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Kansas Records Retention Schedules

Results of Query:

Agency Code: 565-005 (Department of Revenue. Division of Vehicles)

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Agency Number: 565-005
Department of Revenue
Division of Vehicles

SERIES ID 0198-565 
TITLE Commercial Drivers' License skills test scores 
DESCRIPTION Score sheets for individuals' commercial drivers' licenses (CDL) exams. Includes information regarding applicant's name, driver's license number, vehicle information, tag number, and examiner's name. 
RETENTION 003 yrs from date of exam 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(9) 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0051-565 
TITLE Traffic Violations (Non-Serious) 
DESCRIPTION Documents used to verify and record court convictions for moving traffic violations submitted to the Department of Revenue by law enforcement agencies. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-10-12 
K.A.R. NUMBER 53-2-152 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Dealer Licensing Bureau

SERIES ID 0022-565 
TITLE 30-Day Vehicle Registration Permit 
DESCRIPTION Copies of documents issued in lieu of motor vehicle registration tags to individuals by either the county treasurer or the vehicle dealers. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0025-565 
TITLE Auction Sales Reports 
DESCRIPTION Reports received by the Department of Revenue and used to report all sales of motor vehicles through auctions. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0027-565 
TITLE Daily Ledger Forms 
DESCRIPTION Documents related to collection of payments due the agency from various sources including: license fees, permits, salesman license fees, civil penalties, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0042-565 
TITLE New and Used Dealer Monthly Sales Reports 
DESCRIPTION Reports on all new and used vehicle sales submitted to the Department of Revenue by dealers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0052-565 
TITLE Used/Salvage Monthly Reports 
DESCRIPTION Reports of sold or salvaged out vehicles submitted to the Department of Revenue by dealers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0053-565 
TITLE Vehicle Dealer Bond 
DESCRIPTION Surety bonds required to be filed with the Department of Revenue by all vehicle dealers before the license is issued in order to ensure payment of taxes. 
RETENTION See Comments 
COMMENTS Retain for 2 years after cancellation, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Driver Control Bureau

SERIES ID 0172-565 
TITLE Dismissed Notices of Driver Suspension 
DESCRIPTION Officer's certification and notice of driver suspension documents which have been reviewed and administratively dismissed by the department. 
RETENTION See Comments 
COMMENTS Retain paper copy 1 calendar year, electronic copy until first annual cycle purge, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(a) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0048-565 
TITLE Suspension of Driving Privileges for Routine Offenses 
DESCRIPTION Documents relating to the suspension of driving privileges by the Department of Revenue and some courts. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0049-565 
TITLE Suspension of Driving Privileges for Serious Offenses 
DESCRIPTION Documents relating to the suspension of driving privileges primarily by the DOR for serious traffic habitual offenders which include: orders of suspension and associated documents and correspondence. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0050-565 
TITLE Traffic Accident Reports 
DESCRIPTION Reports of traffic accidents submitted to the Department of Revenue by law enforcement agencies which contain description of accident, names of those involved, vehicle identification, etc. 
RETENTION See Comments 
COMMENTS Destroy hard copy after microfilming. Retain microfilm 4 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Driver License Examination Bureau

SERIES ID 0029-565 
TITLE Driver License Permits 
DESCRIPTION Driving permits produced by the driver license examining stations and issued for six months to persons learning to operate specific vehicles. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions KSA 74-2012 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0030-565 
TITLE Drivers' License Applications 
DESCRIPTION Copies of application forms relating to drivers' licenses issued or reissued for the driver license examining stations. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA (a)(1)(6)(9), 5 USC Sec. 522a 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0031-565 
TITLE Drivers' License Examiner's Daily Worksheet 
DESCRIPTION Documents recording the names of people applying for a driver's license prepared by the driver license examining stations. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Motor Carrier Services Bureau

SERIES ID 0187-565 
TITLE Apportioned Registration Refunds 
DESCRIPTION Notarized form completed by carrier to request refund or unused registration fees when vehicle meets statutory requirement to allow refund (Form # MCS-105). 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 4 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0026-565 
TITLE Audit Work Papers 
DESCRIPTION Documents relating to Kansas based carriers showing miles operated in the states for which the carrier operates, compared to mileages shown on the application for apportioned registration. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0188-565 
TITLE Central Permits - Escrow Refunds 
DESCRIPTION Refunding Escrow Account deposits when account is closed. Uses 819 series vouchers. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0189-565 
TITLE Central Permits Daily Reports & Financial Revenue Adjustments (FRJ) Reports 
DESCRIPTION Daily deposit records to maintain Escrow Accounts FRJ reports related to the daily work for itemized accounting of funds to be transferred to the appropriate state agency. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0190-565 
TITLE Financial Revenue Adjustments (FRJ) transfer records 
DESCRIPTION Accounting records to transfer funds collected in the central permit electronic accounting database for permits for over size, over weight, KCC authority and KS Registration purchases and monthly transfer of fees owed to INK for internet subscription fees. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0035-565 
TITLE International Registration Plan Mileage Records 
DESCRIPTION Applications (MCS-1) for apportioned registration for Kansas based carriers who are no longer in business, with supplements (MCS-66) and other supporting documents. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0036-565 
TITLE International Registration Plan Referral Audits 
DESCRIPTION Audit summary of foreign based carriers who are apportioned with Kansas with audit summary forms from other International Registration Foreign jurisdictions. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0037-565 
TITLE International Registration Plan Transmittals and Recaps - Other States 
DESCRIPTION Documents used to show the Kansas based carriers, names, account numbers, number of vehicles, weights, percentages and fees due Kansas. Some information is sent to other states who are members. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0191-565 
TITLE Iternational Registration Plan (IRP) Clearing House Distribution 
DESCRIPTION Monthly accounting records of fees distributed via vouchers and clearing house to other jurisdictions for registration fees and audit adjustments collected by Kansas. Invoices monthly accounting records of Iternational Registration Plan (IRP) refunds, non-sufficient funds (NSF) checks, daily deposits to Iternational Registration Plan (IRP), etc. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0192-565 
TITLE Iternational Registration Plan (IRP) Validated Invoices 
DESCRIPTION Payments recorded by fiscal process into the Kansas Apportioned International Registration (KAIR) System for accounting purposes on the carriers Iternational Registration Plan (IRP). Accounts includes reports to verify the data obtained via Kansas Department of Revenue (KDOR) budget system. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0039-565 
TITLE Motor Carrier Property Tax Bill Supporting Documentation 
DESCRIPTION Records regarding specific Kansas Motor Carrier Property Tax bills. Documents include MC Tax computation worksheets (handwritten), PV-MC-35 (internal memorandum form), PV-MC-26 (notice), tax warrant. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0045-565 
TITLE Property Tax Bill 
DESCRIPTION Records regarding specific Kansas Motor Carrier Property Tax bills. Information contains the name, address, KCC Identification Number of the Motor Carrier, number of units of tractors, trailers, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0193-565 
TITLE Western Union Payments 
DESCRIPTION Voided checks regarding electronic checks created in error, payments from carriers sent via western union for Iternational Registration Plan (IRP) accounts recievable. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year, 3 fiscal years inactive storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Title and Registration

SERIES ID 0194-565 
TITLE Heavy Use Forms 
DESCRIPTION Copy of customer's receipt showing Federal Heavy Use Tax Paid. Federal Form 2290. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years. This is a convenience copy. The record copy is kept by the federal government. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-2012 and 18 USC subsection 2721 et. seq. (Federal Driver's Privacy Protec 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0195-565 
TITLE Secured Power of Attorney 
DESCRIPTION Secured Power of Attorney forms used by vehicle dealers. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Titles and Registration

SERIES ID 0024-565 
TITLE Antique Tag Applications - Personalized Combinations 
DESCRIPTION Applications (TR-200) and supporting documentation relating to personalized combination registration plates for antique vehicles 35 years old or older. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Titles and Registration, Bureau of

SERIES ID 0054-565 
TITLE Vehicle Title, Registration, and Property Tax Certification Documents 
DESCRIPTION Copies of documents used by counties to apply for title, register, or refund taxes for vehicles - forwarded to department for quality control check. Includes TR 150, 200, and 210. 
RETENTION See Comments 
COMMENTS Retain until quality control checks completed, then destroy. Note: copies of these documents are retained by counties under local records schedule - also, information entered into agency computer. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-005
Department of Revenue
Division of Vehicles
Titles and Registrations

SERIES ID 0023-565 
TITLE Amateur Radio Operator Tag Applications 
DESCRIPTION Applications for special motor vehicle registration tags submitted by amateur radio operators. 
RETENTION See Comments 
COMMENTS Retain until after expiration/cancellation, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0028-565 
TITLE Drive Away Plate Applications 
DESCRIPTION Applications for drive away motor vehicle registration plates used by garages, transporters of non-owned vehicles, etc. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0032-565 
TITLE Ex-Prisoner of War Tag Applications 
DESCRIPTION Applications and supporting documentation submitted by ex-prisoners of war for special motor vehicle registration tags. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0034-565 
TITLE Handicapped Plate/Placard Applications and Disabled Veteran Plate Applications 
DESCRIPTION Applications by disabled military veterans and other handicapped person to obtain wheelchair symbol placards or distinctive motor vehicle registration plates. 
RETENTION See Comments 
COMMENTS Retain until close of 3 year issuance cycle, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0038-565 
TITLE Junked/Cancelled Titles 
DESCRIPTION Kansas motor vehicle titles which have been cancelled by other states or "junked" by the owners and cannot be retitled. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0040-565 
TITLE Motor Vehicle Title Applications - Incomplete 
DESCRIPTION Applications for motor vehicle titles received by the Department of Revenue which are lacking the proper documentation or signature as required by law. 
RETENTION See Comments 
COMMENTS Retain until completed, then microfilm and destroy hard copy. Retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0041-565 
TITLE National Guard Plate Applications 
DESCRIPTION Applications by National Guard members for distinctive motor vehicle registration plates. 
RETENTION See Comments 
COMMENTS Retain until after reissuance of a new cycle, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0043-565 
TITLE Notice of Security Interest Forms 
DESCRIPTION Notice of security interest forms (TR-730) filed by lending institutions to ensure lien reflected on motor vehicle registration titles. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0044-565 
TITLE Personalized License Plate Applications 
DESCRIPTION Applications (TR-200) made for personalized motor vehicle registration plates with supporting documentation. 
RETENTION See Comments 
COMMENTS Retain until close of 5 year registration cycle, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0046-565 
TITLE Special Interest Plate Applications 
DESCRIPTION Applications (TR-200) and supporting documentation for special interest motor vehicle registration plates for vehicles 20 years or older and are for collectors with collectors' numbers on them. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0047-565 
TITLE Stop Title Orders 
DESCRIPTION Documents indicating reasons for computer file "stop" on title issuance for specific vehicle with title applications, correspondence, and other supporting documents. 
RETENTION See Comments 
COMMENTS Retain until stop is released, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions KSA 45-221(a)(10) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

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