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Kansas Records Retention Schedules

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Agency Code: 173-004 (Department of Administration. Personnel Services)

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Agency Number: 173-004
Department of Administration
Personnel Services
DOA Personnel Office

SERIES ID 0655-173 
TITLE Examination Monitors Weekly Time Sheets and Check Sheets 
DESCRIPTION Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site. 
RETENTION 004 cldr yrs 
COMMENTS Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1008-173 
TITLE Layoff Folders 
DESCRIPTION Records documenting layoffs within specific sections or divisions of the Department of Administration. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0656-173 
TITLE Leave Record Cards 
DESCRIPTION Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0657-173 
TITLE Leave Slips 
DESCRIPTION Records document the specific dates and number of hours that a particular employee takes leave. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1009-173 
TITLE Master File #1 - Promotional 
DESCRIPTION Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1010-173 
TITLE Meet and Confer Files 
DESCRIPTION Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1011-173 
TITLE Payroll Transactions File 
DESCRIPTION Records documenting any changes that affect a Department of Administration employee's status. 
RETENTION See Comments 
COMMENTS Transfer to individual personnel file and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0658-173 
TITLE Position Descriptions - Department of Administration 
DESCRIPTION Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0997-173 
TITLE Public Relations Board Files 
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units. 
RETENTION Permanent 
COMMENTS Retain in agency permanently or transfer to the archives. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0659-173 
TITLE Resigned Employee Individual Files 
DESCRIPTION Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service. 
RETENTION See Comments 
COMMENTS Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0660-173 
TITLE Rules and Regulations Booklets 
DESCRIPTION These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes. 
RETENTION See Comments 
COMMENTS Retain permanently in office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1006-173 
TITLE Supplemental Pay Warrants 
DESCRIPTION Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0661-173 
TITLE Weekly Time Reports or Time Sheets and Employee Leave Reports 
DESCRIPTION Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Director's Office

SERIES ID 0946-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies. 
RETENTION 020 cldr yrs 
COMMENTS Retain in office 5 calendar years, transfer to the division's records room for 15 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0637-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0638-173 
TITLE Employee Personnel Files - Microfilm 
DESCRIPTION Micrographic records made of all documents on file for State of Kansas personnel hired before 1983. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0955-173 
TITLE Executive Orders and Directives 
DESCRIPTION Notebooks containing Executive Orders and Executive Directives issued by the Governor to state agencies regarding personnel issues. 
RETENTION 030 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0956-173 
TITLE History Files 
DESCRIPTION Reports, manuals, etc. documenting the existence and history of the Division of Personnel Services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0640-173 
TITLE Labor Relations Files 
DESCRIPTION Agency and subject files relating to labor relations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0642-173 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0643-173 
TITLE Old Files from the Directors Office 
DESCRIPTION Files containing correspondence notes, and memoranda which document the internal processes and external concerns of the Division of Personnel Services. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0957-173 
TITLE Personnel Policy Letters 
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the director of the Division of Personnel Services to all agencies regarding personnel policy. 
RETENTION 020 cldr yrs 
COMMENTS Retain in office 20 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0644-173 
TITLE Personnel Policy Letters - Agencies 
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the Director of the Division of Personnel Services to all agencies regarding personnel policy. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0646-173 
TITLE SHaRP Implementation Files 
DESCRIPTION Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0958-173 
TITLE Subject Files - Director 
DESCRIPTION Variety of documents relating to the interests of the Division of Personnel Services. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0647-173 
TITLE Subject Files - Director 
DESCRIPTION Documents relating to a variety of internal activities of the Personnel Services Director's Office. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
Division of Personnel

SERIES ID 0648-173 
TITLE Notice of Position Classification and Position Inventories 
DESCRIPTION Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Human Resource Mgmt and Diversity

SERIES ID 0662-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interactions between agencies and the Human Resource Management and Diversity Section. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 3 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0665-173 
TITLE Answer Sheets 
DESCRIPTION Completed answer sheets submitted by applicants at the examination centers. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office for 2 years, transfer to the records center for 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0666-173 
TITLE Applications for Employment - Hard Copy 
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0667-173 
TITLE Certified Register of Eligibility 
DESCRIPTION Register listing persons who have met the required score on the application examination to be eligible for the position specified. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0668-173 
TITLE Conditional Appointments 
DESCRIPTION Records documenting appointment of conditional employees. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0670-173 
TITLE Correspondence - Routine - Applicant Examination Unit 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0671-173 
TITLE Delegated Authorities Agreements 
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resource functions. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0672-173 
TITLE Drug Screening Program - Test Results 
DESCRIPTION Individual files relating to the drug tests for an applicant or employee. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0674-173 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0675-173 
TITLE Job Analysis Questionnaire Data 
DESCRIPTION Computer data compiled from a survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of particular study, then delete. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0676-173 
TITLE Kansas Highway Patrol Trooper Candidate Files 
DESCRIPTION Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol. 
RETENTION See Comments 
COMMENTS Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0677-173 
TITLE Layoff and Re-employment Lists 
DESCRIPTION Documents relating to DA235 layoff cards and lists regarding persons laid off from state service. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 3 years, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0678-173 
TITLE Non-Competitive Promotion Examination Log Sheet 
DESCRIPTION KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0680-173 
TITLE Pass-Fail by Name List 
DESCRIPTION KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0681-173 
TITLE Requests for Selective Certification Registers 
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0682-173 
TITLE SHaRP Transaction Files - Agencies without Terminals and Printers 
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0684-173 
TITLE Subject File - Human Resource Management and Diversity Section 
DESCRIPTION Documents relating to the various activities of the Human Resource Management and Diversity Section. 
RETENTION 008 cldr yrs 
COMMENTS Retain in office for 3 years, transfer to the records center for 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0685-173 
TITLE Technical Files 
DESCRIPTION Documents relating to current standards for evaluating unassembled exams for classified civil service jobs. 
RETENTION See Comments 
COMMENTS Retain current standards in the office updating each classification as needed. Dispose of the technical file for an exam when the class is abolished. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0688-173 
TITLE Unclassified Position Files 
DESCRIPTION Records documenting unclassified positions appointed by the Governor. 
RETENTION See Comments 
COMMENTS Retain in file for the duration of the current administration plus 2 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0689-173 
TITLE Validation Study Reports 
DESCRIPTION Records documenting the validation of selection instruments. 
RETENTION See Comments 
COMMENTS Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
Information Services

SERIES ID 1055-173 
TITLE Agency Visits Files 
DESCRIPTION Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1056-173 
TITLE Benchmark Position Description Files 
DESCRIPTION Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1057-173 
TITLE Central Subject Files - Agency Services and Planned Assistance 
DESCRIPTION Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1058-173 
TITLE Classification Guidelines 
DESCRIPTION Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1059-173 
TITLE Delegated Authorities Agreements File 
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resources functions. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1060-173 
TITLE Hardcopy of Purged KIPPS Data 
DESCRIPTION Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 6 calendar years, then destroy. Transfer employee records to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1061-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system. 
RETENTION 065 cldr yrs 
COMMENTS Transfer to the records center for 65 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1062-173 
TITLE Layoff Actions File 
DESCRIPTION Documents relating to state employees laid off from state civil service. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1063-173 
TITLE SHaRP Computer System Employee Length of Service Data 
DESCRIPTION Record listing the months and days of total time an individual state employee worked for the state of Kansas. 
RETENTION 065 cldr yrs 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1064-173 
TITLE SHaRP Computer System Employee Performance Data 
DESCRIPTION Information gathered from an individual state employee's performance evaluations. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1065-173 
TITLE SHaRP Computer System Employee Personal Data 
DESCRIPTION Data reflecting personal information gathered on an individual state employee. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1066-173 
TITLE SHaRP Computer System Employee Position Related Data 
DESCRIPTION Information gathered on an individual state employee's position attributes. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1067-173 
TITLE SHaRP Computer System Employee Termination and Leave Data 
DESCRIPTION Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1068-173 
TITLE SHaRP Computer System Employee Work History Data 
DESCRIPTION Information gathered on the attributes of positions held by an individual state employee. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1068-173 
TITLE SHaRP Computer System Implementation Files 
DESCRIPTION Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP). 
RETENTION See Comments 
COMMENTS Retain in office until superseded or no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1070-173 
TITLE SHaRP Computer System Set-Up Tables and Related Information Files 
DESCRIPTION Documentation used to set the system table for the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Retain in office until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1071-173 
TITLE SHaRP Computer System State Employee Leave Accrual Data 
DESCRIPTION Data maintained on an individual state employee's leave accrual. 
RETENTION 005 cldr yrs 
COMMENTS Retain in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1072-173 
TITLE SHaRP Computer System State Employee Workers Compensation Data 
DESCRIPTION Information maintained on workers' compensation hours and dollar amounts paid to state employees. 
RETENTION Permanent 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1073-173 
TITLE SHaRP Computer System Transaction Files 
DESCRIPTION Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

Agency Number: 173-004
Department of Administration
Personnel Services
KIPPS Section

SERIES ID 0690-173 
TITLE Conditional Appointments - Agencies w/o KIPPS Terminals and Printers 
DESCRIPTION These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment. 
RETENTION 005 cldr yrs 
COMMENTS Retain at off site storage for 4 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0691-173 
TITLE Hardcopy of Purged KIPPS Data 
DESCRIPTION Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda. 
RETENTION 006 cldr yrs 
COMMENTS Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0692-173 
TITLE KIPPS Run Writer's Files 
DESCRIPTION Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs. 
RETENTION See Comments 
COMMENTS These records are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0693-173 
TITLE KIPPS System Access Files 
DESCRIPTION Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database. 
RETENTION See Comments 
COMMENTS Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0694-173 
TITLE KIPPS Transaction Files, Agencies without Terminals and Printers 
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0695-173 
TITLE Layoff and Reemployment Lists for All Agencies 
DESCRIPTION Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies. 
RETENTION 006 cldr yrs 
COMMENTS Retain for 3 years in office files and 3 years at off-site storage. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0696-173 
TITLE Maintenance Requests 
DESCRIPTION Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0697-173 
TITLE Requests for Registers - Selective Certification 
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers. 
RETENTION 3.5 cldr yrs 
COMMENTS Retain at off-site storage for 3 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Learning Services & Orgz Wellness

SERIES ID 0984-173 
TITLE Employee Suggestion and Service Award Files 
DESCRIPTION Records documenting approved and non-adopted suggestions for service awards. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Legal and Labor Relations Section

SERIES ID 0943-173 
TITLE State Self-Insurance Fund Attorney Files 
DESCRIPTION Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0937-173 
TITLE State Self-Insurance Fund Contract Attorneys Billing Files 
DESCRIPTION Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0707-173 
TITLE Workers Compensation (KDHR) Legal Files 
DESCRIPTION Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(25) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0934-173 
TITLE Workers Compensation Legal Files 
DESCRIPTION Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(3),(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Management Services Section

SERIES ID 0983-173 
TITLE Annual Report Database 
DESCRIPTION Computer files used to manipulate data and produce documents for the production and publication of the division's annual report. 
RETENTION See Comments 
COMMENTS Retain electronic records until the annual report has been prepared, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0976-173 
TITLE Awards File 
DESCRIPTION Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0962-173 
TITLE Civil Service Board Files 
DESCRIPTION Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0992-173 
TITLE Civil Service Board Memo File 
DESCRIPTION Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0991-173 
TITLE General Surveys 
DESCRIPTION Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0990-173 
TITLE Historical Records of the Civil Service Act 
DESCRIPTION Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer immediately to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0989-173 
TITLE Legislative Research and Information Files 
DESCRIPTION Research compiled for Senate and House bills which may have an impact on agencies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0988-173 
TITLE Minutes and Orders - Civil Service Board 
DESCRIPTION Original minutes and orders recording the actions of the Kansas Civil Service Board. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0987-173 
TITLE Performance Review System Development Files 
DESCRIPTION Records documenting team meetings, research, and presentation materials compiled by the section. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0986-173 
TITLE Personnel Rules and Regulations File 
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0975-173 
TITLE Research and Development Generated Management Reports 
DESCRIPTION Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0995-173 
TITLE SHaRP Regulation and Revision History Files 
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Management Staff Services Section

SERIES ID 0708-173 
TITLE Adverse Actions File 
DESCRIPTION Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay. 
RETENTION 120 days 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4)(25) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0709-173 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0713-173 
TITLE Computer Maintenance Data 
DESCRIPTION Expenditure and telecommunication service requests made for the division. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0714-173 
TITLE Computer System Documentation - KIPPS 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0717-173 
TITLE Historical Rules and Regulations File 
DESCRIPTION Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. This is the only complete set. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0719-173 
TITLE KIPPS Extract Files 
DESCRIPTION Documents and computer data containing ad hoc reports. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0720-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Transfer to records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0718-173 
TITLE Kansas Quality Management (KQM) Files 
DESCRIPTION Variety of documents relating to the planning and implementation of KQM for the agency. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0721-173 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 
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