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Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-004 (Department of Administration. Personnel Services)
Subagency: Human Resource Mgmt and Diversity

Page 1 of 1 showing 20 records of 20 total, starting on record 1



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 

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