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Kansas Records Retention Schedules

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Agency Code: 264-002 (Department of Health and Environment. Environment Division)

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Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water

SERIES ID 0642-264 
TITLE Stream Chemistry Monitoring Program Records 
DESCRIPTION Field forms, notes, and other documents related to data gathered on routine stream water samples which are analyzed to ensure compliance with water quality standards. 
RETENTION 020 cldr yrs 
COMMENTS Some data is found in EPA's STORET system and Kansas University's Kansas Water Database. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0499-264 
TITLE Stream Flow Rating Curve Charts 
DESCRIPTION Charts supplied by the Kansas Geologic Survey which plot the flow of streams by "gauge height" and "discharge." 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0501-264 
TITLE Surface Water Quality Standards Records 
DESCRIPTION Documents concerning the development and modification of water quality standards for the state: correspondence, reports, drafts, notes, hearing rosters, agendas, minutes, and reference materials. 
RETENTION 025 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0637-264 
TITLE Survey Forms - Lakes 
DESCRIPTION Data gathered on the physical features of lakes including water quality, general topography, drainage, ownership and other legal issues, water use, and miscellaneous information. 
RETENTION 020 Cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-108 

SERIES ID 0635-264 
TITLE Taste and Odor Algae Bloom Program Files 
DESCRIPTION Records relating to the short term investigations of algae bloom incidents on Kansas lakes. 
RETENTION 020 Cldr yrs 
COMMENTS Contact state archives for appraisal, if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0716-264 
TITLE U.S. Army Corps of Engineers 404 Permit Applications 
DESCRIPTION Applications by individuals and organizations for permission to engage in construction on waterways and lakes in Kansas, and the evaluation and approval/disapproval thereof per federal program. 
RETENTION 005 cldr yrs 
COMMENTS See also "Construction Notices" for records related to construction following permit approval. Contact State Archives staff for appraisal - if not accepted, then destroy. 
DISPOSITION See COmments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0719-264 
TITLE Wastewater Effluent Monitoring Reports for Municipal, Commercial, Federal & Municipal Wastewater Treatment Facilities 
DESCRIPTION Reports prepared by the owner of the wastewater treatment facility monitoring the discharge levels and required parameters. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16  ; Revised 2015-06-12
K.A.R. NUMBER 53-2-185 

SERIES ID 0542-264 
TITLE Water Quality Certification Files 
DESCRIPTION Documents relating to the review and certification of projects which alter water courses to ensure that water quality standards are not compromised as required by state and federal statutes. 
RETENTION 008 fisc yrs 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0505-264 
TITLE Water Quality Field Sample Sheets 
DESCRIPTION Records used to identify water sample containers, environmental conditions at time of sample, and field test results for acidity of water. 
RETENTION 020 cldr yrs 
COMMENTS Some data is also input into the EPA STORET computer system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0652-264 
TITLE Water Quality Standards Files 
DESCRIPTION Technical criteria development documents, interdepartmental reviews, public meeting and hearing materials, revisions, and other documents relating to establishment of water quality standards. 
RETENTION 2 Permit Cycles 
COMMENTS A permit cycle runs 005 cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0712-264 
TITLE Water Quality Standards Task Force Files 
DESCRIPTION Notes, minutes, drafts, reports, and other miscellaneous documents regarding activities of the task force to review state water quality standards. 
RETENTION 010 cldr yrs 
COMMENTS Agency will purge duplicative materials such as draft copies before transfer. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0603-264 
TITLE Water Well Reports 
DESCRIPTION Reports submitted by applicants for all wells constructed, which is required to ensure compliance with health and safety regulations. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0694-264 
TITLE Waterfront Construction Files 
DESCRIPTION Records regarding review for approval of planned construction projects on waterfronts: correspondence, applications, public notices, and maps. 
RETENTION 004 cldr yrs 
COMMENTS See also "U.S. Army Corps of Engineers 404 Permit Program Records" for applications for permit construction. Disposition - Contact State Archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0543-264 
TITLE Watershed Demonstration Project Files 
DESCRIPTION Correspondence, final report, work plans, budgets, etc. relating to projects established in cooperation with local sponsors to demonstrate the implementation of nonpoint source pollution controls. 
RETENTION 005 fisc yrs 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0628-264 
TITLE Watershed Land Use Delineation Maps 
DESCRIPTION Annotated USGS topographical maps containing color coded land use data on watersheds which are part of the monitoring network. 
RETENTION 020 Cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Geology Section

SERIES ID 0605-264 
TITLE Salt Solution Mining Files 
DESCRIPTION Inspection reports, applications, correspondence, etc. related to salt mining companies that produce salt by injecting water into the ground forcing the brine water to the surface. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0604-264 
TITLE Underground Hydrocarbon Storage files 
DESCRIPTION Base maps, annual reports, applications, permits, inspection reports, etc. related to the regulation and monitoring of companies storing liquid petroleum gas in underground storage wells. 
RETENTION 010 cldr yrs after facility closure 
COMMENTS Retain in office 10 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0602-264 
TITLE Underground Injection Control Correspondence files 
DESCRIPTION Permits, monthly monitoring reports, applications, correspondence, and mechanical integrity test files relating to underground injection disposal wells maintained to ensure compliance with standards. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(14), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0600-264 
TITLE Underground Injection Control Files - Well Logs 
DESCRIPTION Logs submitted by industries used to monitor underground injection waste disposal wells to ensure the activity and structural integrity of the wells are in compliance with standards. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Industrial Programs Section

SERIES ID 0599-264 
TITLE Industrial and Pretreatment Wastewater Facilities Files 
DESCRIPTION Industrial and Pretreatment Wastewater Facilities Files, including permits, engineering reports, correspondence, and related records. 
RETENTION 020 cldr yrs after facility is no longer active 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 22.7 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Municipal Programs Section

SERIES ID 0565-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Engineer Reports 
DESCRIPTION Engineer reports relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0563-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Plans/Drawings 
DESCRIPTION Plans and drawings relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0564-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Specifications 
DESCRIPTION Specifications relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0561-264 
TITLE Municipal and Commercial Wastewater Facilities Permit Files 
DESCRIPTION Correspondence, engineer reports, permits and other documents pertaining to the monitoring of municipal and commercial wastewater facilities to ensure adherence to state and federal regulations. Also known as 2.0 Files. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0567-264 
TITLE State Revolving Fund Loan Files - Wastewater 
DESCRIPTION Application, correspondence, and financial records relating to the administration of a program through which the state provides 20 year loans to cities to fund the construction of wastewater facilities.  
RETENTION 025 cldr yrs after loan effective date 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Public Water Supply Section

SERIES ID 0508-264 
TITLE Engineer Reports 
DESCRIPTION Narrative reports prepared by Bureau of Water field engineers relating to public water supply facilities' structural integrity, water quality, etc. used to monitor compliance with regulations. Also known as Orange Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0725-264 
TITLE Lead and Copper Compliance Files 
DESCRIPTION Correspondence and reports relating to lead and copper water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0724-264 
TITLE Phase II/V Compliance Files 
DESCRIPTION Correspondence and reports relating to IOC, SOC and VOC organic chemical water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0506-264 
TITLE Public Water Supply Files 
DESCRIPTION Correspondence, reports, fines/orders, public notices, and other documents pertaining to testing and monitoring public water supply facilities to ensure adherence to state and federal regulations. Applies to all documents pertaining to public water supply activities except those documents pertaining to the Kansas Public Water Supply Revolving Loan Program (KPWSLF) for drinking water. Also known as 1.0 Files or Green Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0726-264 
TITLE Public Water Supply Loan Fund Files 
DESCRIPTION Application, correspondence, & accounting records relating to a funding program sponsored by the Department of Health and Environment which loans money to cities for public water supply programs. 
RETENTION 002 fisc yrs post repayment 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0723-264 
TITLE Surface Water Treatment Compliance Files 
DESCRIPTION Correspondence and monthly reports submitted by surface water supply facilities used to monitor compliance with federal and state requirements on turbidity, disinfections and contact time levels. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0510-264 
TITLE Water Analysis Files 
DESCRIPTION Reports of results of pesticide, radiological, inorganic chemical, and organic chemical water analysis tests used to monitor compliance with public water supply contaminant regulations. Also known as 1.1 Files or Blue Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0509-264 
TITLE Water Analysis Files - Bacteriological 
DESCRIPTION Reports of results of water analysis tests showing the quantity and type of bacteria found in public water supplies used to monitor compliance with state and federal regulations. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Technical Services Section

SERIES ID 0516-264 
TITLE Water and Wastewater Operator Certification Exam Applications 
DESCRIPTION Applications submitted by individuals seeking to take the certification exam that is administered to ensure that water and wastewater treatment facilities are staffed with qualified operators. 
RETENTION See Comments 
COMMENTS Retain hard copy in office 2 calendar years, transfer to the records center for 3 calendar years, then destroy. Retain electronic database 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 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Director's Office

SERIES ID 0673-264 
TITLE Quality Management Plan Files 
DESCRIPTION Documents used to prepare the division's quality management plan that establishes written quality assurance goals and standard operating procedures for each of the division's programs. 
RETENTION See Comments 
COMMENTS Retain working documents until incorporated into Quality Management Plan, then destroy. Retain Quality Management Plan until superseded, then transfer one copy to the archives, destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 
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