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Kansas Records Retention Schedules

Results of Query:

Agency Code: 565 (Department of Revenue)

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Agency Number: 565-001
Department of Revenue
Division of Alcoholic Beverage Control

SERIES ID 0197-565 
TITLE Bingo Licensing Files 
DESCRIPTION Documents relating to licenses issued to Bingo parlors to ensure compliance with state and federal regulations. 
RETENTION 003 fisc yrs 
COMMENTS Retain 1 fiscal year in office, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 75-5133 
APPROVED 2007-01-11 
K.A.R. NUMBER 53-2-150 

SERIES ID 0001-565 
TITLE History Files 
DESCRIPTION Policies and procedures, opinions, audits, and other documents relating to the old Alcohol Beverage Control agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-10-12 
K.A.R. NUMBER 53-2-106 

SERIES ID 0002-565 
TITLE Label Approval Files 
DESCRIPTION Labels and supporting documentation submitted by manufacturers to ensure compliance with laws regulating the quality of ingredients in alcoholic beverages. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-10-12 
K.A.R. NUMBER 53-2-152 

SERIES ID 0003-565 
TITLE Licensing Files 
DESCRIPTION Documents relating to licenses issued to retail liquor and drinking establishments to ensure compliance with state and federal regulations. Records can contain information about administrative hearing actions and litigation related to investigations of licensees. 
RETENTION See comments 
COMMENTS Retain licensing records 3 years after entity is no longer licensed, then destroy and/or delete. Retain information about administrative hearing actions for 5 years after case is closed, then destroy and/or delete. Retain information about litigation activities for 10 years after case is closed, then destroy and/or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-5133 
APPROVED 2013-10-24 
K.A.R. NUMBER 53-2-178 

SERIES ID 0004-565 
TITLE Retailer Cab Cards 
DESCRIPTION Index cards compiled on each retail liquor store listing the number of vehicles. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

Agency Number: 565-001
Department of Revenue
Division of Alcoholic Beverage Control
Official Reporter, Office of the

SERIES ID 0005-565 
TITLE Stenographer Notes 
DESCRIPTION Notes of hearings held before the Director of Taxation and before the Director of Alcoholic Beverage Control. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions KSA 45-221(a)(11) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-001
Department of Revenue
Division of Alcoholic Beverage Control
Personnel Services Bureau

SERIES ID 0006-565 
TITLE Tax Clearances 
DESCRIPTION Forms authorizing the Department of Revenue to check previously filed income tax returns of prospective employees as a condition of employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-04-09 
K.A.R. NUMBER 53-2-092 

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Abstract Division

SERIES ID 0007-565 
TITLE Abstract of Financial Institutions 
DESCRIPTION Abstracts of assessment of financial institutions in lieu of ad valorem tax. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0013-565 
TITLE July Abstracts 
DESCRIPTION Computer tape and paper documents relating to individual county assessed values for all classes of real and personal property. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0014-565 
TITLE Motor Vehicle Tax Abstracts 
DESCRIPTION Abstracts listing the totals for taxing districts which collect taxes for motor vehicles for each county. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0015-565 
TITLE November Abstracts 
DESCRIPTION Computer tape and paper documents relating to the distribution of taxes as of November 1 by county and is an update of appeals to determine the tax dollars to be distributed to taxing districts. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0018-565 
TITLE Real Estate Mortgage Registration Fees 
DESCRIPTION Abstracts used to record real estate mortgages within each county and records the total values each county receives from mortgages. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0020-565 
TITLE Tax Mill Levy Sheets 
DESCRIPTION Documents relating to mill levies for taxing districts and various funds to enable cross checking of data submitted on other abstracts to be utilized in making forecasts by Legislative Research. 
RETENTION 010 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0021-565 
TITLE Taxing Unit Maps 
DESCRIPTION Documents used to determine the tax districts for statistical verification purposes as well as maintaining district or unit codes. 
RETENTION See Comments 
COMMENTS Retain until updated, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Compliance Bureau

SERIES ID 0010-565 
TITLE Audit Team Reports 
DESCRIPTION Documents relating to findings of county team audits which include: audit team report, consolidation of findings, audit directive to the county, etc. 
RETENTION See Comments 
COMMENTS Retain 7 years after completion of audit, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
County Appraisers Bureau

SERIES ID 0009-565 
TITLE Assessment/Sales Ratio Cards 
DESCRIPTION Documents used to record information necessary for the preparation of the Kansas Assessment/Sales Ratio Study which contain county name, grantor name and address, grantee name and address, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 58-2223(b) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0011-565 
TITLE County Files - Field Operations 
DESCRIPTION Documents relating to every county's appraisal program which includes county status reports, appraisal and mapping reports, contract and plans for reappraisal and maintenance. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Dealer Licensing Bureau

SERIES ID 0033-565 
TITLE Field Inspection Reports 
DESCRIPTION Documents related to complaints against dealerships and follow up inspections. 
RETENTION See Comments 
COMMENTS Retain 5 years after complaint is resolved, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(10) 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Director's Office

SERIES ID 0012-565 
TITLE Director's Orders 
DESCRIPTION Written orders involving property taxation generally directed to a specific county by the director of the property valuation division. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
Education Section

SERIES ID 0008-565 
TITLE Appraiser's Educational History File 
DESCRIPTION Complete record compiled of every appraiser's educational history which includes education record form, address, demographics, eligibility information, registration scores, etc. 
RETENTION See Comments 
COMMENTS Retain until removed from elegibility list, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(9) 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0016-565 
TITLE Property Taxation - Eligibility List 
DESCRIPTION Documents used to provide county commissioners a list of names of appraisers who have passed the eligibility exam. 
RETENTION Permanent 
COMMENTS Permanent retention requested by agency. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1992-10-08 
K.A.R. NUMBER 53-2-094 

Agency Number: 565-004
Department of Revenue
Division of Property Valuation
State Appraised Property Bureau

SERIES ID 0017-565 
TITLE Public Utility Property Tax Appraisal Record 
DESCRIPTION Documents used to maintain bureau records of utility appraisal and assessed value distribution which include property rendition filed by taxpayer, correspondence, appraisal report, etc. 
RETENTION 010 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0019-565 
TITLE Regulatory Reports for Utility Property Appraisal 
DESCRIPTION Public and private accounting reports of regulated industries used in developing and verifying appraisal data which include: annual income and balance sheets, etc. 
RETENTION 010 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

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 

Agency Number: 565-006
Department of Revenue
Office of the Secretary

SERIES ID 0173-565 
TITLE Tax Correspondence - Routine 
DESCRIPTION Correspondence, other than Private Letter Rulings or Opinion Letters, in which established tax issues are explained. May include documents such as the taxpayers request, supporting documentation, and the departments response. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 75-5133 and 79-3234 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Administrative Services

SERIES ID 0087-565 
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 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0105-565 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0111-565 
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 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Budget/Purchasing Section

SERIES ID 0112-565 
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 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Communications, Office of

SERIES ID 0108-565 
TITLE Technical Reference Files 
DESCRIPTION Miscellaneous materials compiled and used in the drafting and issuing of reports to the media. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Division of Collections

SERIES ID 0113-565 
TITLE Working Papers for Audit Reports 
DESCRIPTION Documentation and work papers created by agency field representatives and auditors to establish the information necessary for the completion of audit reports. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Field Services Bureau

SERIES ID 0084-565 
TITLE Field Representatives Collections Records 
DESCRIPTION Field Service Bureau records including Form FS/f-09, transmittal of collections from examiner in field, and Form FS/f-02, collector's receipts. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Information Systems, Bureau of

SERIES ID 0086-565 
TITLE Insurance Checks Reports 
DESCRIPTION Computer reports used to monitor the generation of computerized driving records for sale to insurance companies and other requestors. 
RETENTION 003 months 
COMMENTS Do not implement this schedule if payment has not been received for sales. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Legal Services

SERIES ID 0174-565 
TITLE Litigation Files - All Other Tax Types 
DESCRIPTION Records regarding specific tax related legal cases, other than Corporate Income tax: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25); 75-5133; 79-3614; 79-3234; 79-15,118; 79-34, 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0175-565 
TITLE Litigation Files - Corporate Income Tax 
DESCRIPTION Records regarding specific Corporate Income tax legal cases: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25) & 79-3234 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0176-565 
TITLE Litigation Files - Personnel, Damages, Miscellaneous 
DESCRIPTION Records regarding specific legal cases concerning the following issues: Personnel, Damages, and miscellaneous issues not specifically addressed in other Department of Revenue record series. Files may include the following: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(4)(25) 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0177-565 
TITLE Litigation Files - Vehicle Related 
DESCRIPTION Records regarding specific motor vehicle and or Dealer Licensing related legal cases: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 5 calendar years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25), 74-2012, and 18 USC sub section 2721 et seq. 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Legal Services Bureau

SERIES ID 0065-565 
TITLE Case Files - Motor Carrier Taxes 
DESCRIPTION Forms detailing taxes due, form letters to sheriffs, and other documents relating to department efforts to collect delinquent motor carrier taxes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(11)(25) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Personnel Services Bureau

SERIES ID 0079-565 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with 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 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0081-565 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later.) 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0082-565 
TITLE Employment Applications - Not Hired 
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0100-565 
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 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0103-565 
TITLE Personnel Management Records 
DESCRIPTION Variety of records associated with the administration of the personnel program: KIPPS reports, classification actions, purchase requests, position descriptions, time sheets, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable - otherwise retain until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Policy and Research

SERIES ID 0178-565 
TITLE Annual Report Drafts 
DESCRIPTION Working files compiled and used to produce the agency annual report. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 74-2012, 75-5133, 79-3234, 45-221(a)(20) and 18 USC sub section 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0179-565 
TITLE Correspondence - Policy Related 
DESCRIPTION Private Letter Rulings and Opinion Letters in which the departments position concerning whether or not a particular entity or situation is taxable is set out. May include documents such as the taxpayers request, supporting documentation, research documents, and the departments response. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 10 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 75-5133 and 79-3234 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0180-565 
TITLE Exemption Certificates 
DESCRIPTION Documents related to the issuance of exemption numbers to qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and any other related documentation. 
RETENTION See Comments 
COMMENTS Retain 4 calendar years after expiration date on exemption certificate. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 75-5133 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0181-565 
TITLE Exemption Certificates - Projects 
DESCRIPTION Requests for exemption on particular projects for qualified entities. Includes the request, supporting documentation, the certificate or denial letter, and completion certificate or information. 
RETENTION See Comments 
COMMENTS Retain 4 calendar years after completion of project, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 75-5133 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0182-565 
TITLE Policy Council Agendas and Minutes 
DESCRIPTION Copies of agendas and minutes from Policy Council meetings along with any supporting documentation that is used during meeting discussions. The Policy Council is comprised of division directors that formulate policy. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq. 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0183-565 
TITLE Special Projects Files 
DESCRIPTION Wide variety of materials gathered for use in bureau research projects: correspondence, reports, data files, tax simulations, computer systems design and development, etc. 
RETENTION 002 cldr yrs 
COMMENTS Retain for 2 calendar years after end of project, then transfer to the Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 74-2012, 75-5133, 79-3234, and 18 USC sub section 2721 et seq. 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Quality Control Bureau

SERIES ID 0055-565 
TITLE Assessments, Abatements, and Refunds for Income Tax 
DESCRIPTION Document files of assessment vouchers, abatement vouchers, and refund orders for Income Tax. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0056-565 
TITLE Assessments, Abatements, and Refunds for Sales Tax 
DESCRIPTION Document files of assessment vouchers, abatement vouchers, and refund orders for Sales Tax. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Records Services Bureau

SERIES ID 0078-565 
TITLE Deposit to the State Treasurer 
DESCRIPTION Documents created in preparation for the fiscal deposit of receipts to the Office of the State Treasurer including Daily Deposit Sheet (OM-218), Deposit with Treasurer Sheet (M-225), etc. 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years or until audit is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0099-565 
TITLE Motor Fuel Refund Documents 
DESCRIPTION Motor Fuel tax refund permit applications (MFT/rf 51-3), ledger cards, invoices, claims (MFT/fr-81) and related documents. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

Agency Number: 565-006
Department of Revenue
Office of the Secretary
Secretary, Office of the

SERIES ID 0107-565 
TITLE Subject Files - Special Assistant to the Secretary 
DESCRIPTION Records related to special and ongoing assignments from the Secretary of Revenue regarding any or all aspects of departmental policy and administration: correspondence, reports, notes, proposals, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Homestead Tax Unit

SERIES ID 0169-565 
TITLE Withholding Tax Records 
DESCRIPTION Documents relating to and including INC/40H Homestead Property Tax Credit Returns. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Income and Inheritance Tax Bureau

SERIES ID 0130-565 
TITLE Income Tax Records 
DESCRIPTION Records of various income tax forms including K-99 Information Return, K-2 Employer's Annual Tax Return, K-96 Annual Information Return, K-16 Declaration of Estimated Income Tax, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Intangibles Tax Unit

SERIES ID 0131-565 
TITLE Income Tax Records 
DESCRIPTION Documents relating to and including INC-200 Intangibles tax returns, supporting schedules and related correspondence. 
RETENTION 005 fisc yrs 
COMMENTS INC-200 Intangibles Tax returns showing no tax due may be destroyed regularly following the examination of the record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

Agency Number: 565-007
Department of Revenue
Division of Taxation
Withholding Tax Unit

SERIES ID 0170-565 
TITLE Withholding Tax Records 
DESCRIPTION Documents relating to and including K-5 Employers Quarterly Tax Returns. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 
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