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Kansas Records Retention Schedules

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Agency Code: 175 (Kansas Housing Resources Corporation)

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Agency Number: 175-001
Kansas Housing Resources Corporation
Administration

Formerly Department of Commerce and Housing, Division of Housing.


SERIES ID 0001-175 
TITLE Emergency Repair Program (ERP) Files 
DESCRIPTION Documents including applications, correspondence, pictures, bids, fiscal information, and vouchers. 
RETENTION See Comments 
COMMENTS Retain 2 years in office, then transfer to the state records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0034-175 
TITLE Financial Statements 
DESCRIPTION Quarterly and annual financial statements, adjusting entries and workpapers. 
RETENTION 008 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0002-175 
TITLE Financing Adjusting Factor (FAF) Loan Files 
DESCRIPTION Documents including correspondence, agreements, payment vouchers, and financial data. 
RETENTION See Comments 
COMMENTS Retain 25 years in office, then transfer to the state records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0003-175 
TITLE Grant Files - Emergency Shelter Grant Program 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications, contracts, agreements, & annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0004-175 
TITLE Grant Files - Rental Rehabilitation Program 
DESCRIPTION Variety of documents dealing with applications for federally funded grants and the implementation of those awarded. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0006-175 
TITLE Interim Development Loan Files 
DESCRIPTION Documents including correspondence, agreements, payment vouchers, and financial data. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0007-175 
TITLE Kansas Accessibility Modification Program (KAMP) Files 
DESCRIPTION Documents including checklists, applications, correspondence, pictures, bids, fiscal information, and vouchers. 
RETENTION See Comments 
COMMENTS Retain 2 years in office, then transfer to the state records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0008-175 
TITLE Minutes - Governor's Commission on Housing 
DESCRIPTION Proceedings of regular or special meetings of the committee. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0009-175 
TITLE Program Histories 
DESCRIPTION Original documents and/or written descriptions describing or relating to the nature and history of a given program. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0010-175 
TITLE State Housing Trust Fund Notice of Fund Availability (NOFA) Files 
DESCRIPTION Documents including correspondence, agreements, payment vouchers, and financial data. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0035-175 
TITLE Vouchers - Payment 
DESCRIPTION Vouchers used to order and pay for goods and services including DA forms 100 thru 109, and DA-120. 
RETENTION 008 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 5 fiscal years, then destroy. Supersedes the general schedule. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0036-175 
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 008 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 5 fiscal years, then destroy. Supersedes the general schedule. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 175-002
Kansas Housing Resources Corporation
Homeownership

SERIES ID 0012-175 
TITLE Cost Analysis Program Files 
DESCRIPTION Documents related to funded individuals including checklist, applications, income and asset verification, project setup report, home inspections and reports, lead-based paint notice, appraisal, purchase contract, affidavits, Housing and Urban Development (HUD) statements, mortgage, project completion report, etc. 
RETENTION See Comments 
COMMENTS Retain until closed/no longer active or no longer useful, then transfer to the state records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS HUD regulations; 24 CFR part 92.508 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0013-175 
TITLE First Time Homebuyer Grantee Files 
DESCRIPTION Documents related to funded individuals including checklist, applications, income and asset verification, project setup report, home inspections and reports, lead-based paint notice, appraisal, purchase contract, affidavits, Housing and Urban Development (HUD) statements, mortgage, project completion report, etc. 
RETENTION See Comments 
COMMENTS Retain until closed/no longer active or no longer useful, then transfer to the state records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS HUD regulations; 24 CFR part 92.508 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-002
Kansas Housing Resources Corporation
Homeownership
Homeowner Rehabilitation

SERIES ID 0014-175 
TITLE Homeowner Rehabilitation Grantee Files 
DESCRIPTION Documents including award letters, state grantee contracts and amendments, federal compliance reports, applications, quarterly reports, monitoring reviews, correspondence, photographs and diagrams, income demographics, work descriptions, payments, and code and inspection compliance reports. 
RETENTION See Comments 
COMMENTS Retain until closed/no longer active or no longer useful, then transfer to the state records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS HUD regulations; 24 CFR part 92.508 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services

SERIES ID 0015-175 
TITLE Grant Files - Emergency Shelter Grant Program 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services
Community Services Block Grant (CSBG)

SERIES ID 0016-175 
TITLE Community Services Block Grant (CSBG) Program Files 
DESCRIPTION Documents including original signed grant and application, notice of awards, payments, monthly and quarterly reports, correspondence, audits and monitoring reports. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS 45-221(a)(30) 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services
Emergency Shelter Grant (ESG)

SERIES ID 0017-175 
TITLE Emergency Shelter Grant (ESG) Program Files 
DESCRIPTION Documents including grant agency check list, original signed grant award, correspondence, performance reports, payments, reimbursement request and submitted Continuum of Care applications. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS 45-221(a)(30) 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-003
Kansas Housing Resources Corporation
Housing with Support Services
Weatherization

SERIES ID 0018-175 
TITLE Weatherization Program Files 
DESCRIPTION Documents including original signed grant, monthly status reports, monthly financial reports, payments to grantees, and correspondence for all Department of Energy (DOE), Low Income Energy Assistance Program (LIEAP), Residential Appliance Replacement (RAR) program, and State Energy Efficient Appliance Replacement Program (SEEARP) grants. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications, annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS 45-221(a)(30) 
APPROVED 2010-07-15 
K.A.R. NUMBER 53-2-163 

Agency Number: 175-004
Kansas Housing Resources Corporation
Asset Management

SERIES ID 0037-175 
TITLE Section 8 Project Files 
DESCRIPTION Contract administration files for HUD Section 8 properties. Information contained in the files includes project information, Management and Occupancy Reviews (MORs), Affirmative Fair Housing Marketing Plans, tenant file reviews, physical inspections, management statements, rent schedules, budget worksheets, special claims, Reserve for Replacements (RERs), vacancy notices, Housing Assistance Payment (HAP) Vouchers, original budget requisitions, and budget requisition revisions. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the project, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(30); 5 USC 552a 
APPROVED 2008-07-17 
K.A.R. NUMBER 53-2-156 

Agency Number: 175-004
Kansas Housing Resources Corporation
Asset Management
Asset Management Unit
Section 8 Housing

SERIES ID 0022-175 
TITLE Special Claims Files 
DESCRIPTION Documents relating to claims filed against HUD, through KHRC, by organizations, companies, individual, or tenants regarding the rehabilitation of housing properties. Information in the files can include but are not limited to: claim form, memorandums, correspondence, project summary, and cost specifications. 
RETENTION See Comments 
COMMENTS Retain 5 years after resolution, then destroy by shredding. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(30) 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-004
Kansas Housing Resources Corporation
Asset Management
Financial

SERIES ID 0023-175 
TITLE Contract Renewal Records 
DESCRIPTION Documents detailing property contract renewals. 
RETENTION See Comments 
COMMENTS Retain 3 years in office, then transfer to the state records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(30); 5 USC 552a 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0024-175 
TITLE Rent Adjustment Records 
DESCRIPTION Documents detailing property rent adjustments. 
RETENTION See Comments 
COMMENTS Retain 3 years active in office, then transfer to the state records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(30); 5 USC 552a 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing

SERIES ID 0033-175 
TITLE Community Housing Development Organization (CHDO) Files 
DESCRIPTION Files including certification, allocations, and backup documentation. 
RETENTION 26 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS 24 CFR 92.508 
APPROVED 2005-10-13 
K.A.R. NUMBER 53-2-144 

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Housing Tax Credit

SERIES ID 0025-175 
TITLE Tax Credit Compliance Files 
DESCRIPTION Documents including management records, tax records, complaints, agreements, waivers, requests, 8609 and 8823 forms, procedures contractual documents and covenants. 
RETENTION See Comments 
COMMENTS Retain 3 years in office, then transfer to the state records center for 27 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0026-175 
TITLE Tax Credit Records 
DESCRIPTION Documents including developmental or architectural plans, applications, Restricted Use Covenants (RUCs), rents, financial records. 
RETENTION See Comments 
COMMENTS Retain 15 years in office, then transfer to the state records center for 15 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Private Activity Bonds

SERIES ID 0027-175 
TITLE Tax Exempt Bond Financing 
DESCRIPTION Documents including tax records, bond records, developmental and architectural plans, financial records, Restricted Use Covenants (RUCs), agreements and applications. 
RETENTION See Comments 
COMMENTS Retain 15 years in office, then transfer to the state records center for 15 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Rental Housing Development
Tenant-Based Rental Assistance (TBRA)

SERIES ID 0028-175 
TITLE HUD Project Set-up Files 
DESCRIPTION Files relating to HUD projects which received funding through KDOCH. Documents included in the files are: application summary, award letters, grant agreement, correspondence, Set-up Reports, signature forms, Request for Release of Funds (RROF), Categorical Exclusion Status Statement, and Affidavits of Publication. 
RETENTION See Comments 
COMMENTS Retain 5 years after the completion of the project, transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Rental Housing Enhancement Fund (RHEF)

SERIES ID 0030-175 
TITLE Rental Housing Enhancement Fund Records 
DESCRIPTION Documents including loan or grant records and financial records of developers. 
RETENTION See Comments 
COMMENTS Retain 15 years in office, then transfer to the state records center for 15 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 175-006
Kansas Housing Resources Corporation
Rental Housing
Tenant Based Rental Assistance (TBRA)

SERIES ID 0031-175 
TITLE Federal Deposit Insurance Corporation (FDIC) Files 
DESCRIPTION Documents including monthly and annual reports from FDIC, copies of financial documents, correspondence, and annual compliance reports from property owners. 
RETENTION See Comments 
COMMENTS Retain 3 years in office, then transfer to the state records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0032-175 
TITLE Housing and Urban Development (HUD) Home Tenant Based Rental Assistance (TBRA) Files 
DESCRIPTION Documents including grant award, tenant setup records, signature forms, correspondence and income verification. 
RETENTION See Comments 
COMMENTS Retain 5 years after end of program then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

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