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Kansas Records Retention Schedules

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Agency Code: 046-001 (Department of Agriculture. Office of the Secretary)

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Agency Number: 046-001
Department of Agriculture
Office of the Secretary

SERIES ID 0307-046 
TITLE Commodity Assessment Reports 
DESCRIPTION Commodity assessment reports from first purchasers including grain elevators and feed lots on monthly grain purchases based on tonnage or bushels related to the fees due to commodity commissions. 
RETENTION 005 fiscal years 
COMMENTS Retain in office 3 fiscal years, transfer to the State Records Center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-10-13 
K.A.R. NUMBER 53-2-169 

SERIES ID 0002-046 
TITLE Correspondence - Division Directors 
DESCRIPTION Letters, memos, internal task force information, etc. relating specifically to division directors. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0003-046 
TITLE Project Files 
DESCRIPTION Variety of documents relating to specific projects which the agency may pursue in an effort to increase efficiency and improve operations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0004-046 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to interests and operations of the secretary. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations

SERIES ID 0007-046 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0008-046 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0009-046 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0006-046 
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 008 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 5 fiscal years, then transfer to the archives. Supersedes general schedule. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0015-046 
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 from 152-"Checkbook Record--Imprest Fund." 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0016-046 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION See Comments 
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0017-046 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records relating to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0018-046 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0019-046 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0020-046 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0021-046 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0317-046 
TITLE Regulated Entities Audit Reports 
DESCRIPTION Audit reports, supporting documentation, and correspondence, including final audit reports, working documents, fee and penalty calculations, accounting practices, and business records relating to audits of regulated entities. 
RETENTION 010 fisc yrs 
COMMENTS Records related to any audit leading to an evidentiary hearing will be retained in the Legal Division under 0311-046, Appeal Files. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(1), (2), (11), (20), (25), (30), (31); K.S.A. 45-221(b). 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0022-046 
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 005 fisc yrs 
COMMENTS Retain electronic or paper copy 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0024-046 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series used to adjust financial account balances. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0023-046 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0025-046 
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 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0026-046 
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 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Information Resources & Technology

SERIES ID 0045-046 
TITLE Budget Files - Telecommunications 
DESCRIPTION Digital reports and spreadsheets relating to the budgeting process for the division. 
RETENTION 003 fisc yrs 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0030-046 
TITLE Key Telephone Systems File 
DESCRIPTION Documents used to support the key telephone system. 
RETENTION See Comments 
COMMENTS Retain through the warranty period, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0028-046 
TITLE Renovation File 
DESCRIPTION Floor plans and supporting documentation relating to the renovation of the building to support the telecommunications systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0029-046 
TITLE Telecommunications Work Orders 
DESCRIPTION Work orders submitted by the agency to DISC requesting telecommunications services. 
RETENTION 001 fisc yr 
COMMENTS Retain electronic and hard copy 1 fiscal year, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0042-046 
TITLE Update Directory File 
DESCRIPTION Form completed by the agency and submitted to DISC to update the communication services directory. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Legal Section

SERIES ID 0311-046 
TITLE Appeal Files 
DESCRIPTION Orders, pleadings, research correspondence, reports, notes, and other supporting documentation relating to cases appealed to the Office of Administrative Hearings, District Court, an Appellate Court, or another reviewing body. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (11), (14), (18), (25), (30), and (49). 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0312-046 
TITLE Contracts, Leases, Memoranda of Understanding 
DESCRIPTION Records of supporting documentation relating to formal legal agreements with other entities, including correspondence, research, notes, and drafts.  
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after expiration of agreement, then deleted. If supporting documentation is not present and the original agreement is maintained elsewhere, a copy of the original agreement need not be retained. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(11), (13), (14), (20), (25), (27), (28), (30), (31), (32), (33), (49), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0313-046 
TITLE Enforcement Action Files 
DESCRIPTION Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation in actions prosecuted on behalf of KDA Programs for violation of statutes, regulations, and codes administered and enforced by the Secretary, authorized representatives, and Programs. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for ten years after file closure, then deleted, with the exception of files involving water rights, which shall be retained permanently in DocuWare, which has an endorsed ERP. Paper records not scanned will follow the same retention and disposition.  
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0314-046 
TITLE Enforcement Action Files - Decline to Prosecute 
DESCRIPTION Research, correspondence, reports, notes, and other supporting documentation in matters submitted to the Legal Section for prosecution but which fail to meet evidentiary or other applicable standards for prosecution. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after file closure, then deleted. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0294-046 
TITLE Library Contents Inventory 
DESCRIPTION Inventory listing the reference materials located in the Legal Department library. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2015-06-19
K.A.R. NUMBER 53-2-147 

SERIES ID 0315-046 
TITLE Multi-State Action Files 
DESCRIPTION Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation relating to cases involving another State. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (18), (25), and (30), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0297-046 
TITLE Subject Files - Legal 
DESCRIPTION Records relating to activities of the Legal Section, including research results, review results, opinions, memoranda, and reports. 
RETENTION See Comments 
COMMENTS Research results, memoranda, opinions, and like records shall be appraised for transfer to folders maintained for that purpose. Paper documents so retained shall be scanned then, upon quality assurance verification, destroyed and the digital image retained. Digital images and electronic records shall be retained for one year and appraised annually for continued retention or deletion.  
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (4), (6), (9), (10), (11), (13), (14), (18), (20), (25), (27), (28), (30), (31), (32), (33), and (49), and K.S.A. 60-432. 
APPROVED 2014-01-23  ; Revised 2014-01-24
K.A.R. NUMBER 53-2-179 

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