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Kansas Records Retention Schedules

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Agency Code: 082-XXX (Office of the Attorney General. Multiple subunits/subunit not defined)

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Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined

SERIES ID 0049-082 
TITLE Administrative Records 
DESCRIPTION Copies of policies, procedures, and other miscellaneous administrative documents pertaining to the divisions, or the agency. 
RETENTION See Comments 
COMMENTS Retain record copy of policies and procedures in accordance with General Schedule (see 0084-000). Retain remainder until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-4707,45-221(a)(1)(4)(6)(14)(16)(20) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0172-082 
TITLE Case Files 
DESCRIPTION Pleadings/filings, research, case notes, interviews, correspondence, contracts, billings, complaint forms, appeal files, and other supporting documentation relating to criminal, consumer, antitrust, medicaid fraud, and civil cases. Includes cases handled by outside counsel, charitable trust, and amicus curiae cases, as well as consumer protection Enforcement Action Files and Multi-State Actions. Does NOT include any case files specifically outlined in other divisions, including but not limited to Abuse, Neglect and Exploitation cases, Cases on Appeal, Outstanding Warrants cases, No-Charge Reports, Homicide cases, and Sex Offense cases.  
RETENTION See Comments 
COMMENTS Record copy may be paper or electronic. Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Retain remaining paper records and materials, as well as digital images in system, until the case is closed, plus 16 years. At conclusion of that time period, the State Archives, in consultation with the Attorney General's Office, will appraise the records and materials for transfer to Archives. If not accepted for transfer to Archives, destroy per Archives' assessment and written directive. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 22-4707, 38-2326, 45-221(a)(1)(2)(3)(4)(5)(10)(11)(14)(20)(25)(29)(30)(47), 60-226, 60-426 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0043-082 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters, email, and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION 5 years 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(14)(20)(25)(30) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0044-082 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters, email, and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, correspondence with the public and public officials unrelated to a specific case or matter, etc. (Correspondence related to specific cases, or of legal significance, should be filed according to applicable guidelines.) 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(14)(20)(25)(30) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0200-082 
TITLE Correspondence - of Legal Significance 
DESCRIPTION Correspondence affecting substantive rights, setting precedent, or recording important events in the operational and organizational history of the agency that are not associated with a particular case or matter. Includes requests for representation, demand letters, and responses thereto. 
RETENTION 5 years 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(11)(14)(20)(25)(30) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0201-082 
TITLE Employee Case Status Reports 
DESCRIPTION Internal memos or other work product that is done during the preparation of a case to periodically update what active cases are assigned to the attorney and what the status of each of those cases is. This is an ever-changing document that gives a "snapshot" (name, court, and date filed) of what that attorney (or agent) is doing at the moment the report is generated. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(25) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0202-082 
TITLE General Research 
DESCRIPTION Memoranda, email, correspondence, publications, newsletters, resource materials, etc., not related to any individual case (see Case Files). 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(14)(20)(25) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0203-082 
TITLE Internal Memos - Policy Related 
DESCRIPTION Internal memos, e-mail, and other correspondence between agency staff that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. Print out all electronic versions as issued and transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(20) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0133-082 
TITLE Internal Memos - Routine 
DESCRIPTION Internal memos, e-mail, or other correspondence between agency staff which pertain to routine matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(20)(25)(30) 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0062-082 
TITLE Legislative Materials 
DESCRIPTION Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, etc., related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(14)(20)(25) 
APPROVED 2011-01-27 
K.A.R. NUMBER 53-2-166 

SERIES ID 0207-082 
TITLE Special Commissions 
DESCRIPTION Applications, correspondence, and other miscellaneous documents concerning the special licensing and/or appointment of railroad police, special investigators, law enforcement officials, Assistant Attorneys General, and Special Assistant Attorneys General through the Kansas Attorney General's Office. 
RETENTION See Comments 
COMMENTS Retain until individual in question is no longer employed in the capacity to warrant the use of the special commissions, plus 5 years, then transfer to Archives. Supersedes Railroad Police Licensing Records (0030-082). 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707, 45-221(a)(1)(3)(6)(14)(20)(30), 75-3520 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0134-082 
TITLE Subject Files 
DESCRIPTION Wide variety of documents related to full range of the agency's activities: correspondence, legal documents, publications, reports, briefs, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0037-082 
TITLE Tax Returns for Non-Profit Organizations 
DESCRIPTION Copies of Internal Revenue Service forms 990F "Return of Private Foundation" and supporting documents required by IRS to be filed at the Office of the Attorney General. 
RETENTION 5 years 
COMMENTS Retain in office 2 tax years, transfer to the records center for 3 tax years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined
Evidence

SERIES ID 0211-082 
TITLE Evidence Articles 
DESCRIPTION Tangible items or objects, regardless of form, collected or seized during an investigation by Special Agents, Investigators and other personnel in the Office of the Attorney General.  
RETENTION See comments 
COMMENTS Retain until assigned assistant attorney general obtains court approval for disposition of articles, then return or dispose of articles in accordance with court order. 
DISPOSITION See comments 
RESTRICTIONS KSA 45-221(a)(10), (11), (30) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0213-082 
TITLE Evidence Check Out Log 
DESCRIPTION Form or database used to track release and return of evidence from an evidence storage location in or under the control of the Attorney General's Office. Information includes name/title of person(s) releasing and accepting evidence, date, time of release, time of return, reason for release and return, location, name of evidence custodian releasing or accepting return of evidence, and name of individual accepting or returning the evidence. 
RETENTION 005 fisc years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10), (11) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0215-082 
TITLE Evidence Control System Annual Inspection Report 
DESCRIPTION Reports of inspections made to the Attorney General documenting findings of inspection of evidence control system, including physical inspection of selected items of evidence and associated documentation, remarks on compliance with internal evidence control policies, and recommendations for corrective action, if any.  
RETENTION 005 fisc years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10), (11), (30) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0210-082 
TITLE Evidence Custody Receipt  
DESCRIPTION Copies of the Office of the Attorney General form completed by Special Agents, Investigators and other personnel to document evidence collected, as well as chain of custody. 
RETENTION See comments 
COMMENTS Retain until evidence articles returned or disposed of in accordance with court order, or until the conclusion of case and after expiration of appeal time, whichever is longer, plus ten (10) years, then destroy.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10), (11), (30) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0216-082 
TITLE Evidence Inventory Log 
DESCRIPTION Form or database listing tangible items or objects held in evidence storage locations, including owner name and contact information, if known; date received; description of item or object; type of case; case number; location; date and type of disposition; and other identifying information. 
RETENTION Retain in office permanently. 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(10), (11), (30) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0212-082 
TITLE Evidence Location Access Log 
DESCRIPTION Form or database used to track individual entry into and exit from evidence storage locations in or under the control of the Attorney General's Office. Information includes name/title of person entering, name of witness, date, time, location, and reason for access. 
RETENTION 005 fisc years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10), (11)  
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0214-082 
TITLE Vehicle Impoundment and Inventory Record 
DESCRIPTION Copies of the Office of the Attorney General form completed by Special Agents, Investigators and other personnel to document identifying information and condition of motor vehicles or other means of conveyance collected as evidence. Information includes date; time; location where vehicle towed, towing operator and identity of individual requesting tow; license, vehicle identification number (VIN), make, model, color, and odometer reading of vehicle; registered owner name, address, phone number and drivers license number; inventory of property left in vehicle; description of condition of vehicle; and other related information. 
RETENTION See comments 
COMMENTS Retain until conclusion of case and after expiration of appeal time, plus 10 years, then destroy.  
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10), (11), (30) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined
Private Investigator Licensing

SERIES ID 0028-083 
TITLE Private Investigator Licensing Files 
DESCRIPTION Application, renewals, and supporting documentation relating to individuals and agencies seeking to apply for a private investigator license. 
RETENTION See Comments 
COMMENTS Retain until license has expired plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC sec. 552a 
APPROVED 2004-07-08  ; Revised 2012-12-07
K.A.R. NUMBER 53-2-139 

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