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Kansas Records Retention Schedules

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Agency Code: 280 (Kansas Highway Patrol. )

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Agency Number: 280-001
Kansas Highway Patrol

SERIES ID 0004-280 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0001-280 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0010-280 
TITLE Background Investigation Manuals 
DESCRIPTION Original copies of formal explanations of agency background investigation policies and procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0011-280 
TITLE Batch Transmittal Forms 
DESCRIPTION Completed forms used to transmit documents for mass computer input - includes both DA form 199 and/or equivalent internal documents. 
RETENTION See Comments 
COMMENTS Retain in conjunction with transmitted documents, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0016-280 
TITLE Correspondence - Routine 
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 Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0079-280 
TITLE Employee Background Investigations 
DESCRIPTION Documents relating to background investigations conducted on hired employees which is a hiring requirement. 
RETENTION 050 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0030-280 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the records center for 3 years, then transfer original applications and annual and final performance reports to the archives, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0031-280 
TITLE Imprest Fund 
DESCRIPTION Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA form 152-Checkbook Record--Imprest Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0036-280 
TITLE Motor Carrier Inspection Station Audit Report 
DESCRIPTION Report filed by each motor carrier inspection station listing the number of permits sold and maintained for accountability purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0038-280 
TITLE Motor Carrier Inspection Stations Central Cash Deposit Permit Report 
DESCRIPTION Report documenting the permit fees collected by each motor carrier inspection station to be transferred to the Department of Revenue. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. The Department of Revenue maintains the original record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0039-280 
TITLE Motor Fuel and Oil Tickets 
DESCRIPTION Copies of fuel and oil transactions made by the troopers for their vehicles. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Department of Administration maintains the original record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0040-280 
TITLE Motor Vehicle Inspections 
DESCRIPTION Statistical printout relating to the percentage and type of work performed by the inspection division. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0041-280 
TITLE Notices to Appear 
DESCRIPTION Copies of tickets issued to individuals for traffic violations. 
RETENTION See Comments 
COMMENTS Retain individual documents until data is entered into computer database, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0050-280 
TITLE Pension Files 
DESCRIPTION Documents relating to the administration of the pension fund prior to the agency's enrollment in KPERS. 
RETENTION See Comments 
COMMENTS Obsolete series, transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0055-280 
TITLE Promotion Assessment Files 
DESCRIPTION Documents relating to the examinations and assessments of officers for promotions. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0057-280 
TITLE Reconciliation of Change Form 
DESCRIPTION Internal form used to reconcile any discrepancies in the accounting procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0063-280 
TITLE STARS Reports: Daily Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8181, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0064-280 
TITLE STARS Reports: Monthly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0065-280 
TITLE STARS Reports: Yearly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0069-280 
TITLE Time and Activity Reports - Captains and Lieutenants 
DESCRIPTION Statistical printouts of the time distribution of captains and lieutenants which are broken down into the various activities and compiled monthly and year to date. 
RETENTION See Comments 
COMMENTS Obsolete series, transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0070-280 
TITLE Time and Activity Reports - Divisions 
DESCRIPTION Statistical printouts of the time distribution of individual troopers in each division which are broken down into the various activities and compiled monthly and year to date. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0071-280 
TITLE Time and Activity Reports - Special Assignments 
DESCRIPTION Statistical printouts of the time distribution of troopers on special assignments which are broken down by the various activities and compiled monthly and year to date. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, transfer to the records center for 3 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0072-280 
TITLE Time and Activity Reports - Statewide 
DESCRIPTION Statistical printouts of the time distribution of troopers by all the divisions which are broken down into the various activities and compiled monthly and year to date. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0073-280 
TITLE Vehicle Inspection Number (VIN) Forms 
DESCRIPTION Form completed by an applicant to verify that the vehicle has not been stolen, altered, or modified as required before registration. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. The Department of Revenue maintains the original record. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0074-280 
TITLE Vehicle Inspection Number (VIN) Receipts and Reports 
DESCRIPTION Daily report logging in the amount received for the Vehicle Inspection Number (VIN) permits and maintained for accountability purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0075-280 
TITLE Vendor Files 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0076-280 
TITLE Verification Identification Number Files 
DESCRIPTION Forms relating to the verification of vehicle titles by either the troopers or their designees to ensure that the proper fees have been paid and the vehicle is not stolen. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

SERIES ID 0078-280 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0077-280 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

Agency Number: 280-001
Kansas Highway Patrol
Field Operations, West
Motor Carrier Inspection

SERIES ID 0014-280 
TITLE Combined Permit Order Forms (MCS-13) 
DESCRIPTION Forms used to order combined permits from the Department of Revenue, Motor Carrier Services that document the sequence and total number of permits issued to inspection stations and the date received. 
RETENTION See Comments 
COMMENTS Retain original in Headquarters Office for 3 fiscal years, then destroy. Retain duplicate at motor carrier inspection station for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0015-280 
TITLE Combined Permits (MCS-5) 
DESCRIPTION Documents sold by motor vehicle inspection stations on behalf of the Department of Revenue to drivers who lack one or more of several permits required to operate a motor carrier in the state. 
RETENTION See Comments 
COMMENTS Retain original at Bookkeeping, Troop M Headquarters for 1 fisc. yr., transfer to records center for 2 fisc. yrs., then destroy. Retain copy at inspection station until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0035-280 
TITLE Motor Carrier Inspection Registers 
DESCRIPTION Daily registers that summarize the number of combined and oversize/overweight permits sold and the amount of money collected by motor carrier inspection stations. 
RETENTION See Comments 
COMMENTS Retain original at Bookkeeping, Troop M Headquarters for three fiscal years, then destroy. Retain duplicate at motor carrier inspection station until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0037-280 
TITLE Motor Carrier Inspection Station Monthly Reviews 
DESCRIPTION Reports containing monthly permit inventory control and accounting data including the number of permits sold, the number and sequence of blank permits on hand, and cash collected and deposited. 
RETENTION See Comments 
COMMENTS Retain original at Headquarters Office for 3 fiscal years, then destroy. Retain duplicates at motor carrier inspection station and with reviewer for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0042-280 
TITLE Official Clearance Certificates (MVE-18) 
DESCRIPTION Form issued by motor carrier inspection stations certifying that a motor carrier driver possesses all permits necessary for movement through the state and that no purchase of permits is required. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0043-280 
TITLE Oversize/Overweight Permit Order Forms 
DESCRIPTION Forms used to order blank oversize/overweight permits from the Department of Transportation, Special Permit Section. 
RETENTION See Comments 
COMMENTS Retain one copy at Troop M Headquarters for 3 fiscal years, then destroy. Retain a duplicate at motor carrier inspection station for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0044-280 
TITLE Oversize/Overweight Permit Verification and Acceptance Forms 
DESCRIPTION Department of Transportation, Special Permit Section form created to document the number and sequence of oversize/overweight permits issued to motor carrier inspection stations and the date received. 
RETENTION See Comments 
COMMENTS Retain copy at Troop M Headquarters for 3 fiscal years, then destroy. Retain duplicate at motor carrier inspection station for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0045-280 
TITLE Oversize/Overweight Permits 
DESCRIPTION Permits sold by motor carrier inspection stations on behalf of the Department of Transportation authorizing vehicles or loads exceeding legal size and weight limitations to move within the state. 
RETENTION See Comments 
COMMENTS Retain copy at Bookkeeping, Troop M Headquarters for 1 fiscal year, transfer to records center for 2 fiscal years, then destroy. Retain copy at inspection station for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 280-001
Kansas Highway Patrol
Personnel Division

SERIES ID 0023-280 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0025-280 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0026-280 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0027-280 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0028-280 
TITLE Employment Applications - Not Hired 
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0033-280 
TITLE Leave Requests 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0046-280 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-19A, DA-21 series, DA-171 thru 177, DA-251 thru 262. 
RETENTION 003 fisc yrs 
COMMENTS This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deduction Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0047-280 
TITLE Payroll Deduction Authorization Records - General 
DESCRIPTION Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollment, KPERS Annual Account Statements, dues deduction forms, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0048-280 
TITLE Payroll Direct Deposit Authorization Records 
DESCRIPTION Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect plus 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0049-280 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0068-280 
TITLE Subject Files 
DESCRIPTION A wide variety of documents relating to the operation of the personnel division. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1992-01-23 
K.A.R. NUMBER 53-2-091 

Agency Number: 280-001
Kansas Highway Patrol
Professional Standards Unit

SERIES ID 0020-280 
TITLE Employee Conduct Complaint Investigation Files 
DESCRIPTION Variety of documents relating to internal investigations of complaints levied against Highway Patrol employees that can result in discipline of the employee. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, transfer to the records center for 25 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3),(4),(5),(10),(11),(14) & (25) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0021-280 
TITLE Employee Conduct Complaint Investigation Files Database 
DESCRIPTION IBM AS400 based database containing summary data on Employee Conduct Complaint Investigation Files maintained as an index to the records: case no., name, case classification, disposition, discipline. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(3),(4),(5),(10),(11),(14), & (25) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

Agency Number: 280-001
Kansas Highway Patrol
Records Management

SERIES ID 0002-280 
TITLE Abandoned Vehicle Reports 
DESCRIPTION Reports prepared by officers describing abandoned vehicles on state highways that required towing services. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0003-280 
TITLE Accident Reports 
DESCRIPTION Reports prepared by investigating officers describing the circumstances of motor vehicle accidents that occurred on state highways. 
RETENTION 011 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0005-280 
TITLE Administrative Files 
DESCRIPTION Correspondence, reports, and other documents relating to the functions, activities, and interests of the agency. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years, then use the annotated general file directory to destroy or transfer to the archives as indicated. Inform the archives of any revisions to the general file directory. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(14) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0006-280 
TITLE Alcohol/Drug Influence Reports 
DESCRIPTION Reports and test results submitted by officers describing the circumstances of arrests of individuals suspected of driving under the influence of alcohol or drugs. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after the arrest date, transfer to the records center for 5 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10)(11) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0007-280 
TITLE Arrest Investigation Files 
DESCRIPTION Arrest reports and supporting documents prepared by officers that describe the circumstances of an arrest. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after the arrest date, transfer to the records center for 5 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10)(11) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0008-280 
TITLE Arrest Investigation Files - Drug Cases 
DESCRIPTION Arrest reports and supporting documents prepared by officers describing the circumstances of arrests made in cases allegedly involving illegal drugs. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after the arrest date, transfer to the records center for 5 calendar years, then transfer to the archives. Series no longer filed separately from "Arrest Investigation Files." 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10)(11) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0009-280 
TITLE Auto Theft Arrest Reports 
DESCRIPTION Reports prepared by officers describing the circumstances of arrests made in cases involving an alleged auto theft. 
RETENTION See Comments 
COMMENTS Obsolete series. Transfer to the records center for 10 calendar years after arrest date, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10)(11) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0012-280 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0013-280 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA form 400 thru 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0017-280 
TITLE Critical Highway Accident Reconstruction Reports 
DESCRIPTION Documents compiled by Critical Highway Accident Reconstruction Teams during investigations of the causes of selected motor vehicle accidents. 
RETENTION 011 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0018-280 
TITLE Disaster Reports 
DESCRIPTION Reports submitted by officers describing the Highway Patrol's response to disasters occurring on state highways. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0019-280 
TITLE Emergency Medical Services Records 
DESCRIPTION Variety of documents relating to the Emergency Medical Services Board which regulates emergency medical technicians and ambulance services statewide. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0022-280 
TITLE Employee Newsletters 
DESCRIPTION Internal newsletter published for Highway Patrol employees that reports on agency activities. 
RETENTION 005 cldr yrs 
COMMENTS Retain 5 calendar years, then transfer two copies (if available) to the state archives, destroy the remainder. a.k.a. Bulletins 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0024-280 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0034-280 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Formal agreements reached between state, local, and/or federal agencies. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0051-280 
TITLE Photo Lab Report 
DESCRIPTION Log containing information on requests for duplicates of Highway Patrol photographs of motor vehicle accidents: name of requestor, driver information, type of photo duplication. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0052-280 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0053-280 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0054-280 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0080-280 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0056-280 
TITLE Read Files 
DESCRIPTION Chronologically arranged copies of outgoing correspondence maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0058-280 
TITLE Records Check Files 
DESCRIPTION Documents relating to requests by external law enforcement agencies for searches of Highway Patrol records for criminal history data. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0059-280 
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 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0060-280 
TITLE Safety Responsibility Department Summaries 
DESCRIPTION Statistical report listing the number of license plates and drivers licenses confiscated by Highway Patrol officers. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0061-280 
TITLE Services Rendered Reports 
DESCRIPTION Statistical printouts listing the numbers and types of service rendered to the public by highway patrol officers in each division and compiled monthly and year to date. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-07-10 
K.A.R. NUMBER 53-2-112 

SERIES ID 0062-280 
TITLE Speeches and Writings 
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0066-280 
TITLE Statistical Reports 
DESCRIPTION Variety of statistical reports generated to document the activities of the agency. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

Agency Number: 280-001
Kansas Highway Patrol
Support Services

SERIES ID 0067-280 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the interests and activities of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1997-07-10 
K.A.R. NUMBER 53-2-112 

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