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Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-006 (Department of Administration. Office of Facilities and Property Management)

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Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management

SERIES ID 1078-173 
TITLE Waiting Lists - State Parking Lots / Garages 
DESCRIPTION Waiting lists for state employees year round and Legislative Services during session, for parking spaces in the state lots and garages. 
RETENTION Retain until superseded, then destroy or delete 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-07-18 
K.A.R. NUMBER 53-2-177 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Building and Grounds Services

SERIES ID 0766-173 
TITLE Alphabetical Files 
DESCRIPTION Miscellaneous records which document the functions and activities of building and grounds personnel. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal of the building. Purge documents which are mo longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0767-173 
TITLE Architectural Drawings Files 
DESCRIPTION Records consisting of architectural drawings for state buildings and grounds. The drawings are contained in flat files. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building or until no longer useful, then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0768-173 
TITLE Budgets for Building and Grounds Services 
DESCRIPTION Bound copies of fiscal year budgets for building and grounds services. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0770-173 
TITLE Building Data Files 
DESCRIPTION Records which document services and or equipment purchases made for specific Capitol Complex buildings. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal of the building, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0771-173 
TITLE Building Plans 
DESCRIPTION Records which document the design, planning, and drawing of state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of building, then transfer to state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0772-173 
TITLE Capitol Complex Engineer's Files 
DESCRIPTION Records which document projects under the direction of the Capitol Complex engineer. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building, then transfer to state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0773-173 
TITLE Construction Projects 
DESCRIPTION Records documenting any special projects for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building, and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0774-173 
TITLE Contracts 
DESCRIPTION Records which document the purchase of services, equipment, and products by Building and Grounds Services for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage area for 3 years after the contract expires, then dispose. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0775-173 
TITLE Contracts - Current 
DESCRIPTION Records which document the purchase of products and services used by building and grounds. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0776-173 
TITLE Contracts - Special 
DESCRIPTION Records which document the purchase of goods, products, and services for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until contract is terminated and is no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0769-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
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 0777-173 
TITLE Leave Slips 
DESCRIPTION Pre-printed forms documenting leave for building and grounds employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0778-173 
TITLE Original-As-Built Drawings for State Office Building 
DESCRIPTION Records which consist of architect's and engineer's drawings for the State Office Building. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building and then transfer drawings to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0779-173 
TITLE Plan Holds 
DESCRIPTION Records consisting of prints of drawings or plans for buildings and grounds. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal if the building and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0780-173 
TITLE Purchase Requests - Internal 
DESCRIPTION Records which document purchases made by Building and Grounds. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0781-173 
TITLE State Office Building Commission Files 
DESCRIPTION Records which document the activities of the State Office Building Commission. 
RETENTION See Comments 
COMMENTS The State Office Building Commission was incorporated into the Capitol Area Complex. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0782-173 
TITLE Supervisor's Daily Reports 
DESCRIPTION Completed, pre-printed forms, kept by the supervisors, which document the daily activities of each employee, including the building or facility where the employee worked during a defined timeframe. Electronic spreadsheets to track employee time and location of work. 
RETENTION See Comments 
COMMENTS Retain paper forms until entered into the electronic spreadsheet and the entry is checked, then destroy; retain the electronic spreadsheets for 3 fiscal years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS  
APPROVED 2008-07-17 
K.A.R. NUMBER 53-2-156 

SERIES ID 0784-173 
TITLE Vacant Position Files 
DESCRIPTION Records which provide a description of Building and Grounds employment vacancies, plus any and all applicant information. 
RETENTION See Comments 
COMMENTS Retain in office storage for 3 years or as long as legal action is pending. This file was started in 1982. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Mail Service

SERIES ID 0785-173 
TITLE Postage Meter Records 
DESCRIPTION Documents regarding the purchase of postage from the United States Postal Service. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Motor Pool

SERIES ID 0786-173 
TITLE Accident Files 
DESCRIPTION Documents pertaining to accidents involving state motor pool vehicles. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0787-173 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0788-173 
TITLE Billing File 
DESCRIPTION Documents regarding the use of the central motor pool by state agencies. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0789-173 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0790-173 
TITLE Gasoline Sales Billings 
DESCRIPTION Documents concerning all service station sales made by the Central Motor Pool to state agencies having their own vehicles. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0791-173 
TITLE Motor Pool Vehicle Gas Tickets 
DESCRIPTION Documents recording fuel costs for Central Motor Pool vehicles. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office for 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0792-173 
TITLE Payment Voucher Files - Office Copies 
DESCRIPTION Copies of vouchers recording payments made by the Central Motor Pool. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0793-173 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0794-173 
TITLE Vehicle Files 
DESCRIPTION Documents recording the history of each motor pool vehicle. 
RETENTION See Comments 
COMMENTS Retain in office for the life of the vehicle in state service plus 1 calendar year after the sale of the vehicle, transfer to the records center for 1 calendar year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0795-173 
TITLE Vehicle Registration Records 
DESCRIPTION Computer printouts and payment vouchers relating to vehicle registration fees paid by state agencies for agency owned vehicles. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

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