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Agency Code: 034-008 (Adjutant General's Department. Division of Emergency Preparedness)

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Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Deputy Director

SERIES ID 0105-034 
TITLE Disaster Emergency Proclamations Files 
DESCRIPTION Documents relating to the division's justification for disaster emergency proclamations requests submitted to the governor and/or the federal government. 
RETENTION 003 yrs from date of disaster 
COMMENTS Disaster declarations received by the State Archives from the governor's office. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0134-034 
TITLE Nuclear Preparedness Files 
DESCRIPTION Documents relating to plans prepared to coordinate responses to nuclear emergencies at the Wolf Creek Nuclear Power Plant and Cooper Nuclear Plant in Nebraska. 
RETENTION See Comments 
COMMENTS Retain 3 years, then transfer one copy of the plan to the State Archives, destroy remaining documents. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0152-034 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities and functions of the division. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0166-034 
TITLE Water Shortage Files 
DESCRIPTION Documents related to various plans established in the event of water related disasters such as drought or shortages which could affect the water supply. 
RETENTION See Comments 
COMMENTS Retain for 3 years after date of closeout letter if results in federal declaration, then destroy. Plans are duplicated from the Kansas Water Office. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Local Programs

SERIES ID 0125-034 
TITLE Kansas Siren Program Project Grant Files 
DESCRIPTION Applications made by the counties to the division to request grant funding for the purchase and installation of an early warning disaster system. Part of the federal disaster declaration files. 
RETENTION See Comments 
COMMENTS Retain 3 years from the date of closeout of Hazard Mitigation Grant Program (HMGP) project, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0128-034 
TITLE Local Emergency Management Program Grant Files 
DESCRIPTION Applications made by county agencies to the division for grant funds to be used to promote local emergency preparedness programs. 
RETENTION See Comments 
COMMENTS Retain 3 years from date of closeout letter, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Training

SERIES ID 0101-034 
TITLE County Emergency Preparedness Plan Files 
DESCRIPTION Variety of documents relating to county emergency preparedness plans submitted by local officials and reviewed by the division to ensure that plans comply with all state and federal regulations. 
RETENTION See Comments 
COMMENTS Retain current + 1 previous plan, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0108-034 
TITLE Emergency Management Training Files 
DESCRIPTION Documents relating to workshops and courses designed to train county personnel on emergency preparedness and hazardous materials procedures including syllabi, course evaluations, & attendance records. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0118-034 
TITLE Federal Emergency Management Program Requirements Files 
DESCRIPTION Variety of documents relating to local efforts to meet eligibility requirements established by the federal government for federal emergency preparedness assistance funds. 
RETENTION Retain for 3 years from closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0119-034 
TITLE Federal Exercise Report Forms 
DESCRIPTION Reports submitted by local officials, and used by the Division of Emergency Preparedness to prepare reports to the Federal Emergency Management Agency (FEMA), that summarize the results of annual emergency plan tests performed to evaluate the effectiveness of the plans. 
RETENTION 3 yrs from closeout 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Fiscal Section

SERIES ID 0117-034 
TITLE Federal Emergency Management Agency (FEMA) Billing Reports 
DESCRIPTION Detailed reports submitted to FEMA listing division and local government personnel and administrative expenses as required for compliance with federal grant guidelines. 
RETENTION See comments 
COMMENTS Retain for 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0124-034 
TITLE Individual and Family Grant Files 
DESCRIPTION Correspondence, case status form, payment vouchers, etc. maintained on individuals and families receiving federal grant funds providing assistance after a natural disaster. 
RETENTION See Comments 
COMMENTS Retain 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(14)(30). 
APPROVED 2015-04-16  ; Revised 2015-04-21
K.A.R. NUMBER 53-2-185 

SERIES ID 0137-034 
TITLE Quarterly Financial Reports - Federal Emergency Management Agency (FEMA) Grants 
DESCRIPTION Financial status reports, federal cash transaction reports, and other reports submitted by the division to FEMA to comply with federal grant reporting requirements. 
RETENTION See comments 
COMMENTS Retain for 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Population Protection Planning

SERIES ID 0111-034 
TITLE Emergency Operations Plan - State, Counties, and Cities 
DESCRIPTION Statewide response plan prepared by division staff and by local and state officials with assistance from division staff to facilitate an effective statewide response to a natural or other disaster as required by KSA 48-926 and KSA 48-929(d). 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. Plans are available on the Division of Emergency Planning website and published through the State Printer. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Technological Hazards

SERIES ID 0089-034 
TITLE Cobalt 60 CD Radiation Training Source Inspection Files 
DESCRIPTION Inspections made by division personnel of the live radiation source containers used for class demonstrations to ensure there has been no compromise of the source container. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0093-034 
TITLE Cooper Nuclear Station Files 
DESCRIPTION Correspondence and related materials regarding cooperation between Kansas and the Nebraska Cooper Nuclear Power Plant pertaining to emergency preparedness plans. 
RETENTION See comments 
COMMENTS Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0122-034 
TITLE Hazardous Materials Incident/Accident Reports 
DESCRIPTION Reports submitted to the division by local officials regarding any hazardous materials incidents/accidents as required by Title III of the Superfund Amendments and Reauthorization Act. Series includes annual summary report. 
RETENTION 006 cldr yrs 
COMMENTS Retain all records for 6 calendar years, then destroy. Transfer one copy of annual report to the State Archives. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0131-034 
TITLE Monthly Motor Vehicle Record - Federal 
DESCRIPTION Monthly logs and related documentation regarding federal vehicle usage by the division staff traveling to county and city inspection sites throughout the state. 
RETENTION 003 fisc yrs from date of closeout letter 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0138-034 
TITLE Radiation Exposure Reports 
DESCRIPTION Quarterly and annual reports documenting division employees' ionizing radiation exposure history. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0140-034 
TITLE Radioactive Detection Equipment Inventory 
DESCRIPTION Inventory documenting location and usage of radiological kits issued to counties which are exchanged and recalibrated every four years. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0141-034 
TITLE Radioactive Materials Licensing File 
DESCRIPTION Documents related to the division's radioactive materials license issued by the Department of Health and Environment that authorizes division personnel to handle radioactive materials. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0147-034 
TITLE State Emergency Response Commission Files 
DESCRIPTION Minutes, by-laws, etc. relating to the activities of the commission responsible for assisting state agencies in the coordination of efforts related to chemical emergencies and chemical releases. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0153-034 
TITLE Subject Files - Radiological 
DESCRIPTION Variety of documents relating to emergency planning and training procedures for radioactive hazards. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0154-034 
TITLE Subject Files - Superfund Amendments and Reauthorization Act (SARA) Title III 
DESCRIPTION Variety of documents relating the division's involvement with SARA Title III which is the federal act designed to protect public health and safety and the environment from chemical hazards. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0155-034 
TITLE Subject Files - Wolf Creek Generating Station 
DESCRIPTION Correspondence, audits, exercise reports, etc. relating to emergency preparedness planning and training at the Wolf Creek Generating Station. 
RETENTION See Comments 
COMMENTS Retain within established FEMA guidelines, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0174-034 
TITLE Tier II Reports 
DESCRIPTION Company reports compiled and submitted by counties of hazardous materials including quantities and chemicals stored on site. 
RETENTION 002 cldr yrs 
COMMENTS Kansas Department of Health and Environment Air and Radiation Bureau supplies this convenience copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0157-034 
TITLE Training Files - Hazardous Materials 
DESCRIPTION Copies of attendance records and tests relating to hazardous materials training sessions maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0158-034 
TITLE Training Files - Radiological 
DESCRIPTION Copies of attendance records, evaluations, etc. relating to the radiological training courses offered by the division staff maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0169-034 
TITLE Wolf Creek Radiological Emergency Response Plan 
DESCRIPTION Plan issued to the division by the Wolf Creek Generating Station detailing emergency response implementation procedures and the potential environmental impact of a nuclear disaster. 
RETENTION See Comments 
COMMENTS Retain until superseded, then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

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