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Kansas Records Retention Schedules

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Agency Code: 709 (Kansas Water Office. )

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Agency Number: 709-001
Kansas Water Office

SERIES ID 0001-709 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0002-709 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0003-709 
TITLE Administrative Office Files 
DESCRIPTION Official copy of a variety of documents relating to all agency policies, activities, and concerns maintained in a central subject file. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0004-709 
TITLE Annual Reports - Kansas Water Authority 
DESCRIPTION Annual reports to the governor and legislature containing recommendations on the implementation of the State Water Plan. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0005-709 
TITLE Basin Advisory Committee Files - Basin Planners 
DESCRIPTION Variety of documents maintained by individual basin planners relating to Basin Advisory Committees in their assigned areas. 
RETENTION See Comments 
COMMENTS Transfer original documents to "Basin Advisory Committees - Central Files" (see Kansas Water Authority, 709-02) and retain accordingly. Retain remainder until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0006-709 
TITLE Basin Advisory Committees - Central Files 
DESCRIPTION Variety of documents relating to activities of the twelve river Basin Advisory Committees that are composed of water users and provide advice to the Water Authority and Water Office on basin planning. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0007-709 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0008-709 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0009-709 
TITLE Burton Task Force Files - Geologist 
DESCRIPTION Variety of documents relating to a state task force investigation of oil and gas contamination of water resources near Burton, Kansas: reports, notes, correspondence, copies of minutes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0011-709 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0012-709 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda relating to the policies and activities of the Kansas Water Authority. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0013-709 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda pertaining to fiscal and accounting issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0014-709 
TITLE Data Files 
DESCRIPTION Reports, maps, correspondence, and other documents containing data on floods, groundwater, streamflow, and other water related issues maintained as reference material to support agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0015-709 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0016-709 
TITLE Equal Employment Opportunity Grievance Files 
DESCRIPTION Documents related to discrimination charges concerning employment made against an agency and subsequent investigations. 
RETENTION See Comments 
COMMENTS Retain 5 years after grievance is settled, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) & (25) 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0017-709 
TITLE Equal Employment Opportunity Plans 
DESCRIPTION Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0018-709 
TITLE Implementation Files--State Water Plan 
DESCRIPTION Documents related to agency efforts to monitor the implementation of various components of the State Water Plan. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0019-709 
TITLE Industrial Water Use Files 
DESCRIPTION Copies of water use reports and related documents pertaining to Water Office verification of industrial water use report data and analyses of industrial water use efficiency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original industrial water use reports and copies of all related documents are filed with the Board of Agriculture - Division of Water Resources. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0020-709 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0021-709 
TITLE Irrigation Water Use Files 
DESCRIPTION Copies of water use reports and related documents pertaining to Water Office verification of irrigation water use report data and analyses of irrigation water use efficiency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original irrigation water use reports and copies of all related documents are filed with the Board of Agriculture - Division of Water Resources. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0022-709 
TITLE Kansas Water Data Committee Files 
DESCRIPTION Correspondence, notes, meeting agendas, and other documents relating to the activities of an inter-agency committee that examined the availability of water data in Kansas. 
RETENTION See Comments 
COMMENTS Obsolete series. Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0023-709 
TITLE Ledgers - General 
DESCRIPTION General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. 
RETENTION 003 fisc yrs 
COMMENTS This series includes only internal documents. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0024-709 
TITLE Library Card Catalog Database 
DESCRIPTION Computer database that provides access to the library holdings by subject, title, or author. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Library Materials." 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0025-709 
TITLE Library Materials 
DESCRIPTION Wide variety of published materials relating to water issues maintained for convenience of reference. 
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 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0026-709 
TITLE Meeting Materials - Kansas Water Authority 
DESCRIPTION Copies of meeting minutes, agendas, memoranda, and other documents distributed at Kansas Water Authority meetings. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Minutes - Kansas Water Authority." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0027-709 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Formal agreements reached between state, local, and/or federal agencies. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0028-709 
TITLE Minutes - Kansas Water Authority 
DESCRIPTION Proceedings of regular or special meetings of the Kansas Water Authority. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0029-709 
TITLE Municipal Water Conservation Plans 
DESCRIPTION Plans and supporting correspondence relating to water use efficiency and drought contingency plans submitted for Water Office approval by municipalities interested in accessing a new water supply. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0030-709 
TITLE Municipal Water Rate Files 
DESCRIPTION Copies of current municipal water rates submitted by municipalities that file water use reports maintained by the Water Office to facilitate the effort to ensure efficient use of water in the state. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0031-709 
TITLE Municipal Water Use Files 
DESCRIPTION Copies of water use reports and related documents pertaining to Water Office verification of municipal water use report data and analyses of municipal water use efficiency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original municipal water use reports and copies of all related documents are filed with the Board of Agriculture - Division of Water Resources. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0032-709 
TITLE Oil and Gas Committee Files - Geologist 
DESCRIPTION Variety of documents related to the activities of a committee responsible for creating public and private sector cooperation on the issue of oil and gas contamination of water resources. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0033-709 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0034-709 
TITLE Photographic and Video Materials 
DESCRIPTION Slides, videotapes, and audio cassettes used for public presentations on water related issues. 
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 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0035-709 
TITLE Photographs - Geologist 
DESCRIPTION Photographs and slides of floods, streams, rivers, and other geologic features in the state of Kansas. 
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 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0036-709 
TITLE Property Disposition Records - Non-Expendable 
DESCRIPTION Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0037-709 
TITLE STARS Reports: Daily Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0038-709 
TITLE STARS Reports: Monthly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0039-709 
TITLE STARS Reports: Yearly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0040-709 
TITLE State Water Plan Fund Files 
DESCRIPTION Documents related to the Water Office's administration of the distribution of State Water Plan Fund monies to other state agencies: appropriations bills, subcommittee reports, cash flow data, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0041-709 
TITLE Stream Aquifer Interaction Studies 
DESCRIPTION Documents relating to studies of the interaction between a stream system and the ground water that supplies the system used by basin planners in the effort to regulate stream flow. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0042-709 
TITLE Subject Files - Basin Planners 
DESCRIPTION Correspondence, reports, publications, and other documents relating to basin planning issues and activities maintained by individual basin planners. 
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 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0043-709 
TITLE Subject Files - Fiscal Office 
DESCRIPTION Reports, publications, correspondence pertaining to fiscal and accounting issues maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0044-709 
TITLE Subject Files - Geographic Information Systems (GIS) Coordinator 
DESCRIPTION Variety of documents, maintained by the state GIS coordinator, relating to the activities of the GIS Policy Board, an interagency board responsible for establishing state GIS coordination policies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0045-709 
TITLE Subject Files - Geologist 
DESCRIPTION Correspondence, reports, memoranda, and other documents pertaining to the activities of the Water Office geologist. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0046-709 
TITLE Subject Files - Research and Data 
DESCRIPTION Reports, published materials, and other documents pertaining to water use, water conservation, and other issues of interest to the research & data unit maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0047-709 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA form 25 (Request for Out of State Travel) and various internal documents. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Travel and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0049-709 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109, and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0048-709 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0050-709 
TITLE Water Marketing Files 
DESCRIPTION Billings and correspondence related to contracts for the sale of water under the Water Marketing and Water Assurance Programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0051-709 
TITLE Water Research Needs Committee Files 
DESCRIPTION Variety of documents relating to the activities of a defunct inter-agency committee responsible for studying the extent and possible duplication of water research conducted by state government. 
RETENTION See Comments 
COMMENTS Obsolete series. Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

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