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Kansas Records Retention Schedules

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Agency Code: 521 (Department of Corrections)

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Agency Number: 521-001
Department of Corrections
Central Office

SERIES ID 0069-521 
TITLE AIDS Information 
DESCRIPTION Documents and publications relating to the education and training of employees and inmates on the AIDS virus. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0188-521 
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 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0281-521 
TITLE Accounts and Reports Run Documents 
DESCRIPTION Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0001-521 
TITLE Accreditation Records 
DESCRIPTION Documents related to periodic accreditation of the penal institution's). 
RETENTION See Comments 
COMMENTS Retain until re-accreditation is complete, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0060-521 
TITLE Affirmative Action Records 
DESCRIPTION Routine documents related to compliance with Affirmative Action guidelines: training logs, job applicant interview records, EEO reports, notes, correspondence, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0068-521 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0308-521 
TITLE Architectural Plans, Drawings, Maps, and Specifications 
DESCRIPTION Records documenting physical plant of facilities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0051-521 
TITLE Assignment Log 
DESCRIPTION A record of hours and projects completed by past information systems and research employees. 
RETENTION See Comments 
COMMENTS Obsolete record series--destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0524-521 
TITLE Attorneys' Working Files 
DESCRIPTION Working papers used or prepared by staff attorneys regarding litigation. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(25)&(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0047-521 
TITLE Audit Reports - Special 
DESCRIPTION Results of audits conducted by Department of Corrections auditor on specific internal projects. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0006-521 
TITLE Bond Issuance Records 
DESCRIPTION A Correctional facility actual bond issuance document: land description, trust documents, etc. 
RETENTION See Comments 
COMMENTS Retain until bond is paid off plus 3 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0273-521 
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 Transfer to the State Archives for purging of duplicate materials. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0272-521 
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 
COMMENTS Transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0035-521 
TITLE CETA - Vocational Training Program Financial Records 
DESCRIPTION Financial reports and materials used to operate the CETA-Vocational Training Program: order vouchers, correspondence, interfund orders, worksheets, monthly disbursement records, etc. 
RETENTION 005 fisc yrs 
COMMENTS CETA records are subject to retention requirements in the Code of Federal Regulations: 20 CFR 676.35 et seq. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0092-521 
TITLE Capital Improvement Plans - Five Year 
DESCRIPTION Five year construction plans from each Kansas penal institution for outlining future projects and goals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0476-521 
TITLE Capital Improvement Project Files 
DESCRIPTION Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0041-521 
TITLE Capital Improvement Projects - Monthly Reports of 
DESCRIPTION Reports submitted by institutions regarding progress of ongoing projects and evaluations of completed projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0091-521 
TITLE Capital Improvement Projects - Preliminary Reports 
DESCRIPTION Preliminary reports issued by the Department of Corrections on construction projects under consideration. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(33) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0019-521 
TITLE Civil Rights and Civil Service Cases 
DESCRIPTION Wide variety of documents related to civil service and civil rights cases against the Department of Corrections: complaints & grievances, dispositions, interrogations, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 5 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(4)(11) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0073-521 
TITLE Community Correction County Files 
DESCRIPTION Documents and related material on county community correction programs and activities as monitored and evaluated by the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0074-521 
TITLE Community Correction County Plans 
DESCRIPTION Records regarding Kansas counties participating in the Community Correction program: correspondence, budget summaries, program proposals, etc. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0055-521 
TITLE Computer Programming - General 
DESCRIPTION Records which provide computer mapping for accounting, banking and payroll systems in the main computer bank: diagrams, computer printouts, record layouts. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0477-521 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0007-521 
TITLE Contracts - Communication/Information Systems 
DESCRIPTION Legal agreements with individuals and organizations regarding purchases of communication/information systems equipment and services. Includes all associated documents, eg. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0008-521 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda dealing exclusively with litigated cases and lawsuits. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0085-521 
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 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0054-521 
TITLE Criminal Justice Coordinating Council - General 
DESCRIPTION Documents relating to the Criminal Justice Coordinating Council meetings: minutes, agendas, testimony, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0052-521 
TITLE Data Processing and Program Files 
DESCRIPTION Documents used as reference for programming the Department of Corrections main computer system: charts, diagrams, instructions, etc. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0100-521 
TITLE Disciplinary Action Files 
DESCRIPTION Documents related to inmate disciplinary cases. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 5 calendar years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0067-521 
TITLE Electronic Data Systems Summaries 
DESCRIPTION Computer printouts of the Electronic Data Systems summaries. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0005-521 
TITLE Employee Background Investigations 
DESCRIPTION Investigation documents on an applicants personal background. Note: correctional volunteers are also included. 
RETENTION See Comments 
COMMENTS Retain in conjunction with either "Employment Applications-Not Hired," "Employee Personnel Records," or "Volunteer Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0478-521 
TITLE Employee Grievances and Complaints - General 
DESCRIPTION Documents related to complaints and grievances against the Department of Corrections supervisors: correspondence, official disciplinary actions, actual complaints and grievances, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0110-521 
TITLE Employee Information Cards 
DESCRIPTION Information in abstract form relating to individual employees: name, title, address, social security number, date of employment, fingerprints, etc. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Employee Personnel Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0316-521 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc. 
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 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0328-521 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and other similar or supporting documents and materials. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0521-521 
TITLE Employee Property Claim Files - Special Legislative 
DESCRIPTION Documents relating to Department of Corrections employees filing property loss claims over $500 and submitted to the Legislature for reimbursement of damaged goods. 
RETENTION See Comments 
COMMENTS Transfer to the individual Employee Personnel File and retain accordingly. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0337-521 
TITLE Employee Rosters - Security 
DESCRIPTION A listing of all security personnel. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0501-521 
TITLE Employee Security Files 
DESCRIPTION Documents relating to individual employee performance and personal problems within the facility: positive and negative performances, sexual harassment problems, physical confrontation reports, etc. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure, then merge with "Employee Personnel Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0325-521 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0090-521 
TITLE Employee Training Booklets - Parole 
DESCRIPTION Materials related to instructing and training parole officers: parole supervisor training, volunteer training and orientation booklet, etc. 
RETENTION See Comments 
COMMENTS Retain originals until no longer useful, then transfer to the State Archives. Destroy published copies. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0037-521 
TITLE Employee Training Files - Legal 
DESCRIPTION Documents related to training institution lawyers and Correctional Officers in the area of law and the enforcement thereof. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0089-521 
TITLE Employee Training Files - Medical and Mental Health Care 
DESCRIPTION Documents related to the medical and mental health training seminars and workshops provided for Department of Corrections employees. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0088-521 
TITLE Employee Training Files - Personnel 
DESCRIPTION Documents covering a wide range of training material. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0061-521 
TITLE Employment Application Assessment Forms 
DESCRIPTION Documented evaluations of interviewees by interviewers--used for termination, promotion and, demotion decisions. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0468-521 
TITLE Equal Employment Opportunity Annual Report Records 
DESCRIPTION Records used to compile annual reports for the Equal Opportunity Office: applicant assessment, exit interview forms, monthly employment reports, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0063-521 
TITLE Equal Employment Opportunity Audit Reports 
DESCRIPTION An annual audit done by the state EEO office to verify and approve the Department of Corrections EEO program and related activities: EEO training, recruitment procedures, complaint procedures, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0062-521 
TITLE Equal Employment Opportunity/Affirmative Action Complaints and Grievances 
DESCRIPTION Documents related to EEO and AA complaints and grievances against Department of Corrections: investigation report, correspondence, state EEO reporting procedures, disciplinary action taken, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0108-521 
TITLE Evidence Articles 
DESCRIPTION Physical evidence confiscated during an investigation by the central office investigator: liquor, guns, scissors, knives, stolen material, fans, bloody clothes, basketballs, etc. 
RETENTION See Comments 
COMMENTS Retain until legal section receives court approval for disposition of articles, then contact the State Archives for appraisal and disposition instructions. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0107-521 
TITLE Evidence Log 
DESCRIPTION Records of evidence confiscated during investigations: description of item, date received, type of case, case number, suspect room location, inmate name and number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0086-521 
TITLE Execution Files 
DESCRIPTION Records related to executions and individuals executed in Kansas. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0298-521 
TITLE Expungement Records 
DESCRIPTION Purged inmate information sealed from all disclosure. 
RETENTION See Comments 
COMMENTS Place in sealed envelope and retain, then transfer to the State Archives with other inmate files. 
DISPOSITION Archives 
RESTRICTIONS KSA 21-4619 et seq. 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0022-521 
TITLE Extradition Case Files 
DESCRIPTION Extradition requests issued by the Department of Corrections to other states: extradition requests, memos, letters, transfer papers, SRDC evaluations, etc. 
RETENTION See Comments 
COMMENTS Obsolete record series, immediately transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 &45-221(a)(11)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0002-521 
TITLE Fire and Safety Records 
DESCRIPTION Records regarding maintenance and inspections of Department of Correction penal institutions for fire, health, safety and other related issues. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years, then destroy, except for certification required by regulations to remain on file perpetually-retain these documents until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0036-521 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the State Archives, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0023-521 
TITLE Inmate Correspondence Files - Non-Routine 
DESCRIPTION Filed correspondence sent or received by inmates which is unusual or suspect. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0024-521 
TITLE Inmate Grievance Files - Central Office 
DESCRIPTION Dispositions, court proceedings, correspondence, etc. relating to grievances and complaints filed by inmates against the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0487-521 
TITLE Inmate Incident Report Records 
DESCRIPTION Records related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0070-521 
TITLE Inmate Medical Health Programs Management Review Records 
DESCRIPTION Documented monthly reports evaluating mental and medical health treatment programs in Kansas Penal institutions. 
RETENTION See Comments 
COMMENTS Obsolete record series - transfer to the State Archives, immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0523-521 
TITLE Inmate Property Claim Files - Special Legislative 
DESCRIPTION Documents relating to property loss claims over $500 filed by Department of Corrections inmates and submitted to the Legislature for reimbursement of damaged goods. 
RETENTION See Comments 
COMMENTS Retain until decision is reached plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0072-521 
TITLE Inmate Substance Abuse Reports and Programs 
DESCRIPTION Documents relating to the administration of substance abuse programs in Department of Corrections institutions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0025-521 
TITLE Interstate Compact Records 
DESCRIPTION Documents granting and verifying inmate parole to other states: renewal agreement, intergovernmental agreements, contracts, drafts, correspondence, etc. 
RETENTION See comments 
COMMENTS Retain until information is uploaded into the national offender tracking system, then destroy. Information is maintained at the federal level. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0095-521 
TITLE Interstate Compact Security Files 
DESCRIPTION Documents relating to the operation and handling of compact cases by the Department of Corrections: correspondence, compact case material, jail compacts, special management notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0484-521 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0527-521 
TITLE Investigation Reports 
DESCRIPTION Documents relating to the investigation of incidents and events involving correctional facility inmates and/or staff members including but not limited to assaults, contraband, deaths, escapes, and staff misconduct. 
RETENTION See Comments 
COMMENTS Retain until investigation is completed plus 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-4707 & K.S.A. 45-221(a)(10), (a)(29) 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0083-521 
TITLE Issued Warrant Cards 
DESCRIPTION Cards used to record the status of issued warrants. 
RETENTION See Comments 
COMMENTS Obsolete record series--destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0076-521 
TITLE Jail Inspection Files 
DESCRIPTION Documents and related material pertaining to the inspection of Kansas County jails: correspondence, inspection reports, blue ribbon committee minutes, tapes, photographs, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0038-521 
TITLE Jail Titles 
DESCRIPTION Receipts of expenditures accrued as a result of Department of Corrections inmates being held at Kansas County Jails: vouchers, payment stubs, invoices, receipt of invoices, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0065-521 
TITLE Job Vacancy Announcements 
DESCRIPTION Announcements disseminated to the public concerning job vacancies in the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0075-521 
TITLE Kansas Advisory Jail Standards and Procedures 
DESCRIPTION Documents covering policy and procedures for county jails to adopt and utilize in meeting Dept. of Corrections jail standards-see general schedule under Policy and Procedures Manuals & Statements. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. NOTE: This is a publication produced in large quantities by the Department of Corrections. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0078-521 
TITLE Kansas Probationers 
DESCRIPTION Completed forms used to request investigations of inmates for whom probationary status is being considered. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the system, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0064-521 
TITLE Labor Relations Records 
DESCRIPTION Documents and reference materials used in and resulting from labor negotiations and arbitrations: negotiation working files, notes, correspondence, union contractual agreement, etc. 
RETENTION 010 cldr yrs 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0003-521 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain until superseded or inactive plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0289-521 
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 Transfer to the State Archives for purging of duplicate material. This series includes only internal documents. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0033-521 
TITLE Legal Briefs 
DESCRIPTION Briefs filed with state, county and city courts in Kansas. 
RETENTION See Comments 
COMMENTS Retain until case is closed, plus 5 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0034-521 
TITLE Legal Case Files 
DESCRIPTION Documents and supporting material related to legal litigation: disposition, investigation reports, interrogation reports, court pleadings, correspondence, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 5 years, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0032-521 
TITLE Legal Case Files - Institutional 
DESCRIPTION Copies of documents and reports submitted by institution litigators on legal cases handled at the institution level: field notes, correspondence, case summaries and reports, etc. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 5 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0018-521 
TITLE Legal Opinions 
DESCRIPTION Legal opinions issued by chief legal counsel relating to Department of Corrections cases and court judgments. 
RETENTION See Comments 
COMMENTS Retain until no longer needed, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0026-521 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills, drafts of legislation, copies of statutes, notes, correspondence and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0040-521 
TITLE Local Funds Records 
DESCRIPTION Computer printouts relating to the financial affairs of Department of Corrections canteens and monies distributed to inmates: canteen fund, inmate benefit fund, impact fund, inmate trust fund, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0057-521 
TITLE Master Configuration Record 
DESCRIPTION Complete instructions on main computer operations- used in cases of computer dysfunction. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0071-521 
TITLE Medical Health Subject Files 
DESCRIPTION Wide variety of documents relating to a range of medical and mental health issues: sex offender programs, dental programs, first aid handbook, mental health planning, Indians & corrections, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0198-521 
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 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0087-521 
TITLE Minutes 
DESCRIPTION Includes minutes of all boards, committees, and commissions upon which the Secretary of Corrections serves. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0526-521 
TITLE Offender Payments to Parole Division 
DESCRIPTION Monthly supervision fee payments and any additional payments required to made by offenders under KS Department of Corrections community supervision (parole). These documents are filed by staff in Central Office. 
RETENTION 005 Fiscal Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2010-04-08 
K.A.R. NUMBER 53-2-163 

SERIES ID 0080-521 
TITLE Parole Officer Caseload Records 
DESCRIPTION Computerized listings of parole officer individual parolees caseload. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0081-521 
TITLE Parole Violator Transfer Slips 
DESCRIPTION Completed forms documenting movement of parole violators from county jail to Department of Corrections institutions. 
RETENTION See Comments 
COMMENTS Retain until after individual enters the institution, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0042-521 
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-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 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 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0043-521 
TITLE Payroll Records - General 
DESCRIPTION Wide variety of documents associated with Department of Corrections inmate and personnel payroll records: money receipt memos, correspondence, overtime sheets, inmate payroll, batch sheets, etc. 
RETENTION See Comments 
COMMENTS These records are no longer retained as one series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0300-521 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats - often called "General Orders". 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0096-521 
TITLE Pre-Release and Work Release General Files 
DESCRIPTION Documents and related material concerning pre-release and work release programs and projects used for general operation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0520-521 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0030-521 
TITLE Public Relations Board - General 
DESCRIPTION Documents related to arbitration hearings and labor negotiations: notes, performance standards, position descriptions, correspondence, drafts of negotiations, actual contracts, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4)(15) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0053-521 
TITLE Purchasing Records - Computer and Telephone Equipment 
DESCRIPTION Requests and supporting materials submitted by institutions for purchase/service of electronic equipment: purchase orders, correspondence, memoranda, installation requests, service requests, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0216-521 
TITLE Recruitment and Hiring Documents 
DESCRIPTION All applicant documents accumulated during the hiring process. 
RETENTION 003 cldr yrs 
COMMENTS Materials for those persons hired are transferred to Employee Personnel Files. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0028-521 
TITLE Regulation Development Materials 
DESCRIPTION Wide variety of documents and material related to the drafting of the Department of Corrections Kansas Administration Regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0059-521 
TITLE Research Files - General 
DESCRIPTION Wide variety of research data used in writing and planning a range of Department of Corrections reports and interim projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0046-521 
TITLE Salary Projection Reports 
DESCRIPTION Projection of employee salaries over a certain time period: salary range, individual employee name, position title, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0509-521 
TITLE Sex Offender Treatment Program Files 
DESCRIPTION Personality and behavioral test results, notes, reports and other documents related to the Sex Offender Treatment Program operated under contract with the Dept. of Corrections. 
RETENTION 030 cldr yrs 
COMMENTS Transfer to the records center for 30 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1994-01-13  ; Revised 2014-05-30
K.A.R. NUMBER 53-2-099 

SERIES ID 0093-521 
TITLE Subject Files - Architecture 
DESCRIPTION Variety of documents relating to the design, construction and maintenance of the Department of Corrections projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0014-521 
TITLE Subject Files - Community Corrections 
DESCRIPTION Wide variety of documents related to a range of community correction issues: monitoring programs, inmate correspondence, population reports, vehicle logs, community correction plans, etc. 
RETENTION See Comments 
COMMENTS Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 
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