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Kansas Records Retention Schedules

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

Page 1 of 1 showing 7 records of 7 total, starting on record 1



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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