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Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-003 (Department of Administration. Architectural Services Division)

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Agency Number: 173-003
Department of Administration
Architectural Services Division
Administration Section

SERIES ID 0509-173 
TITLE Annual Budgets - Division of Architectural Services 
DESCRIPTION Agency copies of budgets submitted by the division. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0510-173 
TITLE Architectural/Engineering Contracts and Ancillary Technical Services Contracts 
DESCRIPTION Records documenting the legal agreement between Architectural Services and private contractors. These are also referred to as architectural service contracts. 
RETENTION See Comments 
COMMENTS Retain for 20 years after the completion of contractors work, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0511-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records documenting general correspondence received and generated by the division director and section directors. 
RETENTION 004 fisc yrs 
COMMENTS After office retention period transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0512-173 
TITLE EDA (Economic Development Administration) Project File 
DESCRIPTION Records documenting state construction projects funded by the federal EDA. 
RETENTION 005 cldr yrs 
COMMENTS After office retention period transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0513-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Records document all current personnel transactions regarding Division of Architectural Services employees. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Arch./Eng./Interior Design Section

SERIES ID 0514-173 
TITLE Architectural Program Files 
DESCRIPTION Records documenting the development of the formal specifications and tracings. 
RETENTION 006 cldr yrs 
COMMENTS This file contains some material that will go into the construction records file. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0515-173 
TITLE Consultant Planning Files - Mechanical Engineering Unit 
DESCRIPTION Records documenting the interaction between mechanical engineering unit staff and private architectural consultants hired outside of the state system. 
RETENTION See Comments 
COMMENTS Retain in office files until the project is completed, transfer to off-site storage for 3 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0516-173 
TITLE Engineering Working File 
DESCRIPTION Records documenting the calculations done on specific projects by the divisions mechanical engineering staff. 
RETENTION 010 cldr yrs 
COMMENTS After the retention period in the office, dispose of at the discretion of the engineer. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0517-173 
TITLE Interiors Projects 
DESCRIPTION Records documenting the specific activities of the interior design unit. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office for 1 year and office storage for 5 yrs. then transfer to off-site storage until no longer useful. Then transfer to archives for purging. The majority of the files are filed in or with the construction records file. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Attorney's Office

SERIES ID 0518-173 
TITLE Attorney File - Civil Service Board and Construction Problems 
DESCRIPTION Records regarding Civil Service Board and construction problems, and their resolution by the staff attorney. 
RETENTION See Comments 
COMMENTS Retain in office for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0519-173 
TITLE Attorney's Files 
DESCRIPTION Records regarding construction problem resolution by the attorney of the division. 
RETENTION See Comments 
COMMENTS Retain in office area for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to state archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Capitol Complex/Space Mgmt. Section

SERIES ID 0520-173 
TITLE 1981-86 Space Working Papers 
DESCRIPTION Background documents used for preparation of a space management report entitled "1981-86 Space". 
RETENTION See Comments 
COMMENTS It is recommended that these records be disposed of immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0521-173 
TITLE Analysis of Space Use Report Working Papers 
DESCRIPTION Background documents used for the development of space management standards. 
RETENTION See Comments 
COMMENTS Retain until 1989, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0522-173 
TITLE Capitol Complex Building Files 
DESCRIPTION Records documenting the activities and the problems that have occurred in buildings within the Capitol Complex, in Department of Administration-owned buildings. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then selectively purge material at the discretion of the Capitol Complex engineer/architect. Transfer purged material to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0523-173 
TITLE Construction Files for Capitol Complex Buildings 
DESCRIPTION Records documenting all construction and renovation activities done on Capitol Complex buildings. 
RETENTION See Comments 
COMMENTS Retain in office for 11 years transfer to office storage for retention until disposal of the building except for items purged by Capitol Complex engineer/architect upon their discretion. Upon disposal of the building transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0524-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records documenting the on-going Capitol Complex activities. 
RETENTION See Comments 
COMMENTS Retain in office until disposal of the building. Purging can then be done by the Capitol Complex engineer/architect. Transfer remaining records to the state archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0525-173 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Records documenting leases between the state and private individuals who are leasing buildings to the state. 
RETENTION See Comments 
COMMENTS Retain the copy of the lease in the office while it is active and then for 5 years after expiration in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0526-173 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Records documenting the interaction between this state agency and each leasing individual concerning the leasing of a building. 
RETENTION See Comments 
COMMENTS Retain in the office as long as the lease is active, then destroy upon expiration of the lease. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0527-173 
TITLE Prior Space Management Studies 
DESCRIPTION Space studies prepared by Governors planning section and the Division of Planning and Research. 
RETENTION See Comments 
COMMENTS Retain in office storage until no longer useful, and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0528-173 
TITLE Special Projects File 
DESCRIPTION Records documenting the activities of state special projects personnel and associate engineers on projects requiring special approval by the legislature. 
RETENTION 031 cldr yrs 
COMMENTS Retain in office files for 11 years and 15 years in off-site storage then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Construction Administration Section

SERIES ID 0529-173 
TITLE Engineering Unit Correspondence Files and Site Visit Notes - Active and Inactive 
DESCRIPTION Correspondence concerning state construction projects, site visit notes, and reports. 
RETENTION See Comments 
COMMENTS Retain in office for 5 years then transfer to off-site storage for 15 years, then transfer to state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0530-173 
TITLE Test and Balance Reports 
DESCRIPTION Reports created by a contractor explaining the heating, ventilating, and electrical systems on projects overseen by this agency. 
RETENTION See Comments 
COMMENTS Retain in office for 10 years after completion of the project then transfer to off-site storage for 40 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Documents Section

SERIES ID 0531-173 
TITLE Capitol Area Architectural Study 
DESCRIPTION Records containing material regarding a 1968 privately contracted study of state space needs in the Capitol Complex area. 
RETENTION See Comments 
COMMENTS These records are needed for future planning and should be retained in the office until no longer useful, and then transferred to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0532-173 
TITLE Construction Records File 
DESCRIPTION Records documenting all aspects of the construction of individual projects from their initiation to completion. 
RETENTION See Comments 
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0533-173 
TITLE Construction Tracings and Specifications 
DESCRIPTION Tracings graphically describe any state construction project. Specifications are written descriptions of all aspects of work to be done on state construction projects. 
RETENTION See Comments 
COMMENTS Retain in construction tracings and specifications in office storage until the particular building is disposed of, and then transfer with the building or to the state archives for permanent retention. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0534-173 
TITLE Shop Drawings 
DESCRIPTION Documents furnished by the contractor to the state architect/engineer for approval. Drawings show that the contractor understands what the architect or agency wants. 
RETENTION See Comments 
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. Copy w/ agency that has building. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0535-173 
TITLE Soil Investigation Reports 
DESCRIPTION Reports documenting tests and findings of soil investigations done by geologists who were under state contract. 
RETENTION Permanent 
COMMENTS These records are the original reports. Information from these reports are incorporated into other files and reports. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Planning & Management Section

SERIES ID 0536-173 
TITLE Architect Eligibility Files 
DESCRIPTION Records documenting names, addresses, and statements of qualifications of architects and architectural firms approved by the state to qualify for state construction projects. 
RETENTION See Comments 
COMMENTS Retain files from March until the following March, then transfer to archives for purging. KSA 75-1250 legislation maintains that these records have an annual turnover. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0537-173 
TITLE Division of Architectural Services Planning Files - Active, Semi-Active, Inactive 
DESCRIPTION Records documenting the management of projects through the planning phase including all the developmental work done before specifications and tracings are created. 
RETENTION See Comments 
COMMENTS Retain active and semi-active records in office area until the project is complete, then sent the inactive file to off-site storage for 20 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0538-173 
TITLE Engineering Eligibility Files 
DESCRIPTION Records documenting names, addresses, statements of qualifications of engineers and engineering firms approved by the state to qualify for state construction projects. 
RETENTION See Comments 
COMMENTS Retain files from March until the following March, then transfer to the state archives for purging. KSA 75-5802 legislation maintains that these records have an annual turnover. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0539-173 
TITLE Estimating Budgets File for Capitol Improvements 
DESCRIPTION Records which document estimating work done by the division planning & management staff on proposed capital improvements for agency budgeting purposes. 
RETENTION See Comments 
COMMENTS Retain in the Planning & Management section for current plus 2 years, then transfer to off-site storage for 8 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

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