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Kansas Records Retention Schedules

Results of Query:

Agency Code: 553-001 (Kansas Racing and Gaming Commission. Administration)

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Agency Number: 553-001
Kansas Racing and Gaming Commission
Administration

SERIES ID 0067-553 
TITLE Background Investigations - Employee 
DESCRIPTION Application and supporting documentation relating to individuals applying for a position at the Racing and Gaming Commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4),(10) KSA 22-4707, KSA 74-8804(o) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0066-553 
TITLE Background Investigations - Racing Track 
DESCRIPTION Application and supporting documentation relating to an individual applying for a position at a racing track facility. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10), KSA 22-4707, KSA 74-8804(o) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0058-553 
TITLE Board Packets 
DESCRIPTION Agenda, minutes, background information, etc. relating to meetings of a board or commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0068-553 
TITLE Breed Awards and Purse Supplements 
DESCRIPTION Documents relating to the distribution of breed awards and purse supplements and maintained for accountability purposes. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0055-553 
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 archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0056-553 
TITLE Clippings Files 
DESCRIPTION Newspaper clippings compiled regarding agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0069-553 
TITLE Complaint Files 
DESCRIPTION Complaint form submitted to either the racing judge or steward or to the Kansas Racing and Gaming Commission regarding alleged violations of state laws or regulations and subsequent decisions made by the judge or steward or by the Commission. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

SERIES ID 0053-553 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0052-553 
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 See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0070-553 
TITLE Hearing Files 
DESCRIPTION Hearings conducted by the Kansas Racing and Gaming Commission resulting from investigations of alleged misconduct or violations of the Kansas parimutuel racing act. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

SERIES ID 0059-553 
TITLE Hearing and Meeting Transcripts and Electronic Media Recordings 
DESCRIPTION Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0001-553 
TITLE Judge's Reports 
DESCRIPTION Documents relating to the commission's effort to monitor performances and conduct at each dog racing facility: judge's daily reports, official results charts, and racing programs. 
RETENTION 003 cldr yrs 
COMMENTS Retain 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2009-10-21 
K.A.R. NUMBER 53-2-161 

SERIES ID 0075-553 
TITLE Kansas Whelped Program - Greyhound Registration 
DESCRIPTION Kansas Whelped Program-related documents, including registration application files (application, copies of checks, etc.) and related correspondence. 
RETENTION 12 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(14), (30) and (49), K.S.A. 75-3520 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0074-553 
TITLE Kansas-Bred Program - Horse Registration 
DESCRIPTION Kansas Bred Program-related documents including mare and stallion registration application files (application, Kansas-bred certificate, national breed certificate, check copies, etc.) and related correspondence. 
RETENTION 25 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(14), (30) and (49), K.S.A. 75-3520 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0054-553 
TITLE Litigation Files 
DESCRIPTION Documents relating to lawsuits involving alleged violations of the Kansas Parimutuel Racing Act. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10) & (25) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0002-553 
TITLE Parimutal Reports 
DESCRIPTION Computer printout detailing parimutual wages and payouts at each racing facility and maintained for convenience of reference. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0057-553 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10A, DA-21 series, DA-171-177, DA-251thru 262. 
RETENTION 003 fisc yrs 
COMMENTS This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0003-553 
TITLE Simulcast - Liability Summary 
DESCRIPTION Computer printout reporting the amounts wagered (handled) and amounts paid out (breakage) on bets placed at the track facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-102 

SERIES ID 0004-553 
TITLE Simulcast - Outs Summary 
DESCRIPTION Computer printout reporting uncashed winning tickets purchased at track facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-102 

SERIES ID 0005-553 
TITLE Simulcast - Price Report 
DESCRIPTION Computer printout reporting the prices of the payoffs on winning tickets purchased at the track facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-102 

SERIES ID 0006-553 
TITLE Steward's Reports 
DESCRIPTION Documents relating to the commission's effort to verify and monitor performances and conduct at each horse racing facility: steward's daily reports, official results charts, and racing programs. 
RETENTION 003 cldr yrs 
COMMENTS Retain 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2009-10-21 
K.A.R. NUMBER 53-2-161 

SERIES ID 0007-553 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0008-553 
TITLE Vehicle Operation Records 
DESCRIPTION Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

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