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Kansas Records Retention Schedules

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Agency Code: 365 (Kansas Public Employees Retirement System)

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Agency Number: 365-001
Kansas Public Employees Retirement System
Administration Division

SERIES ID 0060-365 
TITLE KPERS Internal Audit records 
DESCRIPTION Audits of internal workflow and processes conducted by KPERS Internal Auditor and related supporting documentation. 
RETENTION See comments 
COMMENTS Records are maintained in original form (paper or electronic) for seven fiscal years, then archived electronically for an additional three years. Electronic records are purged (deleted) ten fiscal years from date of last access. Transfer internal audit reports to the State Archives annually. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 74-4909(10) 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

Agency Number: 365-001
Kansas Public Employees Retirement System
Administration Division
Administrative

SERIES ID 0001-365 
TITLE Actuarial Reports 
DESCRIPTION Technical reports on the Retirement System's assets and liabilities and actuarial valuations, methods, assumptions, and experience, including actuarial experience studies, annual valuation reports, and death and disability program reports. 
RETENTION Permanent 
DISPOSITION Office Storage 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0002-365 
TITLE In-house Litigation Records 
DESCRIPTION Case files for district court actions and administrative appeals of agency actions. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(11),(25), Atty Gen Opinion No. 97-40 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0003-365 
TITLE Internal Revenue Service Rulings 
DESCRIPTION General and specific documents related to the Retirement System's status under the Internal Revenue Code, including letters and supporting documentation, IRS Private Letter Rulings, supporting documentation, and other supporting documentation. 
RETENTION Permanent 
DISPOSITION Office Storage 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0004-365 
TITLE Qualified Domestic Relations Orders (QDROs) 
DESCRIPTION Court orders and supporting records providing for division of retirement account assets in divorce cases. 
RETENTION See Comments 
COMMENTS Retain until satisfaction of payment to alternate payee or death of alternate payee then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Administrative

SERIES ID 0005-365 
TITLE 15% Employer Files 
DESCRIPTION Documents relating to members files whose excess contributory assessments at retirement increase their final average salary about 15%. 
RETENTION See Comments 
COMMENTS Retain paper copy 3 calendar years then transfer to Employer Files and retain accordingly. Retain electronic format until no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0006-365 
TITLE Affiliation Database 
DESCRIPTION Employer requests for affiliation which become part of Employer Files once the employer has been affiliated. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0007-365 
TITLE Arrearage Adjustments 
DESCRIPTION Adjustments computed to member's records for previous years including form K-17. 
RETENTION See comments 
COMMENTS Retain paper format 2 calendar years then microfilm and destroy paper original. Retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0008-365 
TITLE Census Survey 
DESCRIPTION Quarterly Survey of the Finances of Public Employee Retirement Systems summarizing KPERS' financial status. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0009-365 
TITLE Contribution Report Check Sheet 
DESCRIPTION Grade sheets made on annual reports evaluating the annual performance of KPERS employers. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0042-365 
TITLE Electronic Fund Transfers (EFT) 
DESCRIPTION Banking information--code secured. 
RETENTION Permanent 
COMMENTS Retain electronic format for 10 calendar years, and hard copy permanently in office storage. EFT contractor has records as well. 
DISPOSITION Office Storage 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0043-365 
TITLE Employer Contributions--Electronic Funds Transfers 
DESCRIPTION Employer contribution breakdown records generated on all payments made via Automated Clearing House debit (Electronic Funds Transfers) from inception to present. 
RETENTION 010 cldr yrs 
COMMENTS Information stored electronically on pc, FS mini server, summary info on AS400, and the vendor has records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0010-365 
TITLE Employer Files 
DESCRIPTION All pertinent employer information such as affiliation documents, contribution rate letters, designations of agent, and period of service letters. 
RETENTION Permanent 
DISPOSITION Office Storage 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0011-365 
TITLE Government Finance Officers Association Questionnaire--Pendat Survey 
DESCRIPTION Questionnaire submitted by the Government Finance Officers Association which compiles information on public pension systems benefit formulas, number of members and retirees and employers, and contributions, through the Pendat survey every two years. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0012-365 
TITLE KPERS Annual Report Work Papers 
DESCRIPTION Work papers used in preparation of KPERS Comprehensive Annual Financial Report. 
RETENTION 005 fisc yrs 
COMMENTS Retain notebooks 5 fiscal years in office, then retain until no longer useful. Auditor work papers also would contain some of this content. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0013-365 
TITLE Penalties Files 
DESCRIPTION Late penalty assessments assessed to contributing local employers which made late payments of contributions. 
RETENTION See Comments 
COMMENTS Keep paper 2 calendar years then microfilm and destroy paper original. Keep microfilm permanently. 
DISPOSITION See comments 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Corporate Accounting

SERIES ID 0014-365 
TITLE Auditor's Confirmation Letters 
DESCRIPTION Letters of account information for auditors of Security Benefit Group funds and others. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0015-365 
TITLE Automated Clearing House (ACH) Recoveries 
DESCRIPTION Records relating to electronically deposited member benefits returned by banks for any reason and monthly reconciliation of the ACH account. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0016-365 
TITLE Budget Monitoring Reports 
DESCRIPTION Monthly financial schedules reporting administrative expenses by divisions and accounts. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0017-365 
TITLE Cancelled Warrant Letters 
DESCRIPTION Listings and approval of cancellation of warrants issued by KPERS, through the cancellation process by Accounts and Reports and includes warrants received that have outlawed. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0018-365 
TITLE Insurance Carrier Transactions Files 
DESCRIPTION Payments and correspondence with KPERS insurance carrier which can include Optional Life, Basic Group Life, and Administrative Services. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4909(10) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0019-365 
TITLE School Transfer Letters 
DESCRIPTION Worksheets and letters associated with quarterly transfer of monies to KPERS from the Kansas Department of Education. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0020-365 
TITLE Transfer Letters 
DESCRIPTION Letters documenting transfer of funds received from State Treasurer to KPERS for various funds. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Employer Reporting

SERIES ID 0021-365 
TITLE Annual Member Contribution Reports 
DESCRIPTION Employer reports generated on each member's 4% contribution and adjustments. 
RETENTION See comments 
COMMENTS Retain paper format 5 calendar years then microfilm and destroy original. Retain microfilm permanently. Information is also entered on AS400 member records. 
DISPOSITION See Comments 
RESTRICTIONS KSA 74-4909 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Fiscal Investment Accounting

SERIES ID 0022-365 
TITLE Manager Confirmation Files 
DESCRIPTION Form documenting the trades that managers or brokers have bought or sold. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper active in office 2 fiscal years, transfer to the records center for 8 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0023-365 
TITLE Managers' Contract Files 
DESCRIPTION Contractual obligation made between investment managers and KPERS and maintained for reference regarding the manager fee payments. 
RETENTION See comments 
COMMENTS The actual DA-146 contract form originates in Fiscal Services Investment Accounting and is filed with a copy of the contract for agency reference when paying the managers' fees. Keep until inactive/released, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0024-365 
TITLE Managers' Fees and Correspondence Files 
DESCRIPTION Invoices relating to all managers' fees, payments, and correspondence. 
RETENTION 010 fisc yrs 
COMMENTS Retain active in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0044-365 
TITLE Monthly Custodial Bank Financial Records 
DESCRIPTION Monthly financial statements furnished by KPERS custodial bank summarizing each month's activities and the statements are used for reconciliation, reporting and tracking of financial information pertinent to all KPERS investments and finances. 
RETENTION See comments 
COMMENTS Paper and computer disk formats. Paper is the summary of financial statements, and CD is detailed information. Retain CD 15 fiscal years active in office, and hard copy permanently in office storage. Custodial bank also has records. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0045-365 
TITLE Monthly Manager Reports 
DESCRIPTION Reports submitted by managers summarizing monthly investment activities and assets held and maintained for reference in reconciliation of the manager and custodial bank accounts. 
RETENTION See comments 
COMMENTS Retain the record copy 2 fiscal years active in office, then transfer to State Records Center for 8 fiscal yrs, then destroy. Retain convenience copies 2 fiscal yrs., then destroy. Retain the electronic copy until no longer useful. An original manager report is also retained by Investments Division. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 365-002
Kansas Public Employees Retirement System
Fiscal Services Division
Investment

SERIES ID 0046-365 
TITLE Monthly Manager Reports 
DESCRIPTION Reports submitted by managers summarizing monthly investment activities and assets held and maintained for reference in reconciliation of the manager and custodial bank accounts. 
RETENTION 010 fisc yrs 
COMMENTS Retain the record copy 2 fiscal years active in office, then transfer to State Records Center for 8 fiscal yrs, then destroy. Fiscal Division retains convenience copies 2 fisc yrs., then destroy. Retain the electronic copy until no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 365-003
Kansas Public Employees Retirement System
Member Services Division

SERIES ID 0059-365 
TITLE KPERS Membership Records 
DESCRIPTION Any document created or submitted to the Agency relating to the maintenance of a person's membership account with the Kansas Public Employees Retirement System. These include, but are not limited to, KPERS forms, correspondence, phone logs, and/or vital records maintained by the Agency. 
RETENTION 150 calendar years from date of last retrieval 
COMMENTS Records are stored electronically in KPERS Integrated Technology Solution database and on microfilm or microfiche. Those records that have not been accessed 150 years from the last retrieval date will be permanently purged/deleted from the system. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 74-4909(10) 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

Agency Number: 365-003
Kansas Public Employees Retirement System
Member Services Division
Member Services

SERIES ID 0025-365 
TITLE Board Statistics 
DESCRIPTION Statistical reports generated to provide membership numbers used in the compilation of the board summary report. 
RETENTION 003 fisc yrs 
COMMENTS Destroy paper, retain electronic format until no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0026-365 
TITLE Subject Files 
DESCRIPTION Variety of documents arranged by subject category relating to the operations of member services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted. 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment

SERIES ID 0027-365 
TITLE Attribution Analysis 
DESCRIPTION Documents containing the portfolio attribute analysis which attempts to determine the difference between the performance and the benchmark. 
RETENTION 003 fisc yrs 
COMMENTS Exists in electronic format only. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0047-365 
TITLE Consultant Files 
DESCRIPTION Documents containing information compiled on outside consultants utilized by the Investment Department and the Board. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0028-365 
TITLE Deal Flow Records 
DESCRIPTION Reports containing information on potential investments for the real estate section of the Investment Department. 
RETENTION See Comments 
COMMENTS Destroy after 1 fiscal year unless the investment is purchased, then place in the appropriate investment record series and retain accordingly. 
DISPOSITION See comments 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0048-365 
TITLE Educational Seminars Files 
DESCRIPTION Documents related to the educational seminars that the Investment Department has created and presented. 
RETENTION 006 cldr yrs 
COMMENTS Retain electronic and paper format 6 calendar years, then retain until no longer useful. See also Employee Training Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0029-365 
TITLE Investment Policy Objectives and Guidelines Statement 
DESCRIPTION Statements instructing the Board and Investment Department to handle various investment decisions, including setting parameters. 
RETENTION See comments 
COMMENTS Retain paper and electronic copy 1 fiscal year or until no longer useful, then transfer one paper copy to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0030-365 
TITLE Investment Status and Activity Surveys 
DESCRIPTION Company or investment publication surveys that the Investment Department has completed such as and aggregate results that are returned to KPERS such as investment performance or allocations. 
RETENTION 002 fisc yrs 
COMMENTS Exists in both paper and electronic formats. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0031-365 
TITLE Investments--Alternatives 
DESCRIPTION Documents relating to each of the investments made by the Investment Department in alternative investments including both direct placements and limited partnerships and all investments since inception (both pre-1991 and post 1996). 
RETENTION see comments 
COMMENTS Retain all active investments until sold, plus 10 fiscal years--partnerships are considered closed when the partnership is liquidated. See Investments--Pre-1991 Reconstructed Files. 
DISPOSITION See Comments 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0049-365 
TITLE Investments--Pre-1991 Reconstructed Files 
DESCRIPTION Documents related to information on reconstructed files for pre-1991 investments involved in litigation. 
RETENTION See comments 
COMMENTS Retain all active investments until sold, plus 10 fiscal years--partnerships are considered closed when the partnership is liquidated. Consult Kansas Litigation Group before destroying pre-1991investment records involved in litigation. If litigation is concluded, then destroy. Retain summary subject files and selected KPERS legal documents such as pleading files, depositions, some investment analyses, investment manager records, documents produced by other parties related to the litigation, reports and records of the Joint Legislative Committee and Committee of Legislative Post Audit, and transfer to State Archives for purging. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0032-365 
TITLE Investments--Real Estate Investment Trusts 
DESCRIPTION Documents containing information on the investments by the investment department in Real Estate Investment Trusts. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper active in office 5 fiscal years, transfer to office storage for 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0033-365 
TITLE Legislative Post Audit Performance Reports Work Papers 
DESCRIPTION Work papers used to help compile the Legislative Post-Audit Performance Report. 
RETENTION See comments 
COMMENTS Retain 6 fiscal years active in office, then destroy. See Audit Reports. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0050-365 
TITLE Manager Reports 
DESCRIPTION Documents related to portfolio managers' monthly reports/updates either in paper or electronic format. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0051-365 
TITLE Managers Files 
DESCRIPTION Documents related to information on separate account managers, including new manager notebook and yearly manager disclosures. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper and electronic format 8 fiscal years active in office, 2 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0052-365 
TITLE Monthly Performance Reports 
DESCRIPTION Reports containing the monthly performance report for the KPERS portfolio; the Treasurer's Unclaimed Property Fund; the Senior Services Trust Fund; any additional future portfolios; and the electronic spreadsheets calculating monthly performance. 
RETENTION See comments 
COMMENTS Retain paper 15 fiscal years, retain electronic copy 6 fiscal years, electronic calculators should be kept until no longer useful, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0034-365 
TITLE Real Estate Appraisals 
DESCRIPTION Documents relating to the appraised value of separate and grouped properties. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0056-365 
TITLE Real Estate Investments Pooled Account Properties 
DESCRIPTION Documents related to pooled investments through the Non-Core Real Estate Sector. 
RETENTION 010 fisc yrs 
COMMENTS Retain both paper and electronic format 8 fiscal years active in office, 2 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0035-365 
TITLE Real Estate Investments Separate Account Properties 
DESCRIPTION Documents relating to all properties that the investment department has bought and sold, but does not include real estate appraisals--also known as the Core Real Estate Sector. 
RETENTION 010 fisc yrs 
COMMENTS See also Real Estate Appraisals 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0036-365 
TITLE Reconciliation Files--Monthly 
DESCRIPTION Documents relating to monthly reconciliation's of REITS Real Estate Investment Trusts Securities and Real Estate Properties to the custodial bank system. 
RETENTION 002 fisc yrs 
COMMENTS Exists in both paper and electronic format. Custodial bank also has records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0037-365 
TITLE Reconciliation Files--Quarterly 
DESCRIPTION Documents relating to quarterly reconciliation's of REITS Real Estate Investment Trusts Securities and Real Estate Properties to the custodial bank system. 
RETENTION 002 fisc yrs 
COMMENTS Exists in both paper and electronic format. Custodial bank also has records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0038-365 
TITLE Research Articles and Updates 
DESCRIPTION Documents written by KPERS relating to information on investment internet updates, position papers, KPERS investment history and general articles that are prepared to keep staff informed on investment issues. 
RETENTION See comments 
COMMENTS Retain documents drafted by KPERS 5 calendar years, transfer 1 copy to the archives and retain reference materials until no longer useful, then destroy. See also Policy Statements. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0039-365 
TITLE Trade Tickets 
DESCRIPTION Trade tickets for when an investment transaction occurs. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0040-365 
TITLE Weekly Performance Reports 
DESCRIPTION Reports containing estimated, not actual, updates on KPERS portfolio performance. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment
Chief Investment Officer

SERIES ID 0041-365 
TITLE Asset/Liability Studies 
DESCRIPTION Documents including the asset/liability study done every three years including supporting documents. 
RETENTION See comments 
COMMENTS Retain until superceded plus 2 fiscal years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Alternative Investments

SERIES ID 0058-365 
TITLE Valuations 
DESCRIPTION Documents related to information on the valuation of each of the alternative investments. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years in office, 8 fiscal years in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Publicly Traded

SERIES ID 0053-365 
TITLE Publicly Traded Reports--Annually/Board 
DESCRIPTION Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0054-365 
TITLE Publicly Traded Reports--Monthly 
DESCRIPTION Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0055-365 
TITLE Publicly Traded Reports--Quarterly 
DESCRIPTION Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Real Estate

SERIES ID 0057-365 
TITLE Tax Returns and Audited Financial Statements 
DESCRIPTION Documents related to real estate tax returns and other financial statements. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

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