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Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-020 (Department of Administration. Information Systems & Communications)
Subagency: Bureau of Administrative Services

Page 1 of 1 showing 30 records of 30 total, starting on record 1



Agency Number: 173-020
Department of Administration
Information Systems & Communications
Bureau of Administrative Services

SERIES ID 0854-173 
TITLE A T & T Equipment Billing File 
DESCRIPTION Records documenting the monthly equipment and service charges to each state agency from A T & T. 
RETENTION See Comments 
COMMENTS Retain until replacement equipment has been purchased, transfer to the records center for 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0855-173 
TITLE Agency Equipment Purchase File 
DESCRIPTION Copies of vouchers and supporting documentation relating to the purchases of telephone equipment made by state agencies. 
RETENTION 010 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0856-173 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
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 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0857-173 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0858-173 
TITLE Certificate of Participation File 
DESCRIPTION Records documenting the administration of certificates of participation and purchases made with certificates of participation money. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0859-173 
TITLE Certificates of Participation Payment Records 
DESCRIPTION Records documenting the receipt of equipment, permission to proceed with payment, and payment schedules. 
RETENTION See Comments 
COMMENTS Retain individual file for 2 years after the last payment date. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0861-173 
TITLE Contracts for Equipment and Technical Services 
DESCRIPTION Contracts between DISC and vendors regarding the provision of equipment and technical services to the state of Kansas. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0862-173 
TITLE Correspondence - Routine 
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 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0864-173 
TITLE DISC Payment Vouchers 
DESCRIPTION Copies of documents used to order and pay for goods and services : DA forms 100 thru 109 and DA 120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0865-173 
TITLE DISC Systems Development Time Reports 
DESCRIPTION Hardcopy records documenting DISC charges to state agencies for systems development services. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. This series is now part of the KOMAND billing. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0863-173 
TITLE Directory File 
DESCRIPTION Records documenting the development of the state agency directory information for Southwestern Bell and KANS-A-N telephone directories. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0866-173 
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 1986-07-31 
K.A.R. NUMBER 53-2-086 

SERIES ID 0867-173 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0868-173 
TITLE Inventory of Services and Equipment File 
DESCRIPTION Computer printout listing the services and equipment used by state agencies and leased from Southwestern Bell. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0869-173 
TITLE KOMAND File - Microfiche 
DESCRIPTION Microfiched records which document the IBM KOMAND billings and equipment rental to all state agencies for IBM computer services. 
RETENTION 020 fisc yrs 
COMMENTS Retain microfiche 20 fiscal years to satisfy federal auditing requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0870-173 
TITLE Monthly Accounting Reports 
DESCRIPTION Monthly computer printouts generated and received by the Administrative Services Bureau which deal with internal accounting information. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0871-173 
TITLE Monthly Billing Reports - DISC 
DESCRIPTION Monthly computer printouts providing detail regarding the billing of agencies for DISC services. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0872-173 
TITLE Overtime Logs 
DESCRIPTION Logs documenting overtime worked by individual employees on a daily, weekly, or monthly basis. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0873-173 
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 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0874-173 
TITLE Program Documentation/Source Code Listing 
DESCRIPTION Records documenting, in human-readable form, the description of computer programs that are on computer disk used for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain as long as relevant data is preserved. Once the computer program function has ceased, save the paper documentation for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0875-173 
TITLE Requests for Services from Systems Development 
DESCRIPTION Completed, pre-printed forms documenting work requested from and work performed by the Systems Development section of DISC. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0876-173 
TITLE Requests for Services from Systems Development 
DESCRIPTION Completed pre-printed forms documenting work requested from and work performed by the Systems Development Section of DISC. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0877-173 
TITLE Systems Development Correspondence File 
DESCRIPTION Records documenting general correspondence between the assistant deputy director of Systems Development and others concerning the set up of computer systems. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0878-173 
TITLE Systems Development Timekeeping Report 
DESCRIPTION Reports used by the assistant director of the Systems Development Section to monitor programmers' time spent on the various projects. 
RETENTION 002 cldr yrs 
COMMENTS Billing data similar to reports kept on COM microfiche (KOMAND billing file). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0879-173 
TITLE Telephone Billing Records 
DESCRIPTION Computer printouts and "4 x 8" billing cards which document toll charges to state agencies by Southwestern Bell and A T & T. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0880-173 
TITLE Telephone Billing Records 
DESCRIPTION Completed, pre-printed forms and related documents summarizing telephone bills (line charges and services charges) of state agencies. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0881-173 
TITLE Telephone Billing Records 
DESCRIPTION Micrographic record of billing information from all KANS-A-N calls made by state agencies. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0882-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. 
RETENTION 020 fisc yrs 
COMMENTS Microfiche, then retain hard copy in office 1 fiscal year, transfer to the records center for 1 fiscal year, then destroy. Retain microfiche 20 fiscal years to satisfy federal auditing requirements, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0883-173 
TITLE Timesheets - DISC 
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 See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0884-173 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

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