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Kansas Records Retention Schedules

Results of Query:

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 

SERIES ID 0655-173 
TITLE Examination Monitors Weekly Time Sheets and Check Sheets 
DESCRIPTION Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site. 
RETENTION 004 cldr yrs 
COMMENTS Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1008-173 
TITLE Layoff Folders 
DESCRIPTION Records documenting layoffs within specific sections or divisions of the Department of Administration. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0656-173 
TITLE Leave Record Cards 
DESCRIPTION Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0657-173 
TITLE Leave Slips 
DESCRIPTION Records document the specific dates and number of hours that a particular employee takes leave. 
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 1009-173 
TITLE Master File #1 - Promotional 
DESCRIPTION Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1010-173 
TITLE Meet and Confer Files 
DESCRIPTION Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1011-173 
TITLE Payroll Transactions File 
DESCRIPTION Records documenting any changes that affect a Department of Administration employee's status. 
RETENTION See Comments 
COMMENTS Transfer to individual personnel file and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0658-173 
TITLE Position Descriptions - Department of Administration 
DESCRIPTION Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0997-173 
TITLE Public Relations Board Files 
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units. 
RETENTION Permanent 
COMMENTS Retain in agency permanently or transfer to the archives. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0659-173 
TITLE Resigned Employee Individual Files 
DESCRIPTION Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service. 
RETENTION See Comments 
COMMENTS Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0660-173 
TITLE Rules and Regulations Booklets 
DESCRIPTION These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes. 
RETENTION See Comments 
COMMENTS Retain permanently in office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1006-173 
TITLE Supplemental Pay Warrants 
DESCRIPTION Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0661-173 
TITLE Weekly Time Reports or Time Sheets and Employee Leave Reports 
DESCRIPTION Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Director's Office

SERIES ID 0946-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies. 
RETENTION 020 cldr yrs 
COMMENTS Retain in office 5 calendar years, transfer to the division's records room for 15 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0637-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0638-173 
TITLE Employee Personnel Files - Microfilm 
DESCRIPTION Micrographic records made of all documents on file for State of Kansas personnel hired before 1983. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0955-173 
TITLE Executive Orders and Directives 
DESCRIPTION Notebooks containing Executive Orders and Executive Directives issued by the Governor to state agencies regarding personnel issues. 
RETENTION 030 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0956-173 
TITLE History Files 
DESCRIPTION Reports, manuals, etc. documenting the existence and history of the Division of Personnel Services. 
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 0640-173 
TITLE Labor Relations Files 
DESCRIPTION Agency and subject files relating to labor relations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0642-173 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0643-173 
TITLE Old Files from the Directors Office 
DESCRIPTION Files containing correspondence notes, and memoranda which document the internal processes and external concerns of the Division of Personnel Services. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0957-173 
TITLE Personnel Policy Letters 
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the director of the Division of Personnel Services to all agencies regarding personnel policy. 
RETENTION 020 cldr yrs 
COMMENTS Retain in office 20 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0644-173 
TITLE Personnel Policy Letters - Agencies 
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the Director of the Division of Personnel Services to all agencies regarding personnel policy. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0646-173 
TITLE SHaRP Implementation Files 
DESCRIPTION Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0958-173 
TITLE Subject Files - Director 
DESCRIPTION Variety of documents relating to the interests of the Division of Personnel Services. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0647-173 
TITLE Subject Files - Director 
DESCRIPTION Documents relating to a variety of internal activities of the Personnel Services Director's Office. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
Division of Personnel

SERIES ID 0648-173 
TITLE Notice of Position Classification and Position Inventories 
DESCRIPTION Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count. 
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 

Agency Number: 173-004
Department of Administration
Personnel Services
Human Resource Mgmt and Diversity

SERIES ID 0662-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interactions between agencies and the Human Resource Management and Diversity Section. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 3 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 0665-173 
TITLE Answer Sheets 
DESCRIPTION Completed answer sheets submitted by applicants at the examination centers. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office for 2 years, transfer to the records center for 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0666-173 
TITLE Applications for Employment - Hard Copy 
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0667-173 
TITLE Certified Register of Eligibility 
DESCRIPTION Register listing persons who have met the required score on the application examination to be eligible for the position specified. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, 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 0668-173 
TITLE Conditional Appointments 
DESCRIPTION Records documenting appointment of conditional employees. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0670-173 
TITLE Correspondence - Routine - Applicant Examination Unit 
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 Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0671-173 
TITLE Delegated Authorities Agreements 
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resource functions. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0672-173 
TITLE Drug Screening Program - Test Results 
DESCRIPTION Individual files relating to the drug tests for an applicant or employee. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0674-173 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0675-173 
TITLE Job Analysis Questionnaire Data 
DESCRIPTION Computer data compiled from a 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 delete. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0676-173 
TITLE Kansas Highway Patrol Trooper Candidate Files 
DESCRIPTION Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol. 
RETENTION See Comments 
COMMENTS Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0677-173 
TITLE Layoff and Re-employment Lists 
DESCRIPTION Documents relating to DA235 layoff cards and lists regarding persons laid off from state service. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 3 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 0678-173 
TITLE Non-Competitive Promotion Examination Log Sheet 
DESCRIPTION KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0680-173 
TITLE Pass-Fail by Name List 
DESCRIPTION KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, 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 0681-173 
TITLE Requests for Selective Certification Registers 
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office 1 year, 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 0682-173 
TITLE SHaRP Transaction Files - Agencies without Terminals and Printers 
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0684-173 
TITLE Subject File - Human Resource Management and Diversity Section 
DESCRIPTION Documents relating to the various activities of the Human Resource Management and Diversity Section. 
RETENTION 008 cldr yrs 
COMMENTS Retain in office for 3 years, transfer to the records center for 5 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 0685-173 
TITLE Technical Files 
DESCRIPTION Documents relating to 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 technical file for an exam when the class is abolished. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0688-173 
TITLE Unclassified Position Files 
DESCRIPTION Records documenting unclassified positions appointed by the Governor. 
RETENTION See Comments 
COMMENTS Retain in file for the duration of the current administration plus 2 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0689-173 
TITLE Validation Study Reports 
DESCRIPTION Records documenting the validation of selection instruments. 
RETENTION See Comments 
COMMENTS Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, 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
Information Services

SERIES ID 1055-173 
TITLE Agency Visits Files 
DESCRIPTION Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1056-173 
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 until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1057-173 
TITLE Central Subject Files - Agency Services and Planned Assistance 
DESCRIPTION Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1058-173 
TITLE Classification Guidelines 
DESCRIPTION Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1059-173 
TITLE Delegated Authorities Agreements File 
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resources functions. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1060-173 
TITLE Hardcopy of Purged KIPPS Data 
DESCRIPTION Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 6 calendar years, then destroy. Transfer employee records to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1061-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system. 
RETENTION 065 cldr yrs 
COMMENTS Transfer to the records center for 65 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1062-173 
TITLE Layoff Actions File 
DESCRIPTION Documents relating to state employees laid off from state civil service. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1063-173 
TITLE SHaRP Computer System Employee Length of Service Data 
DESCRIPTION Record listing the months and days of total time an individual state employee worked for the state of Kansas. 
RETENTION 065 cldr yrs 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1064-173 
TITLE SHaRP Computer System Employee Performance Data 
DESCRIPTION Information gathered from an individual state employee's performance evaluations. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1065-173 
TITLE SHaRP Computer System Employee Personal Data 
DESCRIPTION Data reflecting personal information gathered on an individual state employee. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1066-173 
TITLE SHaRP Computer System Employee Position Related Data 
DESCRIPTION Information gathered on an individual state employee's position attributes. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1067-173 
TITLE SHaRP Computer System Employee Termination and Leave Data 
DESCRIPTION Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1068-173 
TITLE SHaRP Computer System Employee Work History Data 
DESCRIPTION Information gathered on the attributes of positions held by an individual state employee. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1068-173 
TITLE SHaRP Computer System Implementation Files 
DESCRIPTION Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP). 
RETENTION See Comments 
COMMENTS Retain in office until superseded or no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1070-173 
TITLE SHaRP Computer System Set-Up Tables and Related Information Files 
DESCRIPTION Documentation used to set the system table for the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Retain in office until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1071-173 
TITLE SHaRP Computer System State Employee Leave Accrual Data 
DESCRIPTION Data maintained on an individual state employee's leave accrual. 
RETENTION 005 cldr yrs 
COMMENTS Retain in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1072-173 
TITLE SHaRP Computer System State Employee Workers Compensation Data 
DESCRIPTION Information maintained on workers' compensation hours and dollar amounts paid to state employees. 
RETENTION Permanent 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1073-173 
TITLE SHaRP Computer System Transaction Files 
DESCRIPTION Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

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

SERIES ID 0690-173 
TITLE Conditional Appointments - Agencies w/o KIPPS Terminals and Printers 
DESCRIPTION These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment. 
RETENTION 005 cldr yrs 
COMMENTS Retain at off site storage for 4 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0691-173 
TITLE Hardcopy of Purged KIPPS Data 
DESCRIPTION Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda. 
RETENTION 006 cldr yrs 
COMMENTS Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0692-173 
TITLE KIPPS Run Writer's Files 
DESCRIPTION Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs. 
RETENTION See Comments 
COMMENTS These records are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0693-173 
TITLE KIPPS System Access Files 
DESCRIPTION Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database. 
RETENTION See Comments 
COMMENTS Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0694-173 
TITLE KIPPS Transaction Files, Agencies without Terminals and Printers 
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0695-173 
TITLE Layoff and Reemployment Lists for All Agencies 
DESCRIPTION Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies. 
RETENTION 006 cldr yrs 
COMMENTS Retain for 3 years in office files and 3 years at off-site storage. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0696-173 
TITLE Maintenance Requests 
DESCRIPTION Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0697-173 
TITLE Requests for Registers - Selective Certification 
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers. 
RETENTION 3.5 cldr yrs 
COMMENTS Retain at off-site storage for 3 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Learning Services & Orgz Wellness

SERIES ID 0984-173 
TITLE Employee Suggestion and Service Award Files 
DESCRIPTION Records documenting approved and non-adopted suggestions for service awards. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Legal and Labor Relations Section

SERIES ID 0943-173 
TITLE State Self-Insurance Fund Attorney Files 
DESCRIPTION Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0937-173 
TITLE State Self-Insurance Fund Contract Attorneys Billing Files 
DESCRIPTION Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0707-173 
TITLE Workers Compensation (KDHR) Legal Files 
DESCRIPTION Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(25) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0934-173 
TITLE Workers Compensation Legal Files 
DESCRIPTION Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(3),(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

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

SERIES ID 0983-173 
TITLE Annual Report Database 
DESCRIPTION Computer files used to manipulate data and produce documents for the production and publication of the division's annual report. 
RETENTION See Comments 
COMMENTS Retain electronic records until the annual report has been prepared, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0976-173 
TITLE Awards File 
DESCRIPTION Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments. 
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 0962-173 
TITLE Civil Service Board Files 
DESCRIPTION Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0992-173 
TITLE Civil Service Board Memo File 
DESCRIPTION Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0991-173 
TITLE General Surveys 
DESCRIPTION Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations. 
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 0990-173 
TITLE Historical Records of the Civil Service Act 
DESCRIPTION Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer immediately to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0989-173 
TITLE Legislative Research and Information Files 
DESCRIPTION Research compiled for Senate and House bills which may have an impact on agencies. 
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 0988-173 
TITLE Minutes and Orders - Civil Service Board 
DESCRIPTION Original minutes and orders recording the actions of the Kansas Civil Service Board. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0987-173 
TITLE Performance Review System Development Files 
DESCRIPTION Records documenting team meetings, research, and presentation materials compiled by the section. 
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 0986-173 
TITLE Personnel Rules and Regulations File 
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files. 
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 0975-173 
TITLE Research and Development Generated Management Reports 
DESCRIPTION Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force. 
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 0995-173 
TITLE SHaRP Regulation and Revision History Files 
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services. 
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 

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

SERIES ID 0708-173 
TITLE Adverse Actions File 
DESCRIPTION Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay. 
RETENTION 120 days 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4)(25) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0709-173 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0713-173 
TITLE Computer Maintenance Data 
DESCRIPTION Expenditure and telecommunication service requests made for the division. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0714-173 
TITLE Computer System Documentation - KIPPS 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0717-173 
TITLE Historical Rules and Regulations File 
DESCRIPTION Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. This is the only complete set. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0719-173 
TITLE KIPPS Extract Files 
DESCRIPTION Documents and computer data containing ad hoc reports. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0720-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Transfer to records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0718-173 
TITLE Kansas Quality Management (KQM) Files 
DESCRIPTION Variety of documents relating to the planning and implementation of KQM for the agency. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 3 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 0721-173 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0722-173 
TITLE Legislative Research and Information 
DESCRIPTION Research and data obtained for Senate and House bills which may have an impact on agencies. 
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 0725-173 
TITLE Personnel Regulations 
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0726-173 
TITLE Personnel Regulations Research - General 
DESCRIPTION Background information gathered for development of personnel regulations. 
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 0727-173 
TITLE Public Hearing Files 
DESCRIPTION Meeting notes and comments from public hearings on regulation changes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0728-173 
TITLE SHaRP Regulation Revision History Files 
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0729-173 
TITLE SHaRP Set-up Tables and Information 
DESCRIPTION Documentation used to set up system table for the SHaRP system. 
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 0730-173 
TITLE Subject Files - Human Resource Development Unit 
DESCRIPTION Variety of documents relating to the activities of the Human Resource Development unit. 
RETENTION See Comments 
COMMENTS Retain in unit 1 year, transfer to the central files for 5 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 0731-173 
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit 
DESCRIPTION Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business. 
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 0732-173 
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager 
DESCRIPTION Variety of documents relating to the interests and operation of the unit. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0733-173 
TITLE Technical Reference Files 
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 

SERIES ID 0734-173 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
Program and Policy Development Sec.

SERIES ID 0737-173 
TITLE Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information 
DESCRIPTION Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants. 
RETENTION See Comments 
COMMENTS Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0738-173 
TITLE Local Health Officers Cards 
DESCRIPTION Nature and purpose of these records is unknown. 
RETENTION See Comments 
COMMENTS These records are no longer active and are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0739-173 
TITLE Overtime Pay Code File 
DESCRIPTION Records documenting changes in overtime status of various classes and positions. 
RETENTION See Comments 
COMMENTS Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0740-173 
TITLE Program and Policy Development Correspondence File 
DESCRIPTION Routine correspondence file for the program and policy development section. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0741-173 
TITLE Research and Development Generated Management Reports - Div. of Personnel Service 
DESCRIPTION Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force. 
RETENTION See Comments 
COMMENTS Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0742-173 
TITLE Supervisors' Files 
DESCRIPTION Records which are used to document the activities of the Training Development and Coordination section. 
RETENTION See Comments 
COMMENTS After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0743-173 
TITLE Test Exchange Agreement File 
DESCRIPTION Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned. 
RETENTION See Comments 
COMMENTS Retain in the office for as long as the agreement is in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

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

SERIES ID 0744-173 
TITLE Correspondence - Routine 
DESCRIPTION Records documenting interaction between the recruitment section and applicants for employment in the state system. 
RETENTION 002 cldr yrs 
COMMENTS Supersedes general schedule. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0746-173 
TITLE Service Award Files 
DESCRIPTION Files documenting approved and disapproved suggestions for service awards. 
RETENTION 011 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
State Self Insurance Fund

SERIES ID 0999-173 
TITLE Accident Only Files - Closed 
DESCRIPTION Records documenting accidents reported by state employees that do not result in a self-insurance fund claim. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1000-173 
TITLE Attorney's Files 
DESCRIPTION Records documenting claims made by state employees who are represented by an attorney. 
RETENTION See Comments 
COMMENTS Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1012-173 
TITLE Closed Accident Only/Medical/Only of Time Files 
DESCRIPTION Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored. 
RETENTION See Comments 
COMMENTS Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1003-173 
TITLE State Employee Workers' Compensation Investigative Claim Files 
DESCRIPTION Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0994-173 
TITLE State Employee Workers' Compensation Legal Claim Files 
DESCRIPTION Documents relating to workers' compensation claims made by state employees who are represented by an attorney. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID 0978-173 
TITLE Abolished Classes - Microfilm 
DESCRIPTION Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0979-173 
TITLE Abolished Classes Master File 
DESCRIPTION Documents recording the existence and description of abolished job classes. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0966-173 
TITLE Applicant Registration Process File 
DESCRIPTION Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories. 
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 0954-173 
TITLE Applications for Employment - Electronic Copy 
DESCRIPTION Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0977-173 
TITLE Applications for Employment - Skills Registration Hard Copy 
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment. 
RETENTION See Comments 
COMMENTS Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0967-173 
TITLE Assessment Center Materials - Kansas Highway Patrol 
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0968-173 
TITLE Central States Compensation Association Files 
DESCRIPTION Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states. 
RETENTION 050 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0969-173 
TITLE Certified Candidate Pools 
DESCRIPTION Records listing individuals eligible for a particular vacant position. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0971-173 
TITLE Class Specifications File 
DESCRIPTION Documents relating to current class specifications for all Kansas Civil Service classifications. 
RETENTION See Comments 
COMMENTS Retain most current version of specifications in the office, destroy outdated versions as specifications are revised. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0972-173 
TITLE Class Specifications Revision File 
DESCRIPTION Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications. 
RETENTION See Comments 
COMMENTS Retain in office as long as the classification is in existence, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0970-173 
TITLE Classification and Job Rate Studies 
DESCRIPTION Consultant reports and other documentation compiled for the on-going process of classification and job rate studies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0944-173 
TITLE Clerical Study Questionnaire 
DESCRIPTION Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature. 
RETENTION 004 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0965-173 
TITLE Constituent Files 
DESCRIPTION Correspondence received from applicants regarding state civil service employment. 
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 0948-173 
TITLE Current Classes - Microfilm 
DESCRIPTION Current and previous microfilm editions of job classifications in the Kansas Civil Service. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0973-173 
TITLE Current and Abolished Class History Card File 
DESCRIPTION Cards which are used to maintain an ongoing history of actions regarding specific classes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0949-173 
TITLE Fair Labor Standards Act File 
DESCRIPTION Records documenting changes in the overtime status of various classes. 
RETENTION See Comments 
COMMENTS Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0950-173 
TITLE General Survey Files 
DESCRIPTION Retention and other surveys of a general nature conducted on state employees and/or state agencies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0951-173 
TITLE Kansas Highway Patrol Trooper Candidate Files 
DESCRIPTION Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol. 
RETENTION See Comments 
COMMENTS Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0952-173 
TITLE Notice of Vacancy Report File 
DESCRIPTION Weekly reports listing external and internal vacancies available within the state civil service system. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0942-173 
TITLE Re-employment Actions File 
DESCRIPTION Documents relating to re-employment actions of state employees laid off from the state civil service. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0981-173 
TITLE Resume File 
DESCRIPTION Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0996-173 
TITLE Salary Survey Files 
DESCRIPTION Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1001-173 
TITLE Skills Development File 
DESCRIPTION Documents relating to the skills selection process including skills inventories and updates. 
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 0998-173 
TITLE Training and Experience Rating Form 
DESCRIPTION Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1002-173 
TITLE Workforce Report 
DESCRIPTION Annual workforce reports on statewide data and general or specific reports on agency activities. 
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 

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