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Kansas Records Retention Schedules

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Agency Code: 521 (Department of Corrections)

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Agency Number: 521-001
Department of Corrections
Central Office

SERIES ID 0058-521 
TITLE Subject Files - Computer Programs 
DESCRIPTION Wide variety of documents related to computer programming: DISC allocation, correspondence, notes, OBSCIS/MIS user group, data processing plan, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0013-521 
TITLE Subject Files - Deputy Secretary's 
DESCRIPTION Wide variety of documents related to the general operation of the Programs Division: juvenile advisory committee, legislative issues, letters, memos, notes, drug testing reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0194-521 
TITLE Subject Files - Education 
DESCRIPTION A wide range of documents relating to educational issues: budgets, contracts, correspondence, personnel, purchasing, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0017-521 
TITLE Subject Files - Information Systems and Research 
DESCRIPTION A wide variety of documents and materials related to entire range of correctional issues: monthly parole statistics, KDHE inspections, fire marshal reports, OBSCIS/MIS User group minutes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0097-521 
TITLE Subject Files - Institutions and Honor Camps 
DESCRIPTION Wide variety of documents related to specific programs and functions pertinent to certain penal institutions and honor camps. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0010-521 
TITLE Subject Files - Investigation 
DESCRIPTION Wide variety of documents related to groups, clans and organizations detrimental to the Kansas state penal institution inmate population: Ku Klux Klan, inmate deaths, Aryan Brotherhood, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0009-521 
TITLE Subject Files - Legal 
DESCRIPTION Wide variety of documents and related material related to Department of Corrections: litigation, legal legislation, and regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer needed, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0016-521 
TITLE Subject Files - Management Services Executive Manager 
DESCRIPTION A wide variety of documents concerning the daily operation of the Management Services division: personnel rosters, budget charts, court actions, etc. 
RETENTION See Comments 
COMMENTS Retain in accordance with general schedule (KAR 53-3-1) until no longer useful, then contact the State Archives for appraisal-if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0012-521 
TITLE Subject Files - Mental Health and Health Care 
DESCRIPTION Documents and related material covering a wide range of issues in the mental health and medical health care section of Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0015-521 
TITLE Subject Files - Personnel and Training 
DESCRIPTION A wide variety of documents relating to personnel and training issues: insurance files, labor relations, planned assistances, retirement systems, salary procedures, workforce planning project, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0011-521 
TITLE Subject Files - Public Information 
DESCRIPTION Wide variety of documents related to a breadth of Department of Corrections issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0084-521 
TITLE Subject Files - Secretary's 
DESCRIPTION Records regarding all aspects of the Department of Corrections activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0044-521 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0049-521 
TITLE Vehicle Operation Log 
DESCRIPTION Documents with vehicle usage records attached for preparing annual budgets and capital cash outlays: weekly gas and oil reports, summary logs, memos, etc. 
RETENTION See Comments 
COMMENTS Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0417-521 
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 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0039-521 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series used to adjust financial account balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0045-521 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0048-521 
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 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0050-521 
TITLE Warrant Files 
DESCRIPTION Computer reports regarding materials received and monies disbursed by the Department of Corrections: batch sheets, warrant register, ombudsman expenses, etc. 
RETENTION crrt fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0066-521 
TITLE Workforce Information 
DESCRIPTION Documents and related material used in developing and implementing workforce standards. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

Agency Number: 521-010
Department of Corrections
All Facilities

SERIES ID 0284-521 
TITLE Accounting Records - General 
DESCRIPTION A variety of documents relating to financial matters including: telephone logs, warrants, receipts, payroll logs and receipts, budgets and related material, check stubs, bank statements, etc. 
RETENTION See Comments 
COMMENTS Retain and dispose of in accordance with general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0472-521 
TITLE Accounts and Reports Run Documents 
DESCRIPTION Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0411-521 
TITLE Administrative Segregation Reports 
DESCRIPTION Documents indicating when an inmate is locked in a cell for long periods of time. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to respective "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0517-521 
TITLE Alcohol/Drug Diagnostic Appraisal Records 
DESCRIPTION Supporting documentation used as a diagnostic tool during the intake processing to determine the level of substance abuse treatment the offender required. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0123-521 
TITLE Alpha Roster 
DESCRIPTION Documents used for reference and assignment of inmates to vacant cells. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0309-521 
TITLE Boiler Records 
DESCRIPTION Documentation of the boiler system used to ensure safe operating levels. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0282-521 
TITLE Building Inspection Records 
DESCRIPTION Documents regarding maintenance and inspections of fire and safety equipment, food areas, and other related issues. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0528-521 
TITLE Call-Out Records 
DESCRIPTION Memoranda and other communications to cellhouses indicating which inmates may attend meetings of organized, approved groups (e.g. religious groups, choirs, programs, etc.) 
RETENTION 001 fiscal year 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29), KSA 22-4707 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0402-521 
TITLE Canine Operations records 
DESCRIPTION Wide variety of documents related to the kennel operation and maintenance and dog training for those dogs working with the Department of Corrections: requisitions, correspondence, dog ownership papers, disposition records, vet bills, inspections and searches, search exercises, etc. 
RETENTION See Comments 
COMMENTS Retain until information is superseded or for 5 fiscal years, whichever is longer, then destroy and/or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0274-521 
TITLE Canteen Accounting Records 
DESCRIPTION Documents concerning financial affairs of the canteen: check ledgers, bank statements, ledgers, receipts, invoices, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0511-521 
TITLE Captain's Shift Log 
DESCRIPTION Facility security activity log indicating the date, time, shift supervisor, recorded incidents, etc. within all observation points within the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0344-521 
TITLE Cellhouse Capacity Sheets 
DESCRIPTION Documents related to the cellhouse population capacity: population numbers, total, optimum number, etc. 
RETENTION 001 cldr yr 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0220-521 
TITLE Cellhouse and Tower Call-in Logs 
DESCRIPTION Documents of cellhouse and tower security post call-ins. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0301-521 
TITLE Chaplain's records 
DESCRIPTION Documents regarding a wide range of facility issues: inmate control sheet, attendance worship records, volunteer demographics information, correspondence, notes, sermons, logs of inmates' use of chaplaincy services, etc. 
RETENTION 001 calendar year 
COMMENTS Retain for 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy and/or delete. 
DISPOSITION See comments 
RESTRICTIONS Portions restricted per KSA 45-221(a)(29). 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0210-521 
TITLE Civil Service Examinations 
DESCRIPTION Examinations given to perspective employees as required by the Division of Personnel Services. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0212-521 
TITLE Civil Service Examinations - Correctional Officers 
DESCRIPTION Examinations given to applicants for correctional officer positions. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0211-521 
TITLE Classification Action Records 
DESCRIPTION Documents used to assess and evaluate employee classification position levels. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0099-521 
TITLE Clemency Records 
DESCRIPTION Documents related to requests by penal inmates for clemency. 
RETENTION See Comments 
COMMENTS Retain 3 years beyond governor's tenure, then transfer to the State Archives. This is pursuant to KSA 75-104(c). 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0364-521 
TITLE Clinic Administration Records 
DESCRIPTION Routine documents related to the administration of clinic: purchasing records, personnel memos, incident reports, inmate grievances, supply requisitions, fire inspection reports, etc. 
RETENTION See Comments 
COMMENTS See general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0101-521 
TITLE Commutation Certificates 
DESCRIPTION Documents authorizing terminated or reduced prison sentences for specific inmates. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0183-521 
TITLE Controlled Medication and Syringe Logs 
DESCRIPTION Documents concerning the use and distribution of controlled medication and narcotic syringe count sheets. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0139-521 
TITLE Correctional Officer Duty Roster 
DESCRIPTION Correctional officer daily assignment and duties. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0407-521 
TITLE Correctional Officer Equipment Issue Log 
DESCRIPTION Documents relating to the issuance of a variety of equipment: radio (hand-held), flashlights, bolt cutters, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0412-521 
TITLE Correctional Officer Medication File 
DESCRIPTION Monthly report of medication correctional officers are taking. 
RETENTION 001 month 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0513-521 
TITLE Correctional Officer Shift Log 
DESCRIPTION A facility activity log recording date, time, shift supervisor, recorded incidents, etc. 
RETENTION 005 cldr yrs 
COMMENTS See also Captain's Shift Log. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-4707 & 45-221(a)(29) 
APPROVED 2006-07-13 
K.A.R. NUMBER 53-2-148 

SERIES ID 0165-521 
TITLE Correctional Officer Uniform Issue Log 
DESCRIPTION Documents detailing the issuance of correctional officer uniforms: officer's name, type of clothing issued, date, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0224-521 
TITLE Correctional Staff After Hours Emergency Log 
DESCRIPTION Documents related to radio, telephone, and/or pager notifications during emergency situations. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0197-521 
TITLE Credit Card Logs 
DESCRIPTION Documents listing issued state credit cards. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0145-521 
TITLE Disciplinary Case Files 
DESCRIPTION Documents related to charges filed against an inmate for violations of facility rules and regulations. 
RETENTION See Comments 
COMMENTS Retain until case is closed, then place original report in "Inmate File" if found guilty. The remainder retain 3 years, then destroy. Destroy duplicates when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0515-521 
TITLE Disciplinary Case Log 
DESCRIPTION Log of inmate disciplinary cases: case number, inmate number, offense, class of offense, dates, disposition, etc. 
RETENTION 003 cldr yrs 
COMMENTS Retain 3 calendar years, then transfer to the archives for purging or sampling. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0134-521 
TITLE Disciplinary Case Tape Recordings and Transcripts 
DESCRIPTION Sound recordings of disciplinary hearings held by adjudicated panel. 
RETENTION See Comments 
COMMENTS Tapes may be erased after transcription. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0416-521 
TITLE Disciplinary Disposition Reports 
DESCRIPTION Daily summaries of disciplinary cases: inmate number, cell, case number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0510-521 
TITLE Disciplinary/Segregation Reports and Logs 
DESCRIPTION Reports and logs recording disciplinary and segregation incidents. 
RETENTION 003 cldr yrs 
COMMENTS Retain 3 calendar years, then transfer to the archives for purging or sampling. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0380-521 
TITLE Dress-Out Cards 
DESCRIPTION Documents of inmate funds transferred to other facilities or elsewhere. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0185-521 
TITLE Drug Formulary 
DESCRIPTION Listing of drugs kept at the facilities. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0459-521 
TITLE Drug Screening Information Records 
DESCRIPTION Documents relating to routine drugs and screening tests for such drugs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0467-521 
TITLE Emergency Drills and Reports 
DESCRIPTION Documents relating to the completion of fire, tornado, and other related emergency drills by the facility personnel and inmates. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0406-521 
TITLE Emergency Plans, Maps, and Squad Assignments 
DESCRIPTION Documents related to the preparedness of security personnel in an emergency situation: maps, facility blueprints, assignments, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0440-521 
TITLE Employee Accident Reports 
DESCRIPTION Reports regarding accidents to employees: name, place, and cause of accident, nature, and location of injury on body, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707,45-221(a)(3)(4)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0330-521 
TITLE Employee Case Files 
DESCRIPTION Documents relating to employee legal problems with either supervisors or colleagues: correspondence, reports, disciplinary cases, court orders, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 3 years, then transfer to "Employee Personnel File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(25) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0460-521 
TITLE Employee Drug Test Records 
DESCRIPTION Documents detailing the testing of employee's urine samples for the presence of drugs. 
RETENTION See Comments 
COMMENTS Retain for employee's tenure, then transfer positive results to the "Employee Personnel File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0335-521 
TITLE Employee Fingerprint Cards 
DESCRIPTION Cards related to the fingerprinting of applicants for security purposes. 
RETENTION See Comments 
COMMENTS Cards are merged with either the "Employee Personnel Files" or "Employment Applications - Not Hired" and retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(10)(12)(30) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0334-521 
TITLE Employee Grievances and Complaints - General 
DESCRIPTION Documents related to complaints and grievances against supervisors: narratives, form 03101, investigation reports, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0479-521 
TITLE Employee Information Cards 
DESCRIPTION Information in abstract form relating to individual employees. 
RETENTION See Comments 
COMMENTS Retain 20 years after tenure of employee, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0215-521 
TITLE Employee Information Roster 
DESCRIPTION A roster listing in abstracted form employee personnel information: name, address, telephone number, position number, hire date, birthdate, salary, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0336-521 
TITLE Employee Interview Board Files 
DESCRIPTION Documents related to the filling of positions: list of eligible applicants, applicant assessments, applications - not hired, copy of successful applications, score sheets, & other supporting material. 
RETENTION 003 cldr yrs 
COMMENTS Material for those persons hired are transferred to "Employee Personnel Files" (q.v.). 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0213-521 
TITLE Employee Personnel Evaluation Log 
DESCRIPTION Documents used to schedule and control personnel evaluations: type of evaluation, date sent, date received, etc. 
RETENTION See Comments 
COMMENTS Retain until log book is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0434-521 
TITLE Employee Personnel Files - Director's Office 
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc. 
RETENTION See Comments 
COMMENTS Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0187-521 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Documents regarding individual employee financial and position status: salary plans, letters of reprimand, general financial data, etc. 
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 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0112-521 
TITLE Employee Position Description Cards 
DESCRIPTION Card listing of those employees who have (and who presently do) occupy a specific position. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0522-521 
TITLE Employee Property Claim Files 
DESCRIPTION Documents relating to property loss claims under $500 filed by Department of Corrections employees for reimbursement of damaged goods. 
RETENTION See Comments 
COMMENTS Transfer to individual Employee Personnel File and retain accordingly. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0383-521 
TITLE Employee Termination Check-Out Sheets 
DESCRIPTION Forms used to ensure all actions associated with persons leaving employment have been completed. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0169-521 
TITLE Employee Training Manuals 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0113-521 
TITLE Employee Training Records - Individual 
DESCRIPTION Documents relating to individual employee training: qualifications of weapons, educational exams, supervisory workshops, CPR and First Aid instructions, etc. 
RETENTION See Comments 
COMMENTS Retain until end of employee tenure, then merge with "Employee Personnel File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0115-521 
TITLE Employee Training Videotapes 
DESCRIPTION Training videos shown as visual instructing aids: stress management, prison riots, basic correctional officers course, behavioral science materials, etc. 
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 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0189-521 
TITLE Employment Application Drug Test Records 
DESCRIPTION Documents detailing the testing of individual employment applicant's urine samples for the presence of drugs. 
RETENTION See Comments 
COMMENTS Retain if hired, in respective "Employee Personnel File" - if not, then place in "Employment Applicants-Not Hired" file. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0324-521 
TITLE Equal Employment Opportunity Reports 
DESCRIPTION Documents used to compile monthly and quarterly reports for submission to the Central Office regarding EEO issues. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0405-521 
TITLE Equipment Check-List 
DESCRIPTION Documents related to the control of ladders, ropes and other similar material issued to employees. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0502-521 
TITLE Evidence Articles 
DESCRIPTION Physical evidence confiscated during investigations by facility investigators: televisions, fans, radios, watches, drugs, weapons, personal property, clothing, canteen items, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed, then return appropriate articles, contact the State Archives for appraisal of appropriate articles. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0251-521 
TITLE Expenditure Control Log 
DESCRIPTION Documents of invoices sent to central office for processing. 
RETENTION See Comments 
COMMENTS Retain until log sheet is no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0482-521 
TITLE Expungement Records 
DESCRIPTION Purged inmate information sealed from all disclosure. 
RETENTION See Comments 
COMMENTS Place in sealed envelope and retain, then transfer to the State Archives with other inmate files. 
DISPOSITION Archives 
RESTRICTIONS KSA 21-4619 et seq. 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0102-521 
TITLE Extradition Records 
DESCRIPTION Documents of fugitives who are extradited from other states: warrant, court documentation, notification of pick-up, etc. 
RETENTION See Comments 
COMMENTS Retain until fugitive has been returned to Kansas, then transfer to Office of the Governor - in case of non-return, retain 30 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0349-521 
TITLE Facility Form-9's 
DESCRIPTION Passes allowing inmates to move throughout the facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0529-521 
TITLE Fire and Safety Records 
DESCRIPTION Logs, maintenance and inspection records, correspondence, inventories, evacuation plans, meeting records, training materials, and other records regarding fire and safety issues in correctional facilities. 
RETENTION See comments 
COMMENTS Retain for 5 fiscal years or until information is superseded, whichever is longer, then destroy. Certification information required by regulations to remain on file perpetually should be retained until superseded, then destroyed. 
DISPOSITION Destroy 
RESTRICTIONS Portions restricted per KSA 45-221(a)(12). 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0261-521 
TITLE Food Service Inmate Personnel Files 
DESCRIPTION Documents related to inmate food service positions: time reports, job descriptions, general kitchen rules, disciplinary reports, incident reports, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate's job assignment is complete plus 1 year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0254-521 
TITLE Food Service Logs 
DESCRIPTION Wide variety of logs created in the food service area: knife log, daily meal log, temperature log, caustic/toxic log, daily waste log, and dangerous tool inventory log. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0389-521 
TITLE Food Service Logs - General 
DESCRIPTION Wide variety of logs created separately, but stored together: perishable food log, tool control log, butcher shop log, inventory log, kitchen roster, refrigerator temp log, knife control sheets, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0293-521 
TITLE Food Service Menus 
DESCRIPTION Documents relating to a variety of menus available for use in daily meal preparation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0388-521 
TITLE Food Service Monthly Reports 
DESCRIPTION Basic statistical record of activities and inventory in the kitchen --includes completed form summary and supporting material. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0201-521 
TITLE Food Service Procedure Manuals 
DESCRIPTION Original copies of formal explanations of food service policies and procedures issued in collective manual or individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0409-521 
TITLE Gasoline Log 
DESCRIPTION Documents of gasoline pumped for state vehicles. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0384-521 
TITLE Gasoline and Oil Report 
DESCRIPTION Documents relating to gas and oil usage. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0341-521 
TITLE Hazardous Material Logs 
DESCRIPTION Documents related to use, storage, and disposition of various hazardous materials (caustic, toxic, and flammable substances). 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0452-521 
TITLE Health and Environment Inspection Reports 
DESCRIPTION Documents regarding inspections by the Department of Health and Environment, in and around the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0453-521 
TITLE Housekeeping Records 
DESCRIPTION A wide variety of documents relating to housekeeping matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0227-521 
TITLE Identification Badge Authorization Records 
DESCRIPTION Documents relating to the authorization of temporary identification badges for outside contractors to work within the facility walls. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0104-521 
TITLE Inmate Accident Reports 
DESCRIPTION Reports regarding accidents to inmates: name, place and cause of accident, nature and location of injury on body, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0280-521 
TITLE Inmate Accounts Records 
DESCRIPTION Documents related to administration of and accounting for funds directly related to inmates: bank stubs, trust funds, inmate receipts, inmate payroll, withdrawals, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0237-521 
TITLE Inmate Alias File Cards 
DESCRIPTION Cards relating to inmate alias names. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0400-521 
TITLE Inmate Alias Names 
DESCRIPTION Documents indicating alias names assigned to inmates for security and safety reasons. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility, then place card in individual inmate file. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 
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