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Kansas Records Retention Schedules

Results of Query:

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

Page 1 of 1 showing 19 records of 19 total, starting on record 1



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COMMENTS Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging.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 

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