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Kansas Records Retention Schedules

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Agency Code: 046-005 (Department of Agriculture. Pesticide and Fertilizer Program)

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Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program

SERIES ID 0135-046 
TITLE Certified Chemigation Equipment Operator Files 
DESCRIPTION Applications, examination scores, correspondence, copies of certificate, copies of receipts, etc. relating to the certification process of chemigation equipment operators. 
RETENTION See Comments 
COMMENTS Retain until inactive plus 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) for examination scores 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0148-046 
TITLE Chemigation Permit Files 
DESCRIPTION Applications, correspondence, chemical use reports, copies of permits and other supporting documentation related to the permitting of wells or other water sources to be used for chemigation purposes. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed. Electronic file records of applications, use reports, and permits shall be retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. The electronic file records of correspondence and other supporting documents shall be destroyed after 5 years. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0150-046 
TITLE Field Agent Investigation and Complaint Files - No Action 
DESCRIPTION Documents relating to complaints made to field agents by consumers regarding pesticide products in which no violations were confirmed and no further action was necessary.  
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-07-26 
K.A.R. NUMBER 53-2-173 

SERIES ID 0134-046 
TITLE Government Registration Files 
DESCRIPTION Records related to the registration of government agencies permitting them to apply pesticides: applications, correspondence, copies of certificates, and other supporting documents. 
RETENTION See Comments 
COMMENTS Retain until inactive plus 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0152-046 
TITLE Inspection Files - Non-Violations 
DESCRIPTION Documents relating to mandated inspections conducted by field agents of manufacturers, dealers, distributors, and users who have met compliance with statutes and regulations. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0151-046 
TITLE Inspections Files - Violations 
DESCRIPTION Documents relating to mandated inspections conducted by field agents of pesticide manufacturers, dealers, distributors, and users who have violated statutory or regulatory requirements. These records regard investigations in which no enforcement actions were filed. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0149-046 
TITLE Investigation Complaint - Enforcement Action 
DESCRIPTION Documents relating to investigations into possible pesticide use violations and any resulting action taken by the agency to ensure compliance with statutes and regulations. 
RETENTION 010 cldr yrs following closure of enforcement action 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0153-046 
TITLE Pesticide Applicator Certification/Business License Logs 
DESCRIPTION Logs maintained of licenses issued to businesses permitted to apply pesticides: business license, date of issuance, name of certification, category of certification and license, and license number. 
RETENTION See Comments 
COMMENTS Transfer original ledgers to the archives immediately. Transfer computer printed updates annually to the archives. This series is maintained electronically now. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0154-046 
TITLE Pesticide Business License Files 
DESCRIPTION Applications, correspondence, registers, copies of license, and other supporting documentation relating to the licensing of pesticide application businesses to ensure compliance with standards. 
RETENTION See Comments 
COMMENTS Retain until no longer active, plus 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0145-046 
TITLE Pesticide Management Area Plans 
DESCRIPTION Documents relating to the state's mechanism for managing pesticide use as mandated by federal law to ensure compliance with those federal standards. 
RETENTION See Comments 
COMMENTS Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program
Pesticide Program

SERIES ID 0146-046 
TITLE Agricultural Chemical Registration Files 
DESCRIPTION Applications, chemical container labels, material safety data sheets, and other supporting documents relating to the registration of agricultural chemicals for use in the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0147-046 
TITLE Agricultural Chemical Registration Files - Section 18 
DESCRIPTION Applications, correspondence, material safety data sheets, and other supporting documents relating to a one time request by farmers to use pesticides in an emergency situation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2009-07-28 
K.A.R. NUMBER 53-2-160 

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