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Kansas Records Retention Schedules

Results of Query:

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

Page 1 of 1 showing 22 records of 22 total, starting on record 1



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 

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