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Kansas Records Retention Schedules

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Agency Code: 143 (State Corporation Commission)

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Agency Number: 143-002
Kansas Corporation Commission
Docket Room

SERIES ID 0190-143 
TITLE Applications - Utilities 
DESCRIPTION Applications of various types filed with the Kansas Corporation Commission by all regulated utilities for authorization to operate in Kansas. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 30 calendar years, then transfer to the archives. Security negatives stored at KSHS. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07  ; Revised 2019-10-23
K.A.R. NUMBER 53-2-098 

SERIES ID 0192-143 
TITLE Certificates of Convenience and Necessity 
DESCRIPTION Certificates issued by the KCC authorizing regulated utilities to operate over specified geographic areas in Kansas. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

SERIES ID 0195-143 
TITLE Commission Orders 
DESCRIPTION Commission's final orders in formal cases. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 50 calendar years, then transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1992-10-08  ; Revised 2019-10-23
K.A.R. NUMBER 53-2-094 

SERIES ID 0196-143 
TITLE Communication and Electric Line Reports 
DESCRIPTION Requests from regulated utilities for authority to make changes in communication or electric lines. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-23
K.A.R. NUMBER 53-2-070 

Agency Number: 143-010
State Corporation Commission
Administrative Division

SERIES ID 0425-143 
TITLE Confidential Docket Materials 
DESCRIPTION Formal Docket cases material determined by the Commission to be confidential by companies filing applications in accordance with K.A.R. 82-1-221A. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 66-1220a & KAR 82-1-221a et al. 
APPROVED 2003-10-09  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-136 

SERIES ID 0142-143 
TITLE Request for Access to Records 
DESCRIPTION Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. 
RETENTION 005 cldr yrs 
COMMENTS These records exist solely on electronic format. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Accounting Section

SERIES ID 0012-143 
TITLE Appropriation Accounting System 
DESCRIPTION Computer database that is the internal accounting system for the Kansas Corporation Commission and used to create expenditure reports, capital outlay reports, appropriation reports, etc. 
RETENTION See Comments 
COMMENTS Delete after the expiration of the retention period authorized for the disposable hardcopy file or when no longer needed, whichever is later. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Commissioners, Offices of

SERIES ID 0029-143 
TITLE Case Reference Files 
DESCRIPTION Copies of Utilities, Transportation, and Conservation Applications with supporting materials (reports, studies, correspondence, etc.). 
RETENTION See Comments 
COMMENTS Maintain until no longer useful, then destroy. Duplicative of materials in other offices. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-10-29  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-072 

SERIES ID 0081-143 
TITLE History of State Corporation Commission File 
DESCRIPTION Memos, biographies, publications, clippings related to the history of the Commission (Incomplete.) 
RETENTION See Comments 
COMMENTS Maintain indefinitely, if space shortage develops, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

SERIES ID 0151-143 
TITLE Technical Reference Files - Federal Issues 
DESCRIPTION Information supplied by the Federal Energy Regulatory Commission (FERC), Federal Communications Commission (FCC), Interstate Commerce Commission (ICC), and Interstate Oil Compact Commission (IOCC). 
RETENTION See Comments 
COMMENTS Maintain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Computer Services

SERIES ID 0034-143 
TITLE Computer Services Files 
DESCRIPTION Correspondence and reports related to agency's computerization. 
RETENTION 10 calendar years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-10-29  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-072 

SERIES ID 0045-143 
TITLE Correspondence - Computer Services 
DESCRIPTION Letters and memos sent and received by the Computer Services Department staff. 
RETENTION See Comments 
COMMENTS Retain 2 years and then discard if routine, retain 2 years and then transfer to archives if valuable in documenting policies and procedures of the agency (seek archival appraisal if needed). 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0061-143 
TITLE Documentation for Computer Programs 
DESCRIPTION Electronic documentation explaining the operation and maintenance of computer programs. 
RETENTION See Comments 
COMMENTS Retain as long as related programs and data are preserved, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Energy Section

SERIES ID 0052-143 
TITLE Correspondence and Information - PURPA 
DESCRIPTION Documents concerning programs established pursuant to the Public Utility Regulatory Policy Act. 
RETENTION See Comments 
COMMENTS Retain paper records until scanned and quality assurance is performed, then destroy. Retain electronic copy 20 calendar years, then transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-10-12  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-081 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Public Affairs and Consumer Protection

SERIES ID 0009-143 
TITLE Annual Customer Survey Forms 
DESCRIPTION Copies of surveys completed by customers as each company under the agency's jurisdiction must survey their customers annually for input on quality of service. Companies retain originals. 
RETENTION See Comments 
COMMENTS Retain survey forms 1 year, then recycle. Retain summary statements 3 years, then recycle. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0058-143 
TITLE Disconnect Reports 
DESCRIPTION Monthly summary data reports received by the KCC concerning utilities customers whose service has been disconnected because of inability to pay. 
RETENTION 2 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

SERIES ID 0075-143 
TITLE Form Originals 
DESCRIPTION Originals of agency-designed forms prepared by Public Affairs and Consumer Protection. 
RETENTION See Comments 
COMMENTS Retain until superseded by updated chart, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Public Information Office

SERIES ID 0105-143 
TITLE Annual Complaint Reports 
DESCRIPTION Annual computer-generated statistical reports prepared by the Kansas Corporation Commission regarding complaints filed by consumers and distributed to regulated companies and the Commissioners. 
RETENTION See Comments 
COMMENTS Retain electronic copy for 10 calendar years, then transfer one copy of each report to the archives, destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-098 

SERIES ID 0032-143 
TITLE Complaint Files 
DESCRIPTION Documents related to complaints about a utility filed with the KCC by consumers. 
RETENTION 5 calendar years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(14)(30) 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0108-143 
TITLE News Releases 
DESCRIPTION Typed news releases issued by the Kansas Corporation Commission. 
RETENTION See Comments 
COMMENTS Retain electronic copy in office for 10 calendar years, then destroy. Transfer one electronic copy of each News Release to the archives in an annual shipment. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-098 

SERIES ID 0139-143 
TITLE Rate Case and General Investigation Files 
DESCRIPTION Copies of documents related to rate cases and general investigations of the KCC used in handling media inquires. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Support Services

SERIES ID 0010-143 
TITLE Appearance Dockets 
DESCRIPTION Record of all actions related to each application received by the Kansas Corporation Commission. 
RETENTION See Comments 
COMMENTS Retain originals for 10 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-098 

SERIES ID 0156-143 
TITLE Utility Service Maps 
DESCRIPTION Maps depicting certified areas, physical property, and other data concerning utilities regulated by the KCC, including county maps placed in binders. 
RETENTION See Comments 
COMMENTS Retain originals 5 years after superseded by updated maps, then transfer to the archives. Retain electronic copies until superseded, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

Agency Number: 143-015
State Corporation Commission
Litigation Division

SERIES ID 0167-143 
TITLE Attorneys' Working Files 
DESCRIPTION Working papers used or prepared by staff attorneys in utilities cases. 
RETENTION See Comments 
COMMENTS Retain 5 years after final order, then discard. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0174-143 
TITLE Court Reporter Transcripts - Formal Dockets 
DESCRIPTION Typed transcripts of court reporter's shorthand notes prepared during formal docket hearings. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-10-29  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-072 

SERIES ID 0177-143 
TITLE Court Reporter Transcripts - Non-Docket Issues and Meetings 
DESCRIPTION Typed transcripts of court reporter's shorthand notes prepared at staff requests during informal meetings between staff and other agencies and/or parties. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0179-143 
TITLE Federal Regulatory Agency Files 
DESCRIPTION Motions, petitions, interventions, briefs, and other documents related to filings by KCC in proceedings of Federal Communication Comm., Federal Energy Regulatory Comm., and Interstate Commerce Comm. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0130-143 
TITLE Public Hearing Files 
DESCRIPTION Copies of documents related to public hearings conducted by the Kansas Corporation Commission acquired for reference use by the Investigation and Mediation Section staff. 
RETENTION See Comments 
COMMENTS Retain fact sheet in docket file of related case and retain accordingly. Retain reference copy 2 calendar years, then destroy. Retain other documents 1 calendar year, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-098 

SERIES ID 0183-143 
TITLE Summary of Notes 
DESCRIPTION Bound booklets listing all formal dockets which were dictated or partially dictated, but not transcribed. Lists by formal docket number are arranged by year. Indicates notes when no transcripts. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

Agency Number: 143-020
State Corporation Commission
Utilities Division

SERIES ID 0201-143 
TITLE Accident Reports - Electric 
DESCRIPTION Accidents reported by jurisdictional utilities in accordance with KSA 66-132. Includes physical injuries and electrocutions of persons in contact with transmission or distribution lines, time, location, and circumstances. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 50 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0207-143 
TITLE Accident Reports - Gas 
DESCRIPTION Accident reports, operating reports, and other documents related to natural gas companies regulated by the KCC. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 50 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0186-143 
TITLE Accounting Section Workpapers 
DESCRIPTION Workpapers developed by the Accounting Section staff related to closed rate cases which are retained for use as examples in future rate cases or for use in appeals. These workpapers are not part of the docket file. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 40 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 66-1220a 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0189-143 
TITLE Annual Financial Reports 
DESCRIPTION Financial reports submitted annually by all public utilities regulated by the KCC. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 10 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0191-143 
TITLE Card Files 
DESCRIPTION Index to proceedings involving each utility company. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

SERIES ID 0197-143 
TITLE Contracts 
DESCRIPTION Legal agreements between utilities which have been approved by the KCC. 
RETENTION See Comments 
COMMENTS Retain originals until microfilmed, then destroy hard copy. Retain microfilm 30 years, then transfer to the archives. Security negatives are stored in the KSHS museum. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1992-10-08 
K.A.R. NUMBER 53-2-094 

SERIES ID 0199-143 
TITLE Correspondence - Routine 
DESCRIPTION Division copies of general internal and external correspondence and memos sent and received. 
RETENTION See Comments 
COMMENTS Retain 3 years and then discard if routine, retain 3 years and then transfer to archives if valuable in documenting policies and procedures of the agency (seek archival appraisal if needed). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0204-143 
TITLE Energy Cost Adjustments (ECA) 
DESCRIPTION Monthly or periodic report filed by regulated electric utilities documenting detailed adjustments to current energy costs. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0205-143 
TITLE Gas B.T.U. Report 
DESCRIPTION Report filed by jurisdiction utilities reflecting BTU content level (the measure of natural gas's ability to produce heat) and BTU/Mcf at certain locations on company's system. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0208-143 
TITLE Gas Meter Report 
DESCRIPTION Annual reports by jurisdictional utilities about meter tests. Includes number of meters tested by geographical area, percentage of inaccuracy for each meter tested, summarizes results of tests. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0209-143 
TITLE Purchased Gas Adjustment (PGA) Reports  
DESCRIPTION Monthly or periodic report filed by regulated gas utilities detailing adjustments made on rates charged to customers for gas. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0210-143 
TITLE Rate Design Workpapers 
DESCRIPTION Workpapers developed by the KCC staff in preparing recommendations to the Commission regarding utility company requests in formal and informal cases which may contain confidential or trade secrets. These workpapers are not part of the docket file. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 40 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 66-1220a 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0212-143 
TITLE Tariffs 
DESCRIPTION Documents listing rates charged by regulated utilities which have been approved by the KCC. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

SERIES ID 0216-143 
TITLE Wolf Creek Data Requests 
DESCRIPTION Documents related to requests submitted by the KCC staff to the owners of the Wolf Creek generating station for information related to rate cases. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0217-143 
TITLE Wolf Creek Docket Files 
DESCRIPTION Transcripts, orders, testimony, and other documents related to KCC proceedings in 4 cases involving the Wolf Creek generating station. 
RETENTION See Comments 
COMMENTS Retain originals 10 years, and until microfilmed or scanned, then transfer to archives. Retain microfilm or electronic copy permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

Agency Number: 143-020
State Corporation Commission
Utilities Division
Pipeline Safety Section

SERIES ID 0431-143 
TITLE Kansas Universal Service Fund (KUSF) Banking Records 
DESCRIPTION Bank statements, correspondence, and other records related to the Kansas Universal Service Fund. 
RETENTION 5 fiscal years 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0423-143 
TITLE Pipeline Safety Incident Reports 
DESCRIPTION Reports pertaining to natural gas incidents such as explosions, personal injury, or damages over $5,000. Reports created after 2017 are retained electronically. 
RETENTION 10 calendar years 
COMMENTS Retain in office 5 calendar years, transfer to storage facility for 5 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-10-17  ; Revised 2019-10-16
K.A.R. NUMBER 53-2-132 

SERIES ID 0420-143 
TITLE Pipeline Safety Inspection Reports 
DESCRIPTION Reports completed on a field inspection that are used to compile the annual inspection report. 
RETENTION 10 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

Agency Number: 143-040
State Corporation Commission
Transportation Division

SERIES ID 0221-143 
TITLE Annual Reports - Motor Carriers 
DESCRIPTION Annual reports submitted to the Kansas Corporation Commission by motor carriers authorized to operate in Kansas for the transportation of household goods. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0430-143 
TITLE Driver Qualification Waivers 
DESCRIPTION Waivers submitted by drivers to the Kansas Corporation Commission providing for drivers with certain physical disabilities to qualify for a commercial driver's license (CDL). 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0428-143 
TITLE Insurance Cancellation Orders 
DESCRIPTION Orders issued by KCC regarding the suspending, revoking, or reinstating of motor carrier?s authority to operate in the state of Kansas based upon current status of motor carrier's insurance. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0427-143 
TITLE Kansas Corporation Commission (KCC) Authority Cancellations 
DESCRIPTION Orders issued by the KCC cancelling a motor carrier's requested name change that would result in a carrier's operating authority not complying with statutory requirements. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0426-143 
TITLE Motor Carrier Safety Class Attendance Sheets 
DESCRIPTION Lists recording each person who attended a safety class and the date attended. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0242-143 
TITLE Tariff Files 
DESCRIPTION Printed rate schedules, informal applications and other documents submitted to the Kansas Corporation Commission by household goods and passenger motor carriers authorized to operate in Kansas. 
RETENTION See Comments 
COMMENTS Retain 3 years after superseded by new tariff or cancellation of authority, scan, then destroy hard copies. Retain PDF scans 10 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

Agency Number: 143-040
State Corporation Commission
Transportation Division
Motor Carrier Section

SERIES ID 0219-143 
TITLE Active Motor Carrier Insurance--Property, Liability, and Cancellation (H. E. & K.) 
DESCRIPTION Certificates of insurance and cancellations received from companies ensuring that motor carriers have active authority to operate in Kansas. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0226-143 
TITLE Motor Carrier Applications - Dismissed or Denied 
DESCRIPTION Applications and other documents related to motor carriers seeking authority to operate in Kansas that were dismissed or denied by the Commission. 
RETENTION Retain 45 days after dismissed or denied. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0218-143 
TITLE "No Find" Motor Carriers Insurance (H, E, BMC91X, K AND BMC-35) 
DESCRIPTION Insurance forms H, E, BMC91X, and cancellations form K and BMC-35 received from companies insuring motor carriers not having active authority to operate in Kansas. 
RETENTION See Comments 
COMMENTS Retain original documents 60 days and until entered in computer database, and then return to insurance company if no application for authority is received. Retain computer data 60 days from input, then erase. Cancellation forms K and BMC-35 are returned to insurance company immediately. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2003-10-09  ; Revised 2015-09-16
K.A.R. NUMBER 53-2-136 

Agency Number: 143-040
State Corporation Commission
Transportation Division
Safety and Compliance Section

SERIES ID 0229-143 
TITLE Motor Carrier Complaint Files 
DESCRIPTION Complaints received by the Kansas Corporation Commission involving a motor carrier or railroad authorized to operate in Kansas. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0234-143 
TITLE Motor Carrier Vehicle Inspections and Audit Reports 
DESCRIPTION Reports related to vehicle inspections and motor carrier audits under a joint program with the Kansas Highway Patrol and the Federal Bureau of Motor Carrier Safety. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-01-11  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-150 

Agency Number: 143-050
State Corporation Commission
Conservation Division

SERIES ID 0310-143 
TITLE Open Flow Test Reports 
DESCRIPTION Results of tests on gas wells to determine absolute pressure of open flow potential, including all One Point Stabilized Open Flow (G-2) forms. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

Agency Number: 143-050
State Corporation Commission
Conservation Division
Administrative Services Section

SERIES ID 0255-143 
TITLE Correspondence - Extension and Exception 
DESCRIPTION Requests by operators for extensions or exceptions to specific regulations, not requiring the assignment of a docket. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year after extension or exception has been accepted or denied, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0258-143 
TITLE Correspondence - Routine 
DESCRIPTION Correspondence, incoming and outgoing, related to routine division administrative matters. 
RETENTION 10 calendar years 
COMMENTS Supersedes general schedule. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-04-14  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-074 

SERIES ID 0297-143 
TITLE Oil and Gas Advisory Committee Records 
DESCRIPTION Records related to the activities of the Oil and Gas Advisory Committee: minutes, notes, correspondence, reports, etc. 
RETENTION 010 calendar years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-04-14  ; Revised 2014-01-12
K.A.R. NUMBER 53-2-074 

SERIES ID 0352-143 
TITLE Subject Files - Administration 
DESCRIPTION Wide variety of documents related to general routine administration concerns of the division. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

Agency Number: 143-050
State Corporation Commission
Conservation Division
District Offices Section

SERIES ID 0267-143 
TITLE Field Inspection Records 
DESCRIPTION Reports filed after a Commission employee inspects a well or lease. Records may include any Notices of Violation or similar documents, including correspondence and contamination site or spill site files. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

Agency Number: 143-050
State Corporation Commission
Conservation Division
Information Technology Section

SERIES ID 0432-143 
TITLE Eastern Kansas Oil/Gas Production Well Documents Database 
DESCRIPTION Computer database containing historical data regarding wells in eastern Kansas. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0433-143 
TITLE Risk Based Data Management System (RBDMS) 
DESCRIPTION Computer database containing information on all oil/gas production wells and all operators in Kansas. Includes all data from the following forms that operators must file: Notice of Intent to Drill; Cathodic Protection Borehole Intent to Drill; Application for Surface Pit; Well Completion, Transfer of Operator; Application for Commingling of Production or Fluids; Application for Dual Completion, Application for Venting or Flaring of Gas other than Casinghead Gas; Temporary Abandonment Application; Closure of Surface Pit; Exploration and Production Waste Transfer; Well Plugging Application; Well Plugging Record; Annual Fluid Injection Report; Underground Injection Control Application and Amendments; Mechanical Integrity Test Results; Gas Tests; Well Inventory. Database also contains CP 2/3 and other forms generated by staff, and well-specific cross references to pertinent dockets. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0346-143 
TITLE Scout Cards 
DESCRIPTION Index cards describing how oil and gas production wells are completed, including drill stem test results, formation tops, and zones completed. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

Agency Number: 143-050
State Corporation Commission
Conservation Division
Litigation Section

SERIES ID 0253-143 
TITLE Compliance Tracking System 
DESCRIPTION Electronic databases or spreadsheets used to track the penalty process or any other docket, from District recommendation or initial application until the matter is closed. 
RETENTION See Comments 
COMMENTS Retain until docket is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-04-14  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-074 

SERIES ID 0250-143 
TITLE Litigation Working Files 
DESCRIPTION Case files for docketed matters, including penalty recommendations, correspondence, and other materials. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years after matter is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(20)(25) 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0312-143 
TITLE Oil/Gas Production Well Operator License Records 
DESCRIPTION Applications, renewals, licenses, and approvals to permit oil and gas operations in state. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years after expiration of annual license, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0434-143 
TITLE Operator Financial Assurance Records 
DESCRIPTION Bonds, letters of credit, and other associated records used to document the financial viability of an operator. 
RETENTION 3 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0313-143 
TITLE Operator Licensing Database 
DESCRIPTION Computer index used to track current status of all licenses to operate oil/gas production wells. 
RETENTION See Comments 
COMMENTS Retain data until license is expired plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

Agency Number: 143-050
State Corporation Commission
Conservation Division
Production Section

SERIES ID 0272-143 
TITLE Gas Venting and Flaring Records 
DESCRIPTION Applications by gas production well operators for permission to vent or flare gas according to legal standards. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0287-143 
TITLE New Oil and Gas Pool Records 
DESCRIPTION Applications for severance tax exemptions on new oil and gas fields, i.e. pools, plus miscellaneous supporting documents. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0284-143 
TITLE Oil and Gas Field Maps 
DESCRIPTION Maps containing information on well sites, surface features, and political boundaries. Also maps of gas pipelines used to gather gas from gas fields. 
RETENTION Permanent 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0302-143 
TITLE Oil and Gas Pro-Ration Schedules 
DESCRIPTION Schedules of production levels allowed for each well that is operating on a pro-rated basis. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0306-143 
TITLE Oil Producers Monthly Report for Pro-Rated Fields 
DESCRIPTION Records of oil production from fields operating on a pro-rated basis. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0435-143 
TITLE Seismic Plugging Records 
DESCRIPTION Records regarding the plugging of seismic holes. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

Agency Number: 143-050
State Corporation Commission
Conservation Division
Underground Injection Control Section

SERIES ID 0376-143 
TITLE Annual Fluid Injection Report (U3C) Forms 
DESCRIPTION Forms submitted by injection well oil production operators to report annual underground injection operations. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0345-143 
TITLE Injection and Disposal Well Records 
DESCRIPTION Docket file based on Underground Injection Control (UIC) Permit number, including plat maps, logs, applications, correspondence, orders, transfers, mechanical integrity results, annual reports of fluid injection, etc. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0369-143 
TITLE Underground Injection Control EPA Tracking 
DESCRIPTION Records related to the Commission's authority to control underground injection in Kansas in reference to the Environmental Protection Agency (EPA), including grant applications and supporting documents for EPA program review. 
RETENTION 15 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0368-143 
TITLE Underground Injection Control Maps 
DESCRIPTION Internally produced maps used to evaluate and approve applications submitted by underground injection operators to operate in the state. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

Agency Number: 143-050
State Corporation Commission
Conservation Division
Well Plugging Section

SERIES ID 0322-143 
TITLE Abandoned Oil/Gas Production Well Database 
DESCRIPTION Computer index of all wells for which the State cannot identify a responsible party. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0436-143 
TITLE Abandoned Oil/Gas Production Well Project Files 
DESCRIPTION Records on each abandoned well plugging project initiated by the State, including responsible party research and legal analysis. 
RETENTION 5 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

Agency Number: 143-XXX
State Corporation Commission
Multiple subunits/subunit not defined

SERIES ID 0274-143 
TITLE Docket Files 
DESCRIPTION Official files for each docketed matter, including any application, motion, affidavit, pleading, transcript, brief, or Commission Order pertinent to the docket. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(11)(30) 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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