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Kansas Records Retention Schedules

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Agency Code: 276-033 (Kansas Department of Transportation. Office of Civil Rights)

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Agency Number: 276-033
Kansas Department of Transportation
Office of Civil Rights

The Office of Civil Rights is part of KDOT's Division of Administration (276-003).


SERIES ID 0153-276 
TITLE Contract Compliance Reviews 
DESCRIPTION Contractor-provided documentation used to support reporting requirements of Title VI, Davis Bacon, Equal Employment Opportunity (EEO) assurances, and non-discrimination practices. Records include applicant logs, subcontractor agreements for EEO, hours worked, employees, recruitments, job advertisements, benefit packages, and Form 259-Request for Subcontractor Approval.  
RETENTION See comments 
COMMENTS Cut off at end of fiscal year. Retain in office for 3 fiscal years after cutoff. Send summary reports, in paper format, to the Federal Highway Administration (FHWA), then destroy both paper and electronic records. Data is input to electronic database and stored on a server to create report. Server backup is performed using CommVault software and data protection strategies. Summary reports are maintained at the federal level. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(45) 
APPROVED 2012-07-26 
K.A.R. NUMBER 53-2-173 

SERIES ID 0154-276 
TITLE Inactive (Dead) Disadvantaged Business Enterprise (DBE) Files  
DESCRIPTION Documents provided by contractors applying for DBE certification, including those that were denied for not meeting criteria; graduated out of program eligibility; dissolved the business; or no longer wish to be certified. Records include business and personal tax filings, articles of incorporation, net worth forms, and affidavit of ownerships forms. Also includes certified letters sent to contractors informing them of certification status.  
RETENTION See comments 
COMMENTS Cut off closed case files at end of fiscal year, retain in office for 3 years and transfer to storage for 6 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 79-3234, K.S.A. 45-221(a)(45) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0155-276 
TITLE On-the-Job Training (OJT) and Disadvantaged Business Enterprise (DBE) Supportive Files 
DESCRIPTION Files related to programs designed to support the funding of the external training programs for OJT and DBE.  
RETENTION See comments 
COMMENTS Cut off at end of fiscal year, retain in office for 2 fiscal years after cutoff, transfer to storage for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(30) 
APPROVED 2012-07-26 
K.A.R. NUMBER 53-2-173 

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