Kansas Records Retention Schedules
Results of Query:
Agency Code: 034 (Adjutant General's Department)
Page 1 of 1 showing 71 records of 71 total,
starting on record 1
Agency Number: 034-002
Adjutant General's Department
Office for State Personnel
SERIES ID |
0008-034 |
TITLE |
Firefighters Files |
DESCRIPTION |
Documents relating to unions, policies, and other matters concerning firefighters assigned to the armories. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 034-003
Adjutant General's Department
Public Information Office
SERIES ID |
0024-034 |
TITLE |
Biography Files |
DESCRIPTION |
Documents related to biographies of national guard officers used to answer frequent public and news media inquiries. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0025-034 |
TITLE |
Clippings Files |
DESCRIPTION |
Newsclippings mentioning the Kansas National Guard and the Adjutant General's Office provided by a clipping service bureau. |
RETENTION |
See Comments |
COMMENTS |
Discontinued records series. Transfer to the state archives immediately. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0026-034 |
TITLE |
Community Services Files |
DESCRIPTION |
Documents relating to community relations programs organized in conjunction with the National Guard to promote community awareness of services offered. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0028-034 |
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 |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the State Archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0030-034 |
TITLE |
Desert Storm and Shield Information Files |
DESCRIPTION |
Documents relating to the deployment of local National Guard units to the Middle East used to answer frequent public and news media inquiries. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0032-034 |
TITLE |
Plains Guardian Newsletter |
DESCRIPTION |
Newsletters published bimonthly by the Public Information Office to keep the agency and the Kansas National Guard apprised of current affairs and activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer one copy to the State Archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0036-034 |
TITLE |
Subject Files |
DESCRIPTION |
Wide variety of documents relating to the operation and administration of the Public Information Office. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0037-034 |
TITLE |
Weekend Drills Files |
DESCRIPTION |
Documents relating to planning and conducting National Guard weekend drills. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
Agency Number: 034-004
Adjutant General's Department
Comptroller's Office
SERIES ID |
0038-034 |
TITLE |
Audit Reports |
DESCRIPTION |
Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0039-034 |
TITLE |
Budget Preparation Files - Annual |
DESCRIPTION |
Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0040-034 |
TITLE |
Budget Requests and Appeals - Annual |
DESCRIPTION |
Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0041-034 |
TITLE |
Certified Payroll Records |
DESCRIPTION |
Documents relating to verification of wage rates and bids on federal contracts maintained for budgetary purposes. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0042-034 |
TITLE |
Contracts |
DESCRIPTION |
Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. |
RETENTION |
See Comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0049-034 |
TITLE |
Financial Reports and Records |
DESCRIPTION |
Reports and records used by the Adjutant General's Department to manage activities and complete reports to the federal government concerning activities for each Cooperative Agreement, Grant, Special Project, and Administration. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0043-034 |
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." |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0045-034 |
TITLE |
Leases - Real Property and Capital Equipment |
DESCRIPTION |
Documents related to the leasing of real estate and equipment. |
RETENTION |
See Comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0048-034 |
TITLE |
Purchasing Records |
DESCRIPTION |
Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0142-034 |
TITLE |
Receipts Records - Cash |
DESCRIPTION |
Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0051-034 |
TITLE |
Salary Advances Reports |
DESCRIPTION |
Reports relating to federal government salary advances used for payroll reconciliation purposes. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0052-034 |
TITLE |
Service Contracts |
DESCRIPTION |
Legal agreements with individuals and organizations for repair service. Includes all associated documents, e.g.. DA-146 series. |
RETENTION |
See Comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0053-034 |
TITLE |
State Active Duty Rosters |
DESCRIPTION |
Rosters relating to National Guard personnel available to be called up for either regular or emergency active duty. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0054-034 |
TITLE |
Station/Armory Funds Records |
DESCRIPTION |
Documents relating to city or county authorization of funds for state armories to purchase items not included in the state budget. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0055-034 |
TITLE |
Status of Funding Reports |
DESCRIPTION |
Reports created to monitor the expenditures of funds allocated by the federal government which assists in the budget process. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0057-034 |
TITLE |
Subject Files - Comptroller |
DESCRIPTION |
Wide variety of documents relating to the agency's fiscal concerns and responsibilities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2015-03-29 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0058-034 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Copies of computer billings received from the Department of Administration and supporting documents concerning the use of a telecommunications services provider. |
RETENTION |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0059-034 |
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 |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0160-034 |
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 |
See comments |
COMMENTS |
Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0062-034 |
TITLE |
Vouchers - Journal |
DESCRIPTION |
All documents and backup information used to adjust financial account balances. |
RETENTION |
006 fisc yrs 003 months |
COMMENTS |
Retain 006 yrs, 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements per National Guard Regulation 5-1. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0063-034 |
TITLE |
Vouchers - Receipts |
DESCRIPTION |
All copies of documents and backups used to transfer funds received by agencies from individuals and organizations into their particular accounts. |
RETENTION |
006 fisc yrs 003 months |
COMMENTS |
Retain 006 yrs, 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements per National Guard Regulation 5-1 |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 034-005
Adjutant General's Department
Archives Section
SERIES ID |
0065-034 |
TITLE |
Certificates of Discharge From Active Duty |
DESCRIPTION |
Forms issued by the federal government formally releasing armed forces personnel from active duty that are required to qualify for veterans benefits (Form DD214). |
RETENTION |
See Comments |
COMMENTS |
Retain 2 calendar years, then microfilm and destroy hard copy. Retain microfilm 20 calendar years, then transfer to the state archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
SERIES ID |
0068-034 |
TITLE |
Kansas National Guard Service Records |
DESCRIPTION |
Enlistment and discharge records, service history, and other documents relating to Kansas National Guard personnel military service. |
RETENTION |
See Comments |
COMMENTS |
Microfilm, then destroy hard copy or transfer to the state archives if microfilm does not meet archival standards. Retain microfilm twenty years, then transfer to the state archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
SERIES ID |
0069-034 |
TITLE |
Officer Personnel Files |
DESCRIPTION |
Documents associated with employment of Kansas National Guard officers: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. |
RETENTION |
See Comments |
COMMENTS |
Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
SERIES ID |
0070-034 |
TITLE |
Retirement Credit Records |
DESCRIPTION |
Documents that constitute part of the Kansas National Guard Service Records which did not get microfilmed with the original files and are used to verify retirement benefit entitlements. |
RETENTION |
See Comments |
COMMENTS |
Retain in conjunction with Kansas National Guard Service Records. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
SERIES ID |
0071-034 |
TITLE |
Retirement Eligibility Notification Letters |
DESCRIPTION |
Letters notifying service personnel that they have accrued 20 years of service and are eligible for retirement. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. (a.k.a. 20 Years Letters) |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
Agency Number: 034-006
Adjutant General's Department
Department of Facilities & Engineering
SERIES ID |
0073-034 |
TITLE |
Armory Statistics Files |
DESCRIPTION |
Records relating to statistics on the armories including square footage, county, year built, inventory value, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer hard copy to the archives and destroy electronic data. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0079-034 |
TITLE |
Contract Specifications Files |
DESCRIPTION |
Specifications for armory repairs in excess of $2,000 which are required for the bid process and are used to inspect the sites. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after contract has expired, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0081-034 |
TITLE |
Roof Drawings |
DESCRIPTION |
Drawings of the armories' roofs used as part of the overall plan to replace all flat roofs with standing seam metal roofs to improve security and durability. |
RETENTION |
See Comments |
COMMENTS |
Retain 10 fiscal years, then contact the State Archives for appraisal - if not accepted for transfer to the State Archives, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0082-034 |
TITLE |
Storm Damage Files |
DESCRIPTION |
Documents relating to all types of storm damage assessments which occurred at armories across the state. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. This series exists both in hard copy and electronic format. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Deputy Director
SERIES ID |
0105-034 |
TITLE |
Disaster Emergency Proclamations Files |
DESCRIPTION |
Documents relating to the division's justification for disaster emergency proclamations requests submitted to the governor and/or the federal government. |
RETENTION |
003 yrs from date of disaster |
COMMENTS |
Disaster declarations received by the State Archives from the governor's office. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0134-034 |
TITLE |
Nuclear Preparedness Files |
DESCRIPTION |
Documents relating to plans prepared to coordinate responses to nuclear emergencies at the Wolf Creek Nuclear Power Plant and Cooper Nuclear Plant in Nebraska. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 years, then transfer one copy of the plan to the State Archives, destroy remaining documents. |
DISPOSITION |
See comments |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0152-034 |
TITLE |
Subject Files |
DESCRIPTION |
Variety of documents relating to the activities and functions of the division. |
RETENTION |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0166-034 |
TITLE |
Water Shortage Files |
DESCRIPTION |
Documents related to various plans established in the event of water related disasters such as drought or shortages which could affect the water supply. |
RETENTION |
See Comments |
COMMENTS |
Retain for 3 years after date of closeout letter if results in federal declaration, then destroy. Plans are duplicated from the Kansas Water Office. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Local Programs
SERIES ID |
0125-034 |
TITLE |
Kansas Siren Program Project Grant Files |
DESCRIPTION |
Applications made by the counties to the division to request grant funding for the purchase and installation of an early warning disaster system. Part of the federal disaster declaration files. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 years from the date of closeout of Hazard Mitigation Grant Program (HMGP) project, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0128-034 |
TITLE |
Local Emergency Management Program Grant Files |
DESCRIPTION |
Applications made by county agencies to the division for grant funds to be used to promote local emergency preparedness programs. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 years from date of closeout letter, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Training
SERIES ID |
0101-034 |
TITLE |
County Emergency Preparedness Plan Files |
DESCRIPTION |
Variety of documents relating to county emergency preparedness plans submitted by local officials and reviewed by the division to ensure that plans comply with all state and federal regulations. |
RETENTION |
See Comments |
COMMENTS |
Retain current + 1 previous plan, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0108-034 |
TITLE |
Emergency Management Training Files |
DESCRIPTION |
Documents relating to workshops and courses designed to train county personnel on emergency preparedness and hazardous materials procedures including syllabi, course evaluations, & attendance records. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0118-034 |
TITLE |
Federal Emergency Management Program Requirements Files |
DESCRIPTION |
Variety of documents relating to local efforts to meet eligibility requirements established by the federal government for federal emergency preparedness assistance funds. |
RETENTION |
Retain for 3 years from closeout, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0119-034 |
TITLE |
Federal Exercise Report Forms |
DESCRIPTION |
Reports submitted by local officials, and used by the Division of Emergency Preparedness to prepare reports to the Federal Emergency Management Agency (FEMA), that summarize the results of annual emergency plan tests performed to evaluate the effectiveness of the plans. |
RETENTION |
3 yrs from closeout |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Fiscal Section
SERIES ID |
0117-034 |
TITLE |
Federal Emergency Management Agency (FEMA) Billing Reports |
DESCRIPTION |
Detailed reports submitted to FEMA listing division and local government personnel and administrative expenses as required for compliance with federal grant guidelines. |
RETENTION |
See comments |
COMMENTS |
Retain for 3 years from date of closeout, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0124-034 |
TITLE |
Individual and Family Grant Files |
DESCRIPTION |
Correspondence, case status form, payment vouchers, etc. maintained on individuals and families receiving federal grant funds providing assistance after a natural disaster. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 years from date of closeout, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per K.S.A. 45-221(a)(14)(30). |
APPROVED |
2015-04-16
; Revised 2015-04-21 |
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0137-034 |
TITLE |
Quarterly Financial Reports - Federal Emergency Management Agency (FEMA) Grants |
DESCRIPTION |
Financial status reports, federal cash transaction reports, and other reports submitted by the division to FEMA to comply with federal grant reporting requirements. |
RETENTION |
See comments |
COMMENTS |
Retain for 3 years from date of closeout, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Population Protection Planning
SERIES ID |
0111-034 |
TITLE |
Emergency Operations Plan - State, Counties, and Cities |
DESCRIPTION |
Statewide response plan prepared by division staff and by local and state officials with assistance from division staff to facilitate an effective statewide response to a natural or other disaster as required by KSA 48-926 and KSA 48-929(d). |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then destroy. Plans are available on the Division of Emergency Planning website and published through the State Printer. |
DISPOSITION |
See comments |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Technological Hazards
SERIES ID |
0089-034 |
TITLE |
Cobalt 60 CD Radiation Training Source Inspection Files |
DESCRIPTION |
Inspections made by division personnel of the live radiation source containers used for class demonstrations to ensure there has been no compromise of the source container. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0093-034 |
TITLE |
Cooper Nuclear Station Files |
DESCRIPTION |
Correspondence and related materials regarding cooperation between Kansas and the Nebraska Cooper Nuclear Power Plant pertaining to emergency preparedness plans. |
RETENTION |
See comments |
COMMENTS |
Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy. |
DISPOSITION |
See comments |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0122-034 |
TITLE |
Hazardous Materials Incident/Accident Reports |
DESCRIPTION |
Reports submitted to the division by local officials regarding any hazardous materials incidents/accidents as required by Title III of the Superfund Amendments and Reauthorization Act. Series includes annual summary report. |
RETENTION |
006 cldr yrs |
COMMENTS |
Retain all records for 6 calendar years, then destroy. Transfer one copy of annual report to the State Archives. |
DISPOSITION |
See comments |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0131-034 |
TITLE |
Monthly Motor Vehicle Record - Federal |
DESCRIPTION |
Monthly logs and related documentation regarding federal vehicle usage by the division staff traveling to county and city inspection sites throughout the state. |
RETENTION |
003 fisc yrs from date of closeout letter |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0138-034 |
TITLE |
Radiation Exposure Reports |
DESCRIPTION |
Quarterly and annual reports documenting division employees' ionizing radiation exposure history. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0140-034 |
TITLE |
Radioactive Detection Equipment Inventory |
DESCRIPTION |
Inventory documenting location and usage of radiological kits issued to counties which are exchanged and recalibrated every four years. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded by new inventory plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0141-034 |
TITLE |
Radioactive Materials Licensing File |
DESCRIPTION |
Documents related to the division's radioactive materials license issued by the Department of Health and Environment that authorizes division personnel to handle radioactive materials. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0147-034 |
TITLE |
State Emergency Response Commission Files |
DESCRIPTION |
Minutes, by-laws, etc. relating to the activities of the commission responsible for assisting state agencies in the coordination of efforts related to chemical emergencies and chemical releases. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0153-034 |
TITLE |
Subject Files - Radiological |
DESCRIPTION |
Variety of documents relating to emergency planning and training procedures for radioactive hazards. |
RETENTION |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0154-034 |
TITLE |
Subject Files - Superfund Amendments and Reauthorization Act (SARA) Title III |
DESCRIPTION |
Variety of documents relating the division's involvement with SARA Title III which is the federal act designed to protect public health and safety and the environment from chemical hazards. |
RETENTION |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0155-034 |
TITLE |
Subject Files - Wolf Creek Generating Station |
DESCRIPTION |
Correspondence, audits, exercise reports, etc. relating to emergency preparedness planning and training at the Wolf Creek Generating Station. |
RETENTION |
See Comments |
COMMENTS |
Retain within established FEMA guidelines, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0174-034 |
TITLE |
Tier II Reports |
DESCRIPTION |
Company reports compiled and submitted by counties of hazardous materials including quantities and chemicals stored on site. |
RETENTION |
002 cldr yrs |
COMMENTS |
Kansas Department of Health and Environment Air and Radiation Bureau supplies this convenience copy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2002-07-18
|
K.A.R. NUMBER |
53-2-131 |
SERIES ID |
0157-034 |
TITLE |
Training Files - Hazardous Materials |
DESCRIPTION |
Copies of attendance records and tests relating to hazardous materials training sessions maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0158-034 |
TITLE |
Training Files - Radiological |
DESCRIPTION |
Copies of attendance records, evaluations, etc. relating to the radiological training courses offered by the division staff maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0169-034 |
TITLE |
Wolf Creek Radiological Emergency Response Plan |
DESCRIPTION |
Plan issued to the division by the Wolf Creek Generating Station detailing emergency response implementation procedures and the potential environmental impact of a nuclear disaster. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then transfer to the state archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(12) |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 034-009
Adjutant General's Department
Military Personnel Office
SERIES ID |
0170-034 |
TITLE |
General/Permanent Orders |
DESCRIPTION |
Copies of orders issued by the Adjutant General relating to the reorganization of armed services units, awarding of medals, training plans, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
SERIES ID |
0171-034 |
TITLE |
Orders and Special Orders |
DESCRIPTION |
Copies of orders issued by the Adjutant General relating to personnel actions and other matters of a specific nature. |
RETENTION |
006 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
SERIES ID |
0172-034 |
TITLE |
Selective Service Records - World War II |
DESCRIPTION |
Copy of a list of Kansas citizens who served in the armed forces between 1940 and 1946. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the state archives for purging. The state archives already has one copy of this record series. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-07-13
|
K.A.R. NUMBER |
53-2-105 |
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