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Kansas Records Retention Schedules

Results of Query:

Agency Code: 450 (Kansas Lottery)

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Agency Number: 450-001
Kansas Lottery
Executive Division

SERIES ID 0122-450 
TITLE Working Files - Executed Games 
DESCRIPTION Price structure, copy of game, validation code, packing information, etc. relating to the production and execution of lottery ticket games. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0151-450 
TITLE Working Files - Games 
DESCRIPTION Variety of documents relating to the description and promotion of lottery games. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

Agency Number: 450-001
Kansas Lottery
Executive Division
Director

SERIES ID 0161-450 
TITLE Board Packets 
DESCRIPTION Agenda, minutes, background information, etc. relating to meetings of the Lottery Commission. 
RETENTION See Comments 
COMMENTS Scan images and retain electronically until no longer useful, then destroy. Transfer hard copy annually to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0162-450 
TITLE Correspondence - Vendor 
DESCRIPTION Incoming and outgoing letters and memoranda relating to vendor concerns and issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0163-450 
TITLE Lottery Commission Appointment Files 
DESCRIPTION Documents relating to gubernatorial appointees to the Lottery Commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 450-001
Kansas Lottery
Executive Division
Legal

SERIES ID 0164-450 
TITLE Bid Records - Copies 
DESCRIPTION Documents related to requests for proposals, bids, quotations, or estimates and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0021-000 
TITLE Kansas Register Submissions 
DESCRIPTION Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices or other documents required by law to be submitted to the Kansas Register for publication. 
RETENTION See Comments 
COMMENTS Retain 1 year after publication, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-3-1 

SERIES ID 0165-450 
TITLE Rules and Regulations Files 
DESCRIPTION Variety of materials related to the formation of individual game rules and regulations and final versions submitted to the Kansas Register for public notice. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0166-450 
TITLE Trademarks Files 
DESCRIPTION Records relating to trademarks designed for individual games and registered to prevent infringement. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0167-450 
TITLE Working Files - Executed Games - Attorney's Copies 
DESCRIPTION Price structure, copy of game, validation code, packing information, etc. relating to the production and execution of lottery ticket games. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 450-001
Kansas Lottery
Executive Division
Personnel

SERIES ID 0012-450 
TITLE Equal Employment Opportunity Grievance Files 
DESCRIPTION Documents related to discrimination charges concerning employment made against an agency and subsequent investigations. 
RETENTION See Comments 
COMMENTS Retain 5 years after grievance is settled, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) & (25) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0022-450 
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 1 copy to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0027-450 
TITLE Unclassified Salary Adjustment Records 
DESCRIPTION Documents related to the determination of salary increase recommendations for unclassified staff based upon performance data. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0028-450 
TITLE Working Files 
DESCRIPTION Variety of documents relating to activities and functions of the unit. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

Agency Number: 450-001
Kansas Lottery
Executive Division
Public Information Officer

SERIES ID 0144-450 
TITLE Annual Reports 
DESCRIPTION Annual 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 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0168-450 
TITLE Director's Files 
DESCRIPTION Records relating to visits and awards presented to the top selling retailers. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0087-450 
TITLE Prizes Paid to Date Validation Report 
DESCRIPTION Computer printout generated monthly listing the prize amounts paid by lottery ticket retail vendors. 
RETENTION 001 month 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

Agency Number: 450-002
Kansas Lottery
Finance and Administrative Services Division

SERIES ID 0033-450 
TITLE Accounts Receivable Calculation Reports 
DESCRIPTION Computer reports summarizing all the lottery ticket sales transactions made by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0034-450 
TITLE Adjustments Journal 
DESCRIPTION Computer printouts listing the manual adjustments made to retailer accounts due to changes or errors. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0037-450 
TITLE Cash Disbursement Winners Journal 
DESCRIPTION Computer printouts listing the checks sent out the holders of winning lottery tickets of $25.00 or less. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0174-450 
TITLE Casino-Daily Reports 
DESCRIPTION PDF files with daily reports from the casino activity. 
RETENTION 3 fisc years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0171-450 
TITLE Casino-Invoicing Tool 
DESCRIPTION Spreadsheet application file with daily net revenues and distribution calculations. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0173-450 
TITLE Casino-Monthly Reports 
DESCRIPTION PDF files with the monthly summary of casino activity. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0172-450 
TITLE Casino-Recipt Log 
DESCRIPTION Spreadsheet application file with daily deposits and vouchers that give a cash balance. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0170-450 
TITLE Casino-Vouchers 
DESCRIPTION PDF files with vouchers for casino distributions. 
RETENTION 005 fisc years  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0169-450 
TITLE Casino-Weekly Reports 
DESCRIPTION PDF files with the weekly summary of casino activity. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0038-450 
TITLE Check Register Summary 
DESCRIPTION Computer generated reports detailing and summarizing on a monthly basis the imprest fund which allows the Kansas Lottery to use a local bank account for payment to holders of winning lottery tickets. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0039-450 
TITLE Claims Processed Report 
DESCRIPTION Internal control worksheet used to verify claims processed the previous day. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0040-450 
TITLE Claims Working Papers 
DESCRIPTION Log sheets, winners listing, and other documents relating to the settlement of claims filed by individual winners. 
RETENTION 006 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0045-450 
TITLE Daily Accounts Receivable Records 
DESCRIPTION Documents related to collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS Pertains to both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0046-450 
TITLE Daily Game/Transaction Summary Reports 
DESCRIPTION Computer printouts summarizing all the different games and sales transactions made on a daily basis. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0047-450 
TITLE Daily Mid-Tier Records 
DESCRIPTION Computer printouts listing all the holders of winning lottery tickets of over $25.00 up to $600.00 which is generated on a daily basis. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0048-450 
TITLE Daily Pack Maintenance Records 
DESCRIPTION Computer printouts used to monitor daily the locations of all the packs of game tickets for inventory management purposes. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0049-450 
TITLE Daily Perpetual Inventory Records 
DESCRIPTION Computer printouts used to monitor daily the amount of all the different game tickets for inventory management purposes. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0050-450 
TITLE Debit and Credit Memos 
DESCRIPTION Record documenting the nature and purpose of debit or credit memos issued to retailers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0054-450 
TITLE Draw Games Working Papers 
DESCRIPTION Variety of documents relating to the lottery draw games such as Powerball, Pick 3 and Cash Lotto. 
RETENTION 006 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0058-450 
TITLE Game Warehouses Reconciliation Records 
DESCRIPTION Computer printouts related to inventory management to ensure accountability for lottery game tickets stored in warehouses. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0059-450 
TITLE General Ledger Entry Processing Report 
DESCRIPTION Computer printout listing the components posted to the electronic general ledger from the game system and maintained for accounting purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0060-450 
TITLE General Ledgers - Annual 
DESCRIPTION General records maintained by the agency of financial receipts and expenditures normally used to monitor, manage, and verify annual agency budgets and prepare financial statements. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0061-450 
TITLE General Ledgers - Monthly 
DESCRIPTION General records maintained by the agency on monthly financial receipts and expenditures normally used to monitor, manage, and verify agency budget and prepare financial statements. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0064-450 
TITLE Instant Star Payment by Prize Amount Report 
DESCRIPTION Computer printouts generated for reconciliation with the Claims Processed Report. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0070-450 
TITLE Lotto Liability Reports 
DESCRIPTION Computer reports listing the amounts for which the Kansas Lottery could be liable for payments on winning tickets in on-line games such as Lotto America. 
RETENTION See Comments 
COMMENTS Retain summary reports in both hard and electronic copy 3 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0071-450 
TITLE Mid-Tier Journals 
DESCRIPTION Computer printouts listing all the holders of winning lottery ticket of over $25.00 up to $600.00. 
RETENTION See Comments 
COMMENTS Retain summary reports on both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0072-450 
TITLE Multi State Lottery Association (MUSL) Powerball Draw Reports 
DESCRIPTION Report received from MUSL detailing participating states lottery ticket sales figures, number of winners and balance sheets. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0076-450 
TITLE Online Problem Tickets and Logs Report 
DESCRIPTION Internal control report produced to monitor tickets that had some problem during the sales transaction to ensure that retailers receive proper credit. 
RETENTION See Comments 
COMMENTS Retain until the external audit is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0077-450 
TITLE Online Validation Tape Load Balance Report 
DESCRIPTION Computer printout listing the online sales amounts, produced to ensure the hard copy reconciles with the computer tape. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0082-450 
TITLE Powerball Sales Report 
DESCRIPTION Computer printout listing the daily Powerball sales, maintained for reconciliation purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0083-450 
TITLE Prize Claim Forms - 20 Year Annuities 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money paid out through 20 year annuities. 
RETENTION See Comments 
COMMENTS Retain 7 calendar years after last payment, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0084-450 
TITLE Prize Claim Forms - Hi-Tier 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts $600.00 and greater. 
RETENTION See Comments 
COMMENTS Retain 7 calendar years after the expiration of game, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0085-450 
TITLE Prize Claim Forms - Low-Tier 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts under $25.00. 
RETENTION See Comments 
COMMENTS Retain until current annual audit had been completed by Legislative Post Audit, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0086-450 
TITLE Prize Claim Forms - Mid-Tier 
DESCRIPTION Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts between $25.00 and $599.00. 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years after the expiration of game, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-8720(h) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0095-450 
TITLE Regional Inventory Balancing Report 
DESCRIPTION Internal control form submitted by regional offices listing the daily inventory changes, used to verify inventory totals. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0096-450 
TITLE Retailer Daily Sales Journal 
DESCRIPTION Computer printouts relating to the daily accounting to the Kansas Lottery of all the lottery ticket sales transactions of retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0098-450 
TITLE Retailers Electronic Funds Transfer Tape and Invoice Report 
DESCRIPTION Computer printouts detailing the weekly electronic banking transactions from retailers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0099-450 
TITLE Retailers Invoices and Statements 
DESCRIPTION Invoice signed by retailer staff acknowledging the receipt of lottery tickets from the Kansas Lottery. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0100-450 
TITLE Returns Journal 
DESCRIPTION Computer printouts listing the lottery tickets returned to the agency by retailers for credit on their accounts. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0104-450 
TITLE Sales Revenue Journal 
DESCRIPTION Computer printouts listing the sales transactions and the game numbers of lottery tickets sold by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0108-450 
TITLE Settlement to Invoice Reconciliation Report 
DESCRIPTION Internal control work sheet comparing the settlement of instant tickets toward retailer invoices on the general ledger posting and created as an internal control mechanism for reconciliation purposes. 
RETENTION See Comments 
COMMENTS Retain until the end of the game and subsequent audit, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0109-450 
TITLE System Sales Snapshot Report 
DESCRIPTION Computer printout listing the daily on-line ticket sales. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0113-450 
TITLE Ticket Returns by Game Records 
DESCRIPTION Computer printouts relating to the specific game tickets returned to the agency for a variety of reasons by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0114-450 
TITLE Ticket Returns by Warehouse Records 
DESCRIPTION Computer printouts listing all tickets in the warehouses which had been returned for various reasons by retailers. 
RETENTION 003 fisc yrs 
COMMENTS Retain both hard and electronic copy 3 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0115-450 
TITLE Ticket Validation Journal 
DESCRIPTION Computer printouts used to verify the numbers of winning lottery tickets. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0119-450 
TITLE Warrant Check Register - Daily 
DESCRIPTION Computer printouts generated listing daily the warrant checks issued to the holders of winning lottery tickets. 
RETENTION See Comments 
COMMENTS Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0120-450 
TITLE Warrant Check Registers - Numerical 
DESCRIPTION Computer printouts listing all checks made out to the holders of winning lottery tickets by the check number. 
RETENTION See Comments 
COMMENTS Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0121-450 
TITLE Winners Monetary Lists 
DESCRIPTION Computer printouts of the holders of winning lottery tickets and the prize payments awarded to them. 
RETENTION 006 fisc yrs 
COMMENTS Retain both hard and electronic copy 6 fiscal years, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

Agency Number: 450-003
Kansas Lottery
Security Division

SERIES ID 0123-450 
TITLE Building Surveillance Tapes 
DESCRIPTION Videotapes created during routine internal security monitoring by building cameras. 
RETENTION 090 days 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0141-450 
TITLE Cancelled Ticket/Big Win Reports 
DESCRIPTION Electronic records generated by the online vendor to identify tickets sale cancellation data and $5,000 and greater winning ticket data. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(2)&(12) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0158-450 
TITLE Draw Papers 
DESCRIPTION Documents relating to each online game drawing and maintained for integrity purposes. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0125-450 
TITLE Employee Background Records 
DESCRIPTION Information sheets completed by persons seeking employment with the Kansas Lottery and used as the basis for conducting a background check to preserve the integrity and security of the lottery. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0128-450 
TITLE G-Guard Reports 
DESCRIPTION Reports generated by the online vendor validating the process for Powerball winning tickets to ensure that no tampering has occurred. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0160-450 
TITLE Game Files 
DESCRIPTION Documents relating to instant ticket and pulltab games and maintained to monitor security conditions. 
RETENTION See Comments 
COMMENTS Destroy all hard copy and electronically stored game file information 3 calendar years after last claim date. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(2)&(12) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0157-450 
TITLE Game Tapes 
DESCRIPTION Computer tapes or CDs containing validation and inventory files for the instant ticket or pulltab games. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years after last claim date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(2)&(12) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0129-450 
TITLE Instant Ticket Lab Examination Reports 
DESCRIPTION Lab reports and correspondence relating to tests performed by the KBI on instant tickets to ensure that a game cannot be tampered with. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0130-450 
TITLE Investigation Files 
DESCRIPTION Documents relating to internal and criminal investigations performed by Kansas Lottery security personnel. 
RETENTION See Comments 
COMMENTS Retain in office 10 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4)(10) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0131-450 
TITLE Postal Records 
DESCRIPTION Records conerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc. 
RETENTION 003 cldr yrs 
COMMENTS Supersedes general schedule based upon retention according to calendar years rather than fiscal years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0132-450 
TITLE Promotional Event Tapes 
DESCRIPTION Videotapes made of minor promotional efforts with retailers involving Kansas Lottery prizes and taped for integrity purposes. 
RETENTION 180 days 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0133-450 
TITLE Quality Control Instant Ticket Packs 
DESCRIPTION Game packs pulled for quality control: 1 pack tested internally for scratchability and prize accuracy, 1 pack sent to KBI to ensure game integrity. 
RETENTION See Comments 
COMMENTS Retain until all quality control checks are completed, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2009-07-28 
K.A.R. NUMBER 53-2-160 

SERIES ID 0159-450 
TITLE Reconstruction Files 
DESCRIPTION Documents relating to reconstruction by vendors of instant tickets or pulltab tickets due to ticket damage. 
RETENTION 001 cldr yr 
COMMENTS Retain in security office until destroyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0134-450 
TITLE Return Scratch Ticket Forms 
DESCRIPTION Form submitted by retailers returning unused tickets to the Kansas Lottery warehouse for credit. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0107-450 
TITLE Second Chance Drawing Tickets 
DESCRIPTION Nonwinning lottery game tickets submitted to the Kansas Lottery by customers which are used as an entry vehicle for subsequent drawings. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0135-450 
TITLE Special Event Draw Records 
DESCRIPTION Documentation and videotapes relating to special promotional drawings from retailers for promotional reasons involving Kansas Lottery prizes and taped for integrity purposes. 
RETENTION 180 days 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0137-450 
TITLE Ticket Inventory Shipping Manifest 
DESCRIPTION Shipping manifest listing a detailed inventory of tickets that have been shipped from the ticket printers. 
RETENTION See Comments 
COMMENTS Retain until end of game, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0138-450 
TITLE Ticket Shipping Manifest 
DESCRIPTION Copy of the shipping manifest given to the truck driver from the ticket printers listing the shipment contents. 
RETENTION See Comments 
COMMENTS Retain until end of game, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0139-450 
TITLE Trunk Stock Requisitions 
DESCRIPTION Form submitted by lottery representatives ordering lottery tickets for distribution to retailers and used by the warehouse to fill those orders. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0116-450 
TITLE Unused Lottery Tickets 
DESCRIPTION Lottery game tickets issued by the Kansas Lottery which were never sold to consumers. 
RETENTION See Comments 
COMMENTS Retain until the end of the game is announced, transfer one ticket to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0140-450 
TITLE Vendor and Retailer Background Records 
DESCRIPTION Information sheets completed by vendors and retailers wishing to conduct business with the Kansas Lottery as required by KSA 74-8705 to preserve the integrity and security of the lottery. 
RETENTION See Comments 
COMMENTS Retain 1 year after termination of agreement, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-7810 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

Agency Number: 450-004
Kansas Lottery
Marketing Division

SERIES ID 0143-450 
TITLE Agency Jobs and Billing Records 
DESCRIPTION Copies of correspondence, contracts, etc. relating to advertising bills submitted to the Division of Accounts and Reports for payment. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0145-450 
TITLE Game Promotion Files 
DESCRIPTION Marketing plans, promotional booklet, copy points, etc. provided quarterly to district managers and the media relating to the promotion of various lottery games. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, transfer 1 copy of the "Bible" a.k.a. Promotional Booklet along with Media Plans to the archives annually, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 450-005
Kansas Lottery
Sales Division

SERIES ID 0029-450 
TITLE 3-Digit Number Game Report 
DESCRIPTION Computer printout generated weekly giving a visual snapshot of Pick 3 game numbers drawn and tickets sold. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0030-450 
TITLE 3-Digit Price Report 
DESCRIPTION Computer printout generated weekly listing the Pick 3 game winners pay-out. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0031-450 
TITLE 30 Days Packs Not Activated Report 
DESCRIPTION Computer printout generated weekly listing game packets distributed to lottery ticket retail vendors which have not been activated within 30 days and maintained for accountability purposes. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0032-450 
TITLE 45 Days Packs Not Activated List 
DESCRIPTION Computer printout generated weekly listing game packets distributed to lottery ticket retail vendors which have not been activated within 45 days and maintained for accountability purposes. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0035-450 
TITLE Applications for Retail Businesses 
DESCRIPTION Documents related to applications received by the Kansas Lottery from retailers for licenses to purchase lottery tickets and sell them at their place of business. 
RETENTION See Comments 
COMMENTS Retain until retailer is inactive, plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 

SERIES ID 0041-450 
TITLE Club Keno Daily Winners Game Report 
DESCRIPTION Computer printout generated by GTech listing the sales figures for the daily winners of the Club Keno lottery game and used to monitor sales trends. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0043-450 
TITLE Correspondence - Retailers 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain to routine matters concerning lottery ticket retail vendors. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0051-450 
TITLE Detail Sales Ranking Report 
DESCRIPTION Computer printout generated weekly listing on-line lottery ticket sales ranking for lottery ticket retail vendors. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0052-450 
TITLE Dispenser Placement Notification 
DESCRIPTION Copy of report regarding the reimbursement to lottery ticket retail vendors for the installation of end counter lottery ticket dispenser and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original is maintained in Retailer File. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0053-450 
TITLE District Manager Activity Report 
DESCRIPTION Report listing lottery representatives' daily sign-ons occurring at lottery ticket retail vendor locations and maintained by the regional manager to track activity. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0056-450 
TITLE Game End Announcements 
DESCRIPTION Flyer distributed to lottery ticket retail vendors notifying them of the ending date for particular games. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0068-450 
TITLE Lotto 2 Share Report 
DESCRIPTION Computer printout generated weekly detailing game information such as the winning number and sales figures after each Kansas Cash draw. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0075-450 
TITLE On-Line Marketing Evaluation 
DESCRIPTION Copy of an evaluation completed by a lottery representative to determine if a lottery ticket on-line retail vendor has a good traffic area and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original is maintained in Retailer File. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0080-450 
TITLE Powerball Game Data Report 
DESCRIPTION Computer printout generated weekly detailing game information such as the winning number and sales figures after each Powerball game. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0081-450 
TITLE Powerball Price Report 
DESCRIPTION Computer printout generated weekly listing the Powerball game winners pay-out after each draw. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0075-450 
TITLE Retailer Evaluations 
DESCRIPTION Copy of evaluation completed by a lottery representative to determine if a lottery ticket online retail vendor has a good traffic area and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original is maintained in Application for Retailer Business Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0097-450 
TITLE Retailer Survey 
DESCRIPTION Report created on volume lottery ticket retail vendors listing the number of games available, number of dispensers, etc. maintained to evaluate district manager's point of sales. 
RETENTION See Comments 
COMMENTS Retain in individual district manager file and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0105-450 
TITLE Sales Summary by Business Class Report 
DESCRIPTION Computer printout generated weekly listing the type of on-line lottery ticket retail vendors. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0106-450 
TITLE Sales Summary by County Report 
DESCRIPTION Computer printout generated weekly listing the on-line lottery ticket sales by county. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0112-450 
TITLE Ticket Inventory Available For Sale Report 
DESCRIPTION Computer printout generated internally listing the instant and pull tab lottery ticket inventory in the three warehouses and in trunk stock and maintained for accountability purposes. 
RETENTION 003 weeks 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

Agency Number: 450-006
Kansas Lottery
Information Technology

SERIES ID 0073-450 
TITLE Network Design and Maintenance Records 
DESCRIPTION Records documenting the maintenance of the lottery's computer network and used to verify and monitor various network processes. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

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