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Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-010 (Department of Administration. Division of Purchases)

Page 1 of 1 showing 23 records of 23 total, starting on record 1



Agency Number: 173-010
Department of Administration
Division of Purchases

SERIES ID 0830-173 
TITLE 46's Real Estate Lease Agreements 
DESCRIPTION Records containing pre-printed forms, correspondence, and requests to lease documenting contractual agreements for leasing space or buildings for state use. 
RETENTION See Comments 
COMMENTS Retain in central files while agreement is active. After agreements becomes inactive, retain for 1 year in office then transfer to off-site storage for 4 years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0831-173 
TITLE Annual Bonds - Current and Expired 
DESCRIPTION Records documenting signed bonds sent to the state by vendors guaranteeing 5 percent of their bid if vendor forfeits an award. 
RETENTION See Comments 
COMMENTS Retain active bonds in the central files until they are inactive; retain expires bonds in the central files for 1 year then for 4 years in off-site storage, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0832-173 
TITLE Bidders Applications 
DESCRIPTION Pre-printed forms which are returned by vendors as a request that their business be placed on the state vendor list. 
RETENTION See Comments 
COMMENTS Retain in the office until records are transferred to the deletion files of bidders applications. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0833-173 
TITLE Consulting Contracts 
DESCRIPTION Contracts with consultants for state purposes. 
RETENTION 015 fisc yrs 
COMMENTS Retain records for 5 years in office files, then send the records to accessible storage for 10 years, then selectively dispose when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0834-173 
TITLE Contract Vendor Awards 
DESCRIPTION Supplemental documents for one contracting officer's purchases from vendors. 
RETENTION 002 fisc yrs 
COMMENTS Retain records for the current year in office files, 1 year at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0835-173 
TITLE Contracts - Architecture 
DESCRIPTION Documents regarding services rendered to the state by architectural firms. 
RETENTION 010 cldr yrs 
COMMENTS Retain records for 5 years in office then 5 years at off-site storage. After transfer to the archives, purging can be done by the archives staff with review by the Division of Purchases. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0836-173 
TITLE Contracts - Food Service 
DESCRIPTION Documents regarding the contracting of food services for state entities. 
RETENTION See Comments 
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0837-173 
TITLE Contracts - Open-End 
DESCRIPTION Records documenting on-going transactions for supplies, services and equipment. These are flexible contracts: all agencies may acquire goods from vendors by using this agreement. 
RETENTION See Comments 
COMMENTS Retain in the central filing area until the contract expires and for 1 year after expiration, then transfer to off-site storage for 4 years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0838-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records containing correspondence to and/or from the director of the Purchase division. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office files for 5 years then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0839-173 
TITLE Current Open-End Contracts - Pharmaceuticals 
DESCRIPTION Records documenting the on-going transactions and include correspondence, bids, contracts, and awards for pharmaceutical supplies, services and equipment. 
RETENTION See Comments 
COMMENTS These are the original documents for purchases, not copies. Retain in the office until the records are no longer current, then transfer to off-site storage for 4 years and until destruction is approved by the Attorney General's office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0840-173 
TITLE Currently Active Computerized Food Purchase Items 
DESCRIPTION Documents regarding the state purchases of food for state entities. 
RETENTION See Comments 
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0842-173 
TITLE DA-110's Disposition of Property 
DESCRIPTION Pre-printed forms documenting property traded-in during the purchase of other equipment. 
RETENTION 006 fisc yrs 
COMMENTS Retain records in office for 2 fiscal years then for 4 years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0843-173 
TITLE Deletion Files of Bidders Applications 
DESCRIPTION Records documenting the deletion of bidders applications and correspondence from the bidders applications files to inactive deletion files. 
RETENTION See Comments 
COMMENTS After removal from the bidders applications file retain for 5 years in the office as deletion files of bidders applications, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0844-173 
TITLE Energy Files 
DESCRIPTION Files documenting a special project on energy done by the Division of Purchases. 
RETENTION 015 cldr yrs 
COMMENTS Retain records in office for 5 years then 10 years at off-site storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0845-173 
TITLE Expired Bond Listing 
DESCRIPTION List of expired bonds. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0846-173 
TITLE Informational Circulars 
DESCRIPTION Records of departmental and divisional formal policy statements issued by the Department of Administration or the Division of Purchases. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0847-173 
TITLE Monetary Guarantee Receipts and Ledgers 
DESCRIPTION Records containing receipts from vendors to acknowledge receipt of monetary guarantee and ledgers of returned monetary guarantee receipts. 
RETENTION 006 fisc yrs 
COMMENTS Retain for 2 fiscal years in office files and 4 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0848-173 
TITLE Official Records of the Committee on Surety Bonds and Insurance 
DESCRIPTION Records documenting the operation of the Committee on Surety Bonds and Insurance containing correspondence, minutes, contracts, policies, bids and surety bonds. 
RETENTION 015 cldr yrs 
COMMENTS Retain for 5 years in the office and then transfer to accessible off-site storage for 10 more years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0849-173 
TITLE Purchase Requests - Internal 
DESCRIPTION Completed, pre-printed forms used to record the actual purchases of equipment, services and supplies. 
RETENTION 006 fisc yrs 
COMMENTS Retain records for 3 fiscal years in office, then 3 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0850-173 
TITLE Quotations 
DESCRIPTION Records documenting one-time purchases by state entities. Also contains requests for bids, pre-bid specifications, bids, tab sheets, and all returned bids. 
RETENTION 005 fisc yrs 
COMMENTS Retain current year plus 2 months from the date of closing in the central filing area, then to off-site storage for 3 years and 10 months, and then selectively dispose when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1985-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0851-173 
TITLE Reading Files 
DESCRIPTION Copies of correspondence sent to vendors, agencies, and other entities from the Purchases division. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office for 5 years then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0852-173 
TITLE Small Business Files 
DESCRIPTION Special project correspondence concerning the business that the state does with small businesses. 
RETENTION 015 cldr yrs 
COMMENTS Retain in office for 5 years then for 10 years at off-site storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0853-173 
TITLE Vouchers - Purchase 
DESCRIPTION Records documenting agency requests for equipment, services, and supplies. 
RETENTION 006 fisc yrs 
COMMENTS Retain for 3 fiscal years in office, 3 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

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