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Kansas Records Retention Schedules

Results of Query:

Agency Code: 450-002 (Kansas Lottery. Finance and Administrative Services Division)

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Agency Number: 450-002
Kansas Lottery
Finance and Administrative Services Division

SERIES ID 0033-450 
TITLE Accounts Receivable Calculation Reports 
DESCRIPTION Computer reports summarizing all the lottery ticket sales transactions made by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0034-450 
TITLE Adjustments Journal 
DESCRIPTION Computer printouts listing the manual adjustments made to retailer accounts due to changes or errors. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0037-450 
TITLE Cash Disbursement Winners Journal 
DESCRIPTION Computer printouts listing the checks sent out the holders of winning lottery tickets of $25.00 or less. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0174-450 
TITLE Casino-Daily Reports 
DESCRIPTION PDF files with daily reports from the casino activity. 
RETENTION 3 fisc years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0171-450 
TITLE Casino-Invoicing Tool 
DESCRIPTION Spreadsheet application file with daily net revenues and distribution calculations. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0173-450 
TITLE Casino-Monthly Reports 
DESCRIPTION PDF files with the monthly summary of casino activity. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0172-450 
TITLE Casino-Recipt Log 
DESCRIPTION Spreadsheet application file with daily deposits and vouchers that give a cash balance. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0170-450 
TITLE Casino-Vouchers 
DESCRIPTION PDF files with vouchers for casino distributions. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0169-450 
TITLE Casino-Weekly Reports 
DESCRIPTION PDF files with the weekly summary of casino activity. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0038-450 
TITLE Check Register Summary 
DESCRIPTION Computer generated reports detailing and summarizing on a monthly basis the imprest fund which allows the Kansas Lottery to use a local bank account for payment to holders of winning lottery tickets. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0039-450 
TITLE Claims Processed Report 
DESCRIPTION Internal control worksheet used to verify claims processed the previous day. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0040-450 
TITLE Claims Working Papers 
DESCRIPTION Log sheets, winners listing, and other documents relating to the settlement of claims filed by individual winners. 
RETENTION 006 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0045-450 
TITLE Daily Accounts Receivable Records 
DESCRIPTION Documents related to collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS Pertains to both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0046-450 
TITLE Daily Game/Transaction Summary Reports 
DESCRIPTION Computer printouts summarizing all the different games and sales transactions made on a daily basis. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0047-450 
TITLE Daily Mid-Tier Records 
DESCRIPTION Computer printouts listing all the holders of winning lottery tickets of over $25.00 up to $600.00 which is generated on a daily basis. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0048-450 
TITLE Daily Pack Maintenance Records 
DESCRIPTION Computer printouts used to monitor daily the locations of all the packs of game tickets for inventory management purposes. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0049-450 
TITLE Daily Perpetual Inventory Records 
DESCRIPTION Computer printouts used to monitor daily the amount of all the different game tickets for inventory management purposes. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0050-450 
TITLE Debit and Credit Memos 
DESCRIPTION Record documenting the nature and purpose of debit or credit memos issued to retailers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0054-450 
TITLE Draw Games Working Papers 
DESCRIPTION Variety of documents relating to the lottery draw games such as Powerball, Pick 3 and Cash Lotto. 
RETENTION 006 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0058-450 
TITLE Game Warehouses Reconciliation Records 
DESCRIPTION Computer printouts related to inventory management to ensure accountability for lottery game tickets stored in warehouses. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0059-450 
TITLE General Ledger Entry Processing Report 
DESCRIPTION Computer printout listing the components posted to the electronic general ledger from the game system and maintained for accounting purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0060-450 
TITLE General Ledgers - Annual 
DESCRIPTION General records maintained by the agency of financial receipts and expenditures normally used to monitor, manage, and verify annual agency budgets and prepare financial statements. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0061-450 
TITLE General Ledgers - Monthly 
DESCRIPTION General records maintained by the agency on monthly financial receipts and expenditures normally used to monitor, manage, and verify agency budget and prepare financial statements. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0064-450 
TITLE Instant Star Payment by Prize Amount Report 
DESCRIPTION Computer printouts generated for reconciliation with the Claims Processed Report. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0070-450 
TITLE Lotto Liability Reports 
DESCRIPTION Computer reports listing the amounts for which the Kansas Lottery could be liable for payments on winning tickets in on-line games such as Lotto America. 
RETENTION See Comments 
COMMENTS Retain summary reports in both hard and electronic copy 3 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0071-450 
TITLE Mid-Tier Journals 
DESCRIPTION Computer printouts listing all the holders of winning lottery ticket of over $25.00 up to $600.00. 
RETENTION See Comments 
COMMENTS Retain summary reports on both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0072-450 
TITLE Multi State Lottery Association (MUSL) Powerball Draw Reports 
DESCRIPTION Report received from MUSL detailing participating states lottery ticket sales figures, number of winners and balance sheets. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0076-450 
TITLE Online Problem Tickets and Logs Report 
DESCRIPTION Internal control report produced to monitor tickets that had some problem during the sales transaction to ensure that retailers receive proper credit. 
RETENTION See Comments 
COMMENTS Retain until the external audit is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0077-450 
TITLE Online Validation Tape Load Balance Report 
DESCRIPTION Computer printout listing the online sales amounts, produced to ensure the hard copy reconciles with the computer tape. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0082-450 
TITLE Powerball Sales Report 
DESCRIPTION Computer printout listing the daily Powerball sales, maintained for reconciliation purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0083-450 
TITLE Prize Claim Forms - 20 Year Annuities 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money paid out through 20 year annuities. 
RETENTION See Comments 
COMMENTS Retain 7 calendar years after last payment, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0084-450 
TITLE Prize Claim Forms - Hi-Tier 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts $600.00 and greater. 
RETENTION See Comments 
COMMENTS Retain 7 calendar years after the expiration of game, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0085-450 
TITLE Prize Claim Forms - Low-Tier 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts under $25.00. 
RETENTION See Comments 
COMMENTS Retain until current annual audit had been completed by Legislative Post Audit, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0086-450 
TITLE Prize Claim Forms - Mid-Tier 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts between $25.00 and $599.00. 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years after the expiration of game, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0095-450 
TITLE Regional Inventory Balancing Report 
DESCRIPTION Internal control form submitted by regional offices listing the daily inventory changes, used to verify inventory totals. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0096-450 
TITLE Retailer Daily Sales Journal 
DESCRIPTION Computer printouts relating to the daily accounting to the Kansas Lottery of all the lottery ticket sales transactions of retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0098-450 
TITLE Retailers Electronic Funds Transfer Tape and Invoice Report 
DESCRIPTION Computer printouts detailing the weekly electronic banking transactions from retailers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0099-450 
TITLE Retailers Invoices and Statements 
DESCRIPTION Invoice signed by retailer staff acknowledging the receipt of lottery tickets from the Kansas Lottery. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0100-450 
TITLE Returns Journal 
DESCRIPTION Computer printouts listing the lottery tickets returned to the agency by retailers for credit on their accounts. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0104-450 
TITLE Sales Revenue Journal 
DESCRIPTION Computer printouts listing the sales transactions and the game numbers of lottery tickets sold by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0108-450 
TITLE Settlement to Invoice Reconciliation Report 
DESCRIPTION Internal control work sheet comparing the settlement of instant tickets toward retailer invoices on the general ledger posting and created as an internal control mechanism for reconciliation purposes. 
RETENTION See Comments 
COMMENTS Retain until the end of the game and subsequent audit, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0109-450 
TITLE System Sales Snapshot Report 
DESCRIPTION Computer printout listing the daily on-line ticket sales. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0113-450 
TITLE Ticket Returns by Game Records 
DESCRIPTION Computer printouts relating to the specific game tickets returned to the agency for a variety of reasons by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0114-450 
TITLE Ticket Returns by Warehouse Records 
DESCRIPTION Computer printouts listing all tickets in the warehouses which had been returned for various reasons by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0115-450 
TITLE Ticket Validation Journal 
DESCRIPTION Computer printouts used to verify the numbers of winning lottery tickets. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0119-450 
TITLE Warrant Check Register - Daily 
DESCRIPTION Computer printouts generated listing daily the warrant checks issued to the holders of winning lottery tickets. 
RETENTION See Comments 
COMMENTS Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0120-450 
TITLE Warrant Check Registers - Numerical 
DESCRIPTION Computer printouts listing all checks made out to the holders of winning lottery tickets by the check number. 
RETENTION See Comments 
COMMENTS Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0121-450 
TITLE Winners Monetary Lists 
DESCRIPTION Computer printouts of the holders of winning lottery tickets and the prize payments awarded to them. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

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