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Kansas Records Retention Schedules

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Agency Code: 173-004 (Department of Administration. Personnel Services)

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Agency Number: 173-004
Department of Administration
Personnel Services

SERIES ID 0982-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interactions between agencies and the various sections and units within the division. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0540-173 
TITLE Annual Reports 
DESCRIPTION Reports on the accomplishments and activities of the Division of Personnel as a whole. The functions of the different sections within the divisions are explained. Statistical data and goals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0541-173 
TITLE Application for Overtime Credit - Department of Administration Employees 
DESCRIPTION Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay. 
RETENTION See Comments 
COMMENTS Active records were not surveyed. Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0542-173 
TITLE Assessment Center Materials 
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol lieutenant, sergeant, and major. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0543-173 
TITLE Certificates of Application for the Position of Director of the EEO Office 
DESCRIPTION Records of employment applications for the specified position of director of the EEO Office. 
RETENTION See Comments 
COMMENTS These particular records are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0545-173 
TITLE Civil Court Cases Involving the Division of Personnel Services 
DESCRIPTION Files containing material relating to each specific civil court case involving the Division of Personnel. Includes correspondence between all parties involved and any supporting materials needed. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0546-173 
TITLE Conditional Employees in the Classified Service 
DESCRIPTION Records documenting the number of conditional employees in permanent positions in the state. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0547-173 
TITLE Correspondence - Routine 
DESCRIPTION General correspondence drafted on personal computers. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0548-173 
TITLE Eligible Lists - Canceled 
DESCRIPTION Records listing people who were once considered for specific positions, and also give their exam scores and their addresses. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 20 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0549-173 
TITLE Employee Time Sheets - Payroll- Department of Administration Employees 
DESCRIPTION Records documenting the rate of pay, deductions, and other amounts as a part of each employees pay. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0550-173 
TITLE History of the Division of Personnel Services Material 
DESCRIPTION Records documenting the existence and history of the division of Personnel services. Materials included are report booklets on salaries of classified classes, policy and procedure manual, etc. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0551-173 
TITLE Individual Working Papers and Notes - Computerized 
DESCRIPTION Miscellaneous data and other files created and utilized by individual staff members for a wide variety of purposes related to personnel operations. 
RETENTION See Comments 
COMMENTS Retain until project completed then delete routine information, print remainder and retain with paper files according to approved retention schedules. Review files every 6 months. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0552-173 
TITLE Intergovernmental Personnel Act Grant Records 
DESCRIPTION Records documenting the grants given to specific projects of Kansas cities under the Intergovernmental Personnel Act. The total process is documented from application material to reports on expenses. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0553-173 
TITLE Item Rating Analysis Data and Results 
DESCRIPTION Data and reports resulting from studies of specific items in civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of project, then print and delete. Retain paper copy for 6 years, then destroy. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0554-173 
TITLE Job Analysis Questionnaire Data and Results 
DESCRIPTION Data, manipulated data, and reports resulting from survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of particular study, then print and delete. Retain additional 6 years on paper, then destroy. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0555-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to insure a smooth transition from the KIPPS to the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Transfer to the records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0556-173 
TITLE KIPPS: Applicant Module, Mode 256, Type B, Personal Data 
DESCRIPTION Computer data regarding personal information in KIPPS database about applicants for examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after cancellation of score, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0557-173 
TITLE KIPPS: Applicant Module, Mode 256, Type C, Applicant Characteristic Surveys 
DESCRIPTION Data in the KIPPS database regarding demographics of applicants for examination. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then transfer to tape for additional three years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0558-173 
TITLE KIPPS: Applicant Module, Mode 256, Type D, Scoring and Availability 
DESCRIPTION Information in KIPPS database regarding applicant for examination civil service score and the applicants' work availability. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0559-173 
TITLE KIPPS: Applicant Module, Mode 256, Type E, Exam Scheduling 
DESCRIPTION Computer data regarding scheduled civil service examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0560-173 
TITLE KIPPS: Applicant Module, Mode 256, Type F, Applicant Index 
DESCRIPTION Computer index to applicants for civil service examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after cancellation of all scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0561-173 
TITLE KIPPS: Applicant Module, Mode 256, Type G Certification Log (rids 1-12) 
DESCRIPTION Computer log of certified eligible lists requested by agencies in order to fill civil service vacancies. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of score, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0562-173 
TITLE KIPPS: Applicant Module, Mode 256, Type H, Transaction Log 
DESCRIPTION Computer data regarding circumstances of the entry of transactions into the system. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0563-173 
TITLE KIPPS: Applicant Module, Mode 256, Type I, Transaction File 
DESCRIPTION Computer data regarding the nature of transactions entered into the system. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0564-173 
TITLE KIPPS: Employee Module Mode 66, Types B and C, Work History 
DESCRIPTION Information in KIPPS database on attributes of positions held by individual employees. 
RETENTION See Comments 
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microforms and then data deleted. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0565-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Evaluation Data 
DESCRIPTION Information on individual employees' performance evaluations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 5 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0566-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position Related Data 
DESCRIPTION Position attributes as stored in KIPPS database. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: this data is in rids 100-109. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0567-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position/Employee Cross Reference 
DESCRIPTION Cross reference file of position numbers and employee social security numbers. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0568-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Projected Salary Data 
DESCRIPTION Information regarding scheduled salary increases and performance evaluation due dates for individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. Note: This data is in rids 130-130. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0569-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Termination and Leave Data 
DESCRIPTION Information on start and end dates for leave with pay, leave without pay, suspensions, and termination dates for individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: This data is in rids 120-129. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0570-173 
TITLE KIPPS: Employee Module, Agency Mode, Type H, Transaction File 
DESCRIPTION History file of employee transactions. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0571-173 
TITLE KIPPS: Employee Module, Agency Mode, Types B and C, Personal Data 
DESCRIPTION Data reflecting personal information on individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0572-173 
TITLE KIPPS: Employee Module, Mode 250, Type B, Work History 
DESCRIPTION Information regarding attributes of positions held by individual employees. 
RETENTION See Comments 
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microform and then deleted. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0573-173 
TITLE KIPPS: Employee Module, Mode 252, Type C, Transaction Log 
DESCRIPTION Record of which computer operator updated employee database on which date. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain additional 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0574-173 
TITLE KIPPS: Employee Module, Mode 252, Type F, Soundex 
DESCRIPTION Index of current and former employees by phonetic name search. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0575-173 
TITLE KIPPS: Employee Module, Mode 252, Type H, Employee/Position Cross Reference 
DESCRIPTION Cross reference file of employee social security numbers and position numbers. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0576-173 
TITLE KIPPS: Employee Module, Mode 252, Type I, Length of Service 
DESCRIPTION Record in months and days of total time employee spent employed for state of Kansas. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0577-173 
TITLE KIPPS: Position Module, Agency Mode, Type D, Position Data 
DESCRIPTION Position attributes as contained in KIPPS database. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain additional 3 years, then delete. this data is contained in RIDS 20-29. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0578-173 
TITLE KIPPS: Position Module, Agency Mode, Type H, Transaction File 
DESCRIPTION History file of position transactions. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after transaction date, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0579-173 
TITLE KIPPS: Position Module, Mode 252, Type D, Transaction Log 
DESCRIPTION Record of which operator updated position data base on which date. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0580-173 
TITLE Layoff Folders - Department of Administration Employees 
DESCRIPTION Records which are used to document layoffs within specific sections or divisions of the Department of Administration. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. Active records were not surveyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0581-173 
TITLE MAPPER Rids 
DESCRIPTION Data manipulation files created from mainframe databases for a variety of personnel operation purposes. 
RETENTION See Comments 
COMMENTS Retain on mainframe for duration of associated project, then delete routine information, print remainder and store with other records in accordance with approved retention schedules. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0582-173 
TITLE Master File - Abolished Classes 
DESCRIPTION Records documenting the existence and description of job classes that have since been abolished. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0585-173 
TITLE Pass-Fail List by Name 
DESCRIPTION Computer-generated records listing applicant by name and by pass or fail on the examination for the specified job classification. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0586-173 
TITLE Payroll Transactions - Department of Administration Employees 
DESCRIPTION Records documenting any changes that affect an employees payroll status. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. Active records were not surveyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0587-173 
TITLE Position Master Files 
DESCRIPTION Individual files containing documents that pertain to each specific job classification. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 15 years then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0588-173 
TITLE Pretest Results 
DESCRIPTION Computer files containing information from tests performed on civil service examinations to determine their effectiveness. 
RETENTION See Comments 
COMMENTS Retain in computer files until completion of associated study, then delete. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0589-173 
TITLE Provisional Employees in the Classified Service 
DESCRIPTION Records documenting the number of provisional employees in permanent position in the state. 
RETENTION See Comments 
COMMENTS These records are recommended for immediate destruction. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0591-173 
TITLE Skill Code Activity Database 
DESCRIPTION Computerized log of requests from agencies for the assignment or modification of skill codes for various state employee positions. 
RETENTION 003 cldr yrs 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0592-173 
TITLE Skill Code Data Files 
DESCRIPTION Computer files containing information regarding personnel skill codes - used mainly for reference. 
RETENTION See Comments 
COMMENTS Review files semi-annually and delete all codes which have been discontinued for more than one year. This data is periodically published in personnel manuals. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0985-173 
TITLE Subject Files 
DESCRIPTION Variety of documents arranged by topic and used to conduct business. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0980-173 
TITLE Supervisor's Files 
DESCRIPTION Records used to document the activities of the individual, unit, project, and sections within the division. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0595-173 
TITLE Training Reference Materials 
DESCRIPTION Files containing memoranda, correspondence, and manuals concerning the training of employees. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0594-173 
TITLE Training and Experience Rating Form (Unassembled Exams) 
DESCRIPTION Forms containing the name of the potential employee, his/her social security number, examination name and number of the specific job, and the individual's score on the examination. 
RETENTION See Comments 
COMMENTS These are considered to be part of the application and are to be microfilmed with the application folder and retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planes Asst. Section

SERIES ID 0613-173 
TITLE Agency Files (Section) 
DESCRIPTION Files which are used to document interactions between agencies and Agency Services and Planned Assistance Section. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planned Asst. Section

SERIES ID 0596-173 
TITLE Agency Classification Agreements 
DESCRIPTION Originals of formal agreements made between Personnel Services and certain agencies giving those agencies the authority to create and allocate positions according to the duties of the positions. 
RETENTION See Comments 
COMMENTS Retain all current contracts plus 2 prior contracts in the office, transfer all older contracts to off-site storage for 10 years, and then to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0598-173 
TITLE Agency Files (Unit) 
DESCRIPTION Unit records which document personnel management specialist's interactions with assigned agencies. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office for 2 fiscal years and 3 fiscal years in office storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0597-173 
TITLE Agency Files - Agency Operations Section 
DESCRIPTION Records which document the interactions between the Agency Operations Section (this section is now disbanded) and other state agencies. 
RETENTION See Comments 
COMMENTS Retain in off-site storage until 1993. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0599-173 
TITLE Applicant File - Agency Operation Section 
DESCRIPTION Correspondence received from applicants already examined or interviewed for civil service positions. 
RETENTION See Comments 
COMMENTS Retain in off-site storage until 1993. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0600-173 
TITLE Applications for Employment - Microfilmed Copy 
DESCRIPTION Microfilmed copy of completed, pre-printed forms used to record applications for employment. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office for 2 years and in off-site storage for 2 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0601-173 
TITLE Benchmark Position Description Files 
DESCRIPTION Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification 
RETENTION See Comments 
COMMENTS Retain in the office until no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0602-173 
TITLE Central Subject File for Agency Services and Planned Assistance Activities 
DESCRIPTION Records which are used to document the on-going activities of the Agency Services and Planned Assistance Section. 
RETENTION 008 cldr yrs 
COMMENTS Retain in office files for 3 years and in off-site storage for 5 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 0604-173 
TITLE Classification Contract Agreements 
DESCRIPTION Documents which consist of copies of contracts recording signed agreements between Personnel Services and other agencies having classification authority, and related monthly reports. 
RETENTION See Comments 
COMMENTS Retain contract copies in the office as long as they are current. Once contracts are outdated destroy them. The monthly reports that are included in these files are to be retained for the current fiscal yr. in the office, then destroyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0603-173 
TITLE Classification and Organizational Studies 
DESCRIPTION Files documenting the organizational maintenance of the classification system. 
RETENTION See Comments 
COMMENTS Retain in the office for 1 year after the completion of the study then send to the central files for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0605-173 
TITLE Exam Material Check Sheets 
DESCRIPTION Completed, pre-printed forms used to document persons taking exams as recorded by examination monitors. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0606-173 
TITLE Fish and Game Protector Assessment Files 
DESCRIPTION Documents pertain to the assessment of applicants for Fish and Game Protector positions. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office files for 2 years and office storage for 2 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0607-173 
TITLE Game Protector I Assessment Envelopes 
DESCRIPTION Documents used in assessing each of the applicants for the Game Protector I position. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office files for 2 years and office storage for 2 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0608-173 
TITLE Monitors Examination Record and Weekly Time Reports 
DESCRIPTION Computer-printed tally and check sheets for examination materials prepared by specific examination monitor at each of the specific examination sites. Weekly time reports records the hours worked. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0609-173 
TITLE Personnel Series File 
DESCRIPTION Correspondence, studies and forms prepared by the Division of Personnel Services and agencies to reallocate agency personnel staff to the new personnel series. 
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 

SERIES ID 0610-173 
TITLE Position Descriptions 
DESCRIPTION Records which document the duties and responsibilities of positions and also describe the education and experience requirements for positions. 
RETENTION See Comments 
COMMENTS Retain in the office as long as the position exists. When the position is abolished, transfer the position description to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0611-173 
TITLE Subject Files - Agency Operations Section 
DESCRIPTION Records which document the activities of the Agency Operations Section this section is now disbanded) or joint section projects. 
RETENTION See Comments 
COMMENTS Retain in off-site storage until 1993. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0612-173 
TITLE Technical Files 
DESCRIPTION Current standards for evaluating unassembled exams for classified civil service jobs. 
RETENTION See Comments 
COMMENTS Retain current standards in the office updating each classification as needed. Dispose of the tech file for an exam when the class is abolished. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Benefits Section

SERIES ID 0959-173 
TITLE Alcohol and Controlled Substance Program Files 
DESCRIPTION Documents relating to policies and procedures established for drug and alcohol tests required by an applicant or employee for a Commercial Drivers License. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0960-173 
TITLE Alcohol and Controlled Substance Program Test Results 
DESCRIPTION Individual files relating to drug tests by an applicant to qualify for a commercial drivers license. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0961-173 
TITLE Consolidated Omnibus Reconciliation Act (COBRA) Course Files 
DESCRIPTION Documents relating to the COBRA courses offered to division staff. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the division's records room for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0974-173 
TITLE Drug Screening Program Files 
DESCRIPTION Contracts, reports, correspondence, training, problem resolution, technical assistance and research relating to the drug screening tests for designated classes of state employees. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0964-173 
TITLE Group Health Carrier Files 
DESCRIPTION Correspondence and other documents relating to contracts for employee group health insurance. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the records room for 8 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0963-173 
TITLE Insurance Grievance Forms 
DESCRIPTION Complaints, concerns, and grievances addressed to the section from employees regarding their personal group health insurance. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0935-173 
TITLE KanElect Enrollment Forms 
DESCRIPTION Form completed by state employees and used to enroll in the KanElect program. 
RETENTION 007 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the records room for 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0936-173 
TITLE Shared Leave Files 
DESCRIPTION Documents relating to employees approved to receive shared leave. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the records room for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Compensation and Benefits Section

SERIES ID 0618-173 
TITLE Class History Card File - Current and Abolished 
DESCRIPTION Card file detailing the history of actions regarding specific classes. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0622-173 
TITLE Classification Studies Central Files 
DESCRIPTION Documents relating to any classification actions. 
RETENTION See Comments 
COMMENTS Retain current year plus 6 years of hard copy in the central files, then microfilm significant material and discard original documents. Transfer microfilm to the archives when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0624-173 
TITLE Comprehensive Classification and Job Rate Studies Files 
DESCRIPTION Documents relating to data collected during the ten year comprehensive study of state employee position classifications. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0625-173 
TITLE Consolidated Omnibus Budget Reconciliation Act (COBRA) Files 
DESCRIPTION Documents relating to COBRA courses offered to staff. 
RETENTION See Comments 
COMMENTS Retain in office storage for 2 years, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0626-173 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0627-173 
TITLE Current Classes Master Files 
DESCRIPTION Documents describing the scope and purpose of specific and current job classifications within the state system. 
RETENTION See Comments 
COMMENTS Retain in office until class is abolished, then retain according to Abolished Classes Master File. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0628-173 
TITLE Employee Advisory Committee Files 
DESCRIPTION Correspondence and other documents relating to the Employee Advisory Committee. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0630-173 
TITLE Group Health Insurance Carrier Files 
DESCRIPTION Correspondence and other documents relating to contracts for employee group health insurance. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office for 2 years, transfer to the records center for 8 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0632-173 
TITLE KanElect Enrollment Forms 
DESCRIPTION Form completed by state employees and used to enroll in the KanElect program. 
RETENTION 007 cldr yrs 
COMMENTS Retain in office for 2 years, transfer to the records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0633-173 
TITLE Minutes - Health Care Commission 
DESCRIPTION Proceedings of regular or special meetings of the Health Care Commission. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0636-173 
TITLE Technical Reference Files - Health Promotion 
DESCRIPTION Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
DOA Personnel Office

SERIES ID 0649-173 
TITLE Active Employee Individual Files 
DESCRIPTION Records containing all relevant information and materials concerning employees currently employed by the state in the Department of Administration. 
RETENTION See Comments 
COMMENTS Retain records in the active files until the employee resigns or is terminated, then transfer that file to the Resigned Employee Individual File. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0945-173 
TITLE Applicant Information in Response to Specific Vacancy File 
DESCRIPTION Copies of certified eligible lists, employment summaries, interview notes, postings, and recruitment advertisements, etc. relating to applicant responses for vacant positions. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0650-173 
TITLE Applicant Responses to Registers 
DESCRIPTION Records contain applicant responses to certified registers for civil service positions in the department. Also included are copies of certified registers, expired certified registers and list of eligible 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0993-173 
TITLE Application for Overtime Credit File 
DESCRIPTION Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0947-173 
TITLE Back-Up Information for Personnel Actions File 
DESCRIPTION Records providing documentation and back-up information used to trace the naturalization of a personnel action such as reallocation and terminations. 
RETENTION See Comments 
COMMENTS Once the personnel action is completely final, the file is purged at the discretion of the personnel office who disposes of material that is not needed and retains those documents of importance permanently in the office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1005-173 
TITLE Bargaining Unit Records 
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units and includes grievances filed in those units if the Labor Relations Section was involved in those grievances. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0652-173 
TITLE Copies of Supplementals 
DESCRIPTION Records documenting any exceptions to individual Department of Administration employees pay warrants. They also provide a paper trail to trace any changes that need to be made in warrant amounts. 
RETENTION current 
COMMENTS The Division of Accounts and Reports has the originals of these records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1007-173 
TITLE Dummy Warrant Registers 
DESCRIPTION Bi-weekly computer printouts providing dummies of warrants which are used to check any discrepancies before distributing them to state employees. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0654-173 
TITLE Employee Roster Cards 
DESCRIPTION Files containing one card for each employee, currently employed or resigned, and classified or unclassified. Cards provide a summary of each employees state service. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 
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