drafts of legislation, notes, correspondence, testimony etc. relating to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0070-000 
TITLE Lists of Outstanding Obligations 
DESCRIPTION Copies of DA forms 118 submitted to Division of Accounts and Reports to encumber funds from current fiscal year to pay for goods or services to be received during the following fiscal year. 
RETENTION 002 fisc yrs 
COMMENTS This series does not apply to Division of Accounts and Reports. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0071-000 
TITLE Litigation Case Files 
DESCRIPTION Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities. 
RETENTION See Comments 
COMMENTS Retain precedent-setting litigation records not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives for purging. Retain all other litigation records 5 years after case is closed, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426. Other restrictions may also apply for an individual agency. 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0074-000 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Formal agreements reached between state, local, and/or federal agencies. Includes correspondence and other materials related to the adoption of an agreement or any amendments. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(14)(20)(25). 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0075-000 
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 the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0076-000 
TITLE Organizational Charts 
DESCRIPTION Records documenting the agency's current organizational structure. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0084-000 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0088-000 
TITLE Professional Organizations Files 
DESCRIPTION Documents relating to membership/participation in professional organizations. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0095-000 
TITLE Records Management Records 
DESCRIPTION Documents related to the management of agency records including completed survey forms, inventories, schedules, and other miscellaneous materials such as correspondence or reference materials. 
RETENTION See Comments 
COMMENTS Retain survey forms, schedules, and inventories until superseded, then destroy. Contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0097-000 
TITLE Reorganization Studies 
DESCRIPTION Records documenting actual and proposed agency organizational structure. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 3 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0098-000 
TITLE Request for Access to Records 
DESCRIPTION Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0099-000 
TITLE Schedules - Office Activities 
DESCRIPTION Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activies, vehicles, meeting rooms, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0108-000 
TITLE Strategic Planning Files 
DESCRIPTION Variety of documents relating to the strategic planning process for the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful or superseded, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0246-000 
TITLE Training Records 
DESCRIPTION Correspondence, reports, and other records relating to the operation of agency sponsored training programs to external organizations and individuals.  
RETENTION See Comments 
COMMENTS Retain 5 calendar years or until superseded, whichever is sooner, then destroy. (See also Employee Training Records and Employee Training Course Materials) 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-01-19 
K.A.R. NUMBER 53-2-194 

SERIES ID 0118-000 
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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0120-000 
TITLE Vehicle Operation Records 
DESCRIPTION Documents related to 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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0130-000 
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 1988-07-14 
K.A.R. NUMBER 53-2-075 

Agency Number: 000-002
State General Retention and Disposition Schedule
Fiscal

SERIES ID 0001-000 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0002-000 
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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0003-000 
TITLE Adding Machine or Calculator Tapes 
DESCRIPTION Master tapes produced by business machines during bookkeeping. 
RETENTION See Comments 
COMMENTS May be destroyed immediately unless required to document associated records-then retain in conjunction with those associated records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0012-000 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0013-000 
TITLE Batch Transmittal Forms 
DESCRIPTION Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents. 
RETENTION See Comments 
COMMENTS Retain in conjunction with transmitted documents. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0019-000 
TITLE Business Procurement Card Documentation 
DESCRIPTION Original statements, receipts, logs, etc. detailing the types of purchases made by an agency through the business procurement card procedure. 
RETENTION 005 fisc yrs 
COMMENTS Division of Accounts and Reports does not maintain the original copies. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0034-000 
TITLE Delegated Audit Authority Vouchers 
DESCRIPTION Original payment vouchers specifying purchases made by an agency with delegated audit authority. 
RETENTION 005 fisc yrs 
COMMENTS Division of Accounts and Reports does not maintain the original copies. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0053-000 
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." Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 JVs, copies of supporting documentation and records on monthly reconciliations of fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0068-000 
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 This series includes only internal documents. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0077-000 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262. 
RETENTION 003 fisc yrs 
COMMENTS This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0078-000 
TITLE Payroll Deduction Authorization Records - General 
DESCRIPTION Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms (q.v.) or Payroll Direct Deposit Authorization Record (q.v.). 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0079-000 
TITLE Payroll Direct Deposit Authorization Records 
DESCRIPTION Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect plus 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0080-000 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0081-000 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0082-000 
TITLE Photocopy Meter Reading Records 
DESCRIPTION Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0092-000 
TITLE Purchase Orders - 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 Portions may be restricted 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0094-000 
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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0102-000 
TITLE SHaRP Reports 
DESCRIPTION Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. 
RETENTION See Comments 
COMMENTS Retain electronic or paper copy 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-107 

SERIES ID 0104-000 
TITLE STARS Reports: Daily Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101 etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0105-000 
TITLE STARS Reports: Monthly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101 etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0106-000 
TITLE STARS Reports: Yearly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210 etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0107-000 
TITLE Statements of Lost Warrants 
DESCRIPTION Copies of DA form 6 used to request re-issues of lost warrants. 
RETENTION curr fisc yr 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0116-000 
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 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0125-000 
TITLE Vouchers - Accounts Payable 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109, and DA-120. May include travel and all supporting documentation for expenditures. 
RETENTION 003 fisc yrs 
COMMENTS Schedule does not apply to Division of Accounts and Reports. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0124-000 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series and other agency forms used to adjust financial account balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-131 

SERIES ID 0126-000 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-075 

SERIES ID 0127-000 
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 
COMMENTS Includes all variations of forms, eg. DA-121E and 121R, etc. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2017-07-27 
K.A.R. NUMBER 53-2-075 

Agency Number: 000-003
State General Retention and Disposition Schedule
Communications

SERIES ID 0072-000 
TITLE Mailing Lists 
DESCRIPTION Lists of names and addresses to whom mail is regularly sent. 
RETENTION See Comments 
COMMENTS Retain until updated, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 21-3914 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0227-000 
TITLE Notices of meetings 
DESCRIPTION Records related to notifying the public regarding an open meeting, including those notices mandated through the Kansas Open Meetings Act (KOMA). 
RETENTION Retain for one calendar year from date issued, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2011-10-13 
K.A.R. NUMBER 53-2-169 

SERIES ID 0085-000 
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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0114-000 
TITLE Telecommunications Logs 
DESCRIPTION Registers recording incoming and outgoing telephone calls and fax transmissions. 
RETENTION 6 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0115-000 
TITLE Telephone Accounting System Reports 
DESCRIPTION Computer generated reports listing all telephone calls made or received individual extensions within the agency. 
RETENTION 003 fisc yrs 
COMMENTS Information may be in either paper or digital format. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0122-000 
TITLE Visitors Logs 
DESCRIPTION Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0123-000 
TITLE Voice Mail Messages 
DESCRIPTION Sound recordings produced by a voice mail system designed to leave messages for the receiver. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 000-004
State General Retention and Disposition Schedule
Facilities Management

SERIES ID 0007-000 
TITLE Architectural Plans, Drawings, Maps, and Specifications 
DESCRIPTION Records documenting physical plant of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(12) 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0018-000 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and other maintenance to the physical plant of the agency - does not include Work Orders and Logs. 
RETENTION See Comments 
COMMENTS Retain a minimum of 3 fiscal years or until warranty is expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0020-000 
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 the archives for purging. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0033-000 
TITLE Deeds for Real Estate 
DESCRIPTION Legal documents pertaining to the ownership of real property by state agencies. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0047-000 
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 new owner of equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0048-000 
TITLE Equipment Operation Records 
DESCRIPTION Documents related to the use of agency equipment (eg. 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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0060-000 
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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0061-000 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, DA-87, DA-110, monthly inventory reports, computer reports from Department of Administration, internal documents, correspondence, copies of original purchase records, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0065-000 
TITLE Key Accountability Files 
DESCRIPTION Records relating to the issuance of keys, identification cards, building passes or similar instruments of access to agency facilities or equipment and maintained for accountability purposes. 
RETENTION See Comments 
COMMENTS Retain 3 years after superseded, date of termination or date of expiration, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0066-000 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain until superseded or inactive plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0073-000 
TITLE Material Safety Data Sheets 
DESCRIPTION Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility. 
RETENTION See Comments 
COMMENTS Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR 1910.1200. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0090-000 
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 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0100-000 
TITLE Security Records 
DESCRIPTION Security logs, sign-in sheets, security camera footage, security activity reports, incident reports, etc. relating to security provided for agency buildings and grounds. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) See Atty Gen's Opinion 87-25. 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0101-000 
TITLE Security Reports - Routine 
DESCRIPTION Reports relating to routine incidents that do not require further investigation. 
RETENTION See Comments 
COMMENTS Retain 2 years after the date issued, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0119-000 
TITLE Vehicle Maintenance and Ownership Records 
DESCRIPTION Documents related to legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc. 
RETENTION See Comments 
COMMENTS Retain for life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

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 

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 

Agency Number: 000-007
State General Retention and Disposition Schedule
Public Relations

SERIES ID 0021-000 
TITLE Clippings Files 
DESCRIPTION Newspaper clippings compiled regarding agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal -- if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0086-000 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0089-000 
TITLE Programs and Invitations 
DESCRIPTION Documents related to official agency functions. 
RETENTION See Comments 
COMMENTS Retain all event planning materials for 3 fiscal years, then transfer 1 copy of program/invitation/final product(s) to the State Archives, destroy the remaining materials. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0091-000 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0103-000 
TITLE Speeches and Writings 
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

Agency Number: 000-008
State General Retention and Disposition Schedule
Reference

SERIES ID 0083-000 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0087-000 
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 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0113-000 
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 1996-01-18 
K.A.R. NUMBER 53-2-107 

Agency Number: 000-009
State General Retention and Disposition Schedule
Information Technology

SERIES ID 0010-000 
TITLE Audit Trail Files 
DESCRIPTION Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle. 
RETENTION See Comments 
COMMENTS Retain a minimum of 12 database/master file backup cycles, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0011-000 
TITLE Automated Program Listing/Source Code 
DESCRIPTION Automated program code which generates the machine-language instructions used to operate an automated information system. 
RETENTION See Comments 
COMMENTS Retain for 3 system update cycles after is superseded or replaced, then destroy. 
DISPOSITION Detroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0023-000 
TITLE Computer Run Scheduling Records 
DESCRIPTION Records used to schedule computer runs including daily schedules, run reports, and other records documenting the successful completion of a run. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0024-000 
TITLE Computer Software Licensing Files 
DESCRIPTION Documents proving the licensure and implementation of computer software programs by the agency. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after the contract or end user license agreement (EULA) has expired, or 5 years after the software is no longer installed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0025-000 
TITLE Computer Usage Logs 
DESCRIPTION Logs documenting computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0030-000 
TITLE Data Administration Policies 
DESCRIPTION Records of data processing policies including those covering access and security, data retention and disposition, and data ownership. 
RETENTION See Comments 
COMMENTS Retain until superseded, obsolete or replaced, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0031-000 
TITLE Data Documentation/Data Dictionary Records 
DESCRIPTION Records generally created during system development or modication and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, local relationships, and origin of the date elements. 
RETENTION See Comments 
COMMENTS Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0032-000 
TITLE Data System Specifications 
DESCRIPTION Records necessary for using the system, user guides, system or substem definitions, system flowcharts, program descriptions and documentation, job control or workflow records, system specifications, and input and output specifications. 
RETENTION See Comments 
COMMENTS Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0051-000 
TITLE Hardware and Software Documentation 
DESCRIPTION Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configurations, and equipment control systems. 
RETENTION See Comments 
COMMENTS Retain until the agency no longer uses related hardware or software and all data is tranferred to and made useable in the new hardware/software environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0055-000 
TITLE Information Technology Disaster Preparedness and Recovery Plans 
DESCRIPTION Records related to the protection and reestablishment of information technology services, equipment and data (back-up files) in case of a disaster. 
RETENTION See Comments 
COMMENTS Retain until superseded by revised plan, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0056-000 
TITLE Information Resources Management and Data Processing 
DESCRIPTION Agency IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision or related areas. 
RETENTION See Comments 
COMMENTS Retain until superseded, obsolete or replaced, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0110-000 
TITLE System Users Access Records 
DESCRIPTION Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, and password files. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to the agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0111-000 
TITLE Tape Library Control Records 
DESCRIPTION Records to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings, control logs, and other data regarding the destruction of tape library electronic files. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0112-000 
TITLE Technical Program Documentation 
DESCRIPTION Copy of program code/program flowcharts, program maintenance log, system change notices, original design documents, specifications, requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs. 
RETENTION See Comments 
COMMENTS Retain until all data in system has been migrated or destroyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0117-000 
TITLE Test Database/Files 
DESCRIPTION Routine or benchmark data sets, related documentation, and test results contracted or used to test or develop a system. 
RETENTION See Comments 
COMMENTS Retain until the version of the system is no longer in use, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0128-000 
TITLE Web Server Aggregate Reports 
DESCRIPTION Reports periodically generated from the Web transaction log data to indicate aggregate values and trends. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0129-000 
TITLE Web Server Transaction Logs 
DESCRIPTION Raw data captured from the hypertext transfer protocol (HTTP) header during a Web transaction and stored in a log file. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(12)(13)(14)(30) 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

New Search