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Kansas Records Retention Schedules

Results of Query:

Agency Code: 234 (State Fire Marshal)

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Agency Number: 234-001
State Fire Marshal
Administrative Services

SERIES ID 0002-234 
TITLE Fire Investigator Licensing Files 
DESCRIPTION Application and supporting documentation relating to the certification process for a Fire Investigator I or II. 
RETENTION See Comments 
COMMENTS Retain current and previous years active in office while certified. If not recertified, retain 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC subsection 552a 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0003-234 
TITLE Firefighter I and II Recognition Certificate Files 
DESCRIPTION Records documenting a firefighter has been instructed and/or completed recognition as a Firefighter I or II. 
RETENTION See Comments 
COMMENTS Retain paper and electronic format until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC subsection 552a 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0001-234 
TITLE Investigation Files 
DESCRIPTION Records concerning the investigation of suspicious fires: reports, witness lists, photographs, audio-visual tapes, transcripts, statements, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0004-234 
TITLE Kansas Burn Injury Reporting System (KBIRS) 
DESCRIPTION Burn reports sent to State Fire Marshal relating to injuries requiring hospitalization. 
RETENTION See Comments 
COMMENTS Retain either electronic or paper format 5 calendar years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552a 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0005-234 
TITLE Kansas Fire Incident Reporting System (KFIRS) 
DESCRIPTION Carbon copies or electronic format of KFIRS form submitted by a local fire district indicating fire causal, damage, and fire department response. 
RETENTION See Comments 
COMMENTS Retain either electronic or paper format 5 calendar years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0006-234 
TITLE Kansas Insurance Loss Reporting System (KILRS) 
DESCRIPTION Carbon copies or electronic format of KILRS form submitted by insurance companies indicating individual fire cause and loss in excess of $500. 
RETENTION See Comments 
COMMENTS Retain either electronic or paper format 5 calendar years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 234-002
State Fire Marshal
Fire Prevention Division

SERIES ID 0007-234 
TITLE Bottle Rocket Wholesaler Registration 
DESCRIPTION Applications and supporting documentation relating to wholesalers applying to sell bottle rockets. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0008-234 
TITLE Building and Fire Protection Elements Plan Reviews 
DESCRIPTION Code footprints, fire alarm or sprinkler/suppression design review package and supporting documents submitted to the State Fire Marshal to determine compliance with fire prevention standards. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years, then transfer code footprint and compensatory measure if applicable to Facility Inspection/Enforcement Files and retain accordingly, destroy remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0016-234 
TITLE Bulk Fuels and LP Gas Plants Review Files 
DESCRIPTION Applications, diagrams, and plans associated with new, existing, and modified bulk fuel and LP gas facilities which are used to ensure compliance with existing statutes and regulations. 
RETENTION 005 cldr yrs 
COMMENTS Retain paper format 5 calendar years then destroy, retain electronic format until no longer useful then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0009-234 
TITLE Facility Inspection Enforcement Files 
DESCRIPTION Documents and photographs relating to State Fire Marshal inspections and enforcement of codes. 
RETENTION See comments 
COMMENTS Retain 5 calendar years, then retain approvals, code footprint, compensatory measure if applicable, final action, and floor diagrams, and destroy remainder. Retain 10 calendar years then transfer to Archives. Federally funded health care facilities inspections are convenience copy only, KDHE has the record copy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0010-234 
TITLE Fire Protection Systems Licenses 
DESCRIPTION Applications and supporting documentation required for the licensing process for fire protection providers. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0011-234 
TITLE Fireworks Operators Licenses 
DESCRIPTION Applications and supporting documentation required for the licensing process for fireworks operators. 
RETENTION See comments 
COMMENTS Retain 4 calendar years active in office, 8 calendar years inactive in office storage, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS 5 USC subsection 552a 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0017-234 
TITLE Prevention Investigation Files 
DESCRIPTION Follow-ups and supporting documentation relating to fire prevention complaint investigations on facilities, licensed businesses, or individuals. 
RETENTION See comments 
COMMENTS Retain until investigation is complete, then transfer final action documents to Facility Inspection/Enforcement Files and retain accordingly. Retain other documents for 1 calendar year, then destroy. Retain electronic format until no longer useful then destroy. 
DISPOSITION See Comments 
RESTRICTIONS 5 USC 552(a) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

Agency Number: 234-003
State Fire Marshal
Investigation Division

SERIES ID 0012-234 
TITLE Certified Investigator Files 
DESCRIPTION Fire reports sent to State Fire Marshal crediting an investigator for working on a fire. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to Investigation Files and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS 5 USC subsection 552a 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0013-234 
TITLE Explosive Licensing Files 
DESCRIPTION Applications and supporting documentation relating to permits issued for use of explosives, blasters, and storage sites. 
RETENTION See Comments 
COMMENTS Retain until non-renewed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC subsection 552a 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0014-234 
TITLE Investigation Files 
DESCRIPTION Reports, witness lists, photographs, audio-visual tapes, transcripts, statements, etc. relating to the investigation of suspicious fires. 
RETENTION 010 cldr yrs 
COMMENTS Retain electronic format until no longer useful. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0015-234 
TITLE Investigator Training Records 
DESCRIPTION Records of classes investigators have taught and taken as required for certification including credits sent to KS Law Enforcement Training Center. 
RETENTION See comments 
COMMENTS Retain active in office while employed, then transfer to Employee Personnel File. See also Employee Training Records. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 234-004
State Fire Marshal
Hazardous Materials Response Program
Hazardous Materials Response Program

SERIES ID 0023-234 
TITLE Applications to Become a Hazardous Materials Team--Approved 
DESCRIPTION Documents submitted by a prospective hazardous materials team in order to gain approved status, where approval has been given. Documents may include: geographic location, deployment and response time, team membership, equipment and vehicles, capabilities and experience, emergency pre-planning, and insurance. 
RETENTION See comments 
COMMENTS Place in Hazardous Materials Team Files. See Hazardous Materials Team Files. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0022-234 
TITLE Applications to Become a Hazardous Materials Team--Not Approved 
DESCRIPTION Documents submitted by a prospective hazardous materials team in order to gain approved status, where approval has not been given. Documents may include: geographic location, deployment and response time, team membership, equipment and vehicles, capabilities and experience, emergency pre-planning, and insurance. 
RETENTION See comments 
COMMENTS Place in Hazardous Materials Team Files. See Hazardous Materials Team Files. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0021-234 
TITLE Hazardous Materials Operations and Awareness Recognition Files 
DESCRIPTION Records documenting a firefighter has been instructed and/or completed recognition in hazardous materials operations or awareness. 
RETENTION See comments 
COMMENTS Keep until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(a), KSA 45-221(9) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0020-234 
TITLE Hazardous Materials Team Files 
DESCRIPTION Files that contain applications to become a hazardous materials team, completed incident response packets, correspondence, and other related documents. 
RETENTION See comments 
COMMENTS Retain all items related to approved teams permanently in office storage. Retain all items related to not-approved teams until no longer useful, then destroy. 
DISPOSITION See comments 
RESTRICTIONS 5 USC 552(a) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0019-234 
TITLE Incident Response Packet 
DESCRIPTION Documents submitted by hazardous response teams providing complete and accurate reporting of hazardous materials emergency response activities for the purpose of incident documentation and cost recovery. Documents may include: team leader worksheet, team action plan, post incident critique, incident status summary, responsible party information, site safety and health plan worksheet, incident expenditure report, etc. 
RETENTION Permanent 
COMMENTS Place in Hazardous Materials Team Files. See Hazardous Materials Team Files. 
DISPOSITION Office Storage 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0018-234 
TITLE Standard Operating Guidelines 
DESCRIPTION Instructions providing hazardous materials teams with a uniform method of providing accurate and complete reporting of hazardous materials emergency response activities for the purpose of incident documentation and cost recovery. 
RETENTION See comments 
COMMENTS Keep until superseded, then retain one copy permanently, destroy remainder. 
DISPOSITION Office Storage 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 234-005
State Fire Marshal. Boiler Investigation Division

In March, 2013 Gov. Brownback signed S.B.135 transferring the responsibility of enforcing the Kansas Boiler Safety Act, (K.S.A. 44-913 et seq) to the office of the Kansas Fire Marshal. All series under this agency code, (296-009, Industrial Safety and Health Division, were transferred to agency code 234-005, Boiler Inspection Division.


SERIES ID 0114-296 
TITLE Boiler Incidents and Accidents 
DESCRIPTION Emergency inspections of boilers that have malfunctioned. 
RETENTION 21 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-01-24  ; Revised 2013-10-09
K.A.R. NUMBER 53-2-154 

SERIES ID 0115-296 
TITLE Boiler Inspection Reports 
DESCRIPTION Reports documenting periodic commercial boiler inspections conducted by the department to certify that boilers are operating in accordance with safety codes. 
RETENTION 21 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-01-24  ; Revised 2013-10-09
K.A.R. NUMBER 53-2-154 

SERIES ID 0116-296 
TITLE Boiler Registrations 
DESCRIPTION Certificate assigned to each boiler. 
RETENTION 21 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-01-24  ; Revised 2013-10-09
K.A.R. NUMBER 53-2-154 

SERIES ID 0131-296 
TITLE Client Documents 
DESCRIPTION  
RETENTION See Comments 
COMMENTS These are hardcopy records? Retain in office for the time case is active, transfer to project site for 3 years then destroy by erasing. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2013-10-09
K.A.R. NUMBER 53-2-070 

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