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Kansas Records Retention Schedules

Results of Query:

Agency Code: 553-005 (Kansas Racing and Gaming Commission. State Gaming Agency)

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Agency Number: 553-005
Kansas Racing and Gaming Commission
State Gaming Agency

SERIES ID 0020-553 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0021-553 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0022-553 
TITLE Annual and Special Reports 
DESCRIPTION General 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 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0023-553 
TITLE Architectural Plans, Drawings, Maps, and Specifications 
DESCRIPTION Records documenting the floor plan of the casino and any subsequent changes in the location of gaming machines as required by the Tribal Gaming Oversight Act. 
RETENTION See Comments 
COMMENTS Transfer initial floor to the archives when no longer useful. Retain subsequent plans and drawings until superseded or no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0024-553 
TITLE Background Investigations - Category 1 
DESCRIPTION Application and supporting documentation relating to an individual applying for a decision or policy making position in a tribal casino requiring the most extensive background investigation. 
RETENTION See Comments 
COMMENTS Records copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3) 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0025-553 
TITLE Background Investigations - Category 2 
DESCRIPTION Application and supporting documentation relating to an individual applying for a position with some level of responsibility in a tribal casino requiring an extensive background investigation. 
RETENTION See Comments 
COMMENTS Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3) 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0026-553 
TITLE Background Investigations - Category 3 
DESCRIPTION Application and supporting documentation relating to an individual applying for a position in a tribal casino requiring a basic background investigation. 
RETENTION See Comments 
COMMENTS Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10)(42) & KSA 9805(m)(3) 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0033-553 
TITLE Background Investigations - Corporations 
DESCRIPTION Application and supporting documentation relating to vendors, directors, and management companies applying to sell equipment to or manage the activities of a tribal casino. 
RETENTION See Comments 
COMMENTS Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3) 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0027-553 
TITLE Background Investigations - Discontinued 
DESCRIPTION Application and supporting documentation relating to an individual applying for a position at a tribal casino who have withdrawn from the process. 
RETENTION See Comments 
COMMENTS Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10)(42) & KSA 74-9805(m)(3) 
APPROVED 2005-07-14 
K.A.R. NUMBER 53-2-143 

SERIES ID 0028-553 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0029-553 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0030-553 
TITLE Casino Investigation Files 
DESCRIPTION Correspondence, investigation reports, surveillance videos, etc. relating to investigations conducted by State Gaming enforcement investigators into criminal activities or gaming compact violations. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)10 & 42 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0031-553 
TITLE Casinos Incident Reports 
DESCRIPTION Form and supporting documentation received from the tribal casinos relating to possible violations of the gaming compact or criminal activities which may or may not warrant an investigation. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 5 years, then destroy. Any incident reports which warrant an investigation will be filed in the appropriate Casino Investigation File. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a) 10 & 42 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0032-553 
TITLE Casinos Inspection Report 
DESCRIPTION Report completed by investigators detailing casino operations to ensure compliance with the Tribal Gaming Oversight Act K.S.A. 74-9801 through 74-9809. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)10 & 42 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0034-553 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0035-553 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0036-553 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records enter for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0037-553 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in-out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0038-553 
TITLE Litigation Case Files 
DESCRIPTION Documents relating to arbitration or lawsuits involving criminal activities, violations of the tribal gaming compact, or the Tribal Gaming Oversight Act. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a) 10 & 42 & 74-9805(m)(3) 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0039-553 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0050-553 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0040-553 
TITLE Staff Time Database 
DESCRIPTION Database tracking State Gaming enforcement investigators' time in conducting background investigations and maintained for accountability purposes. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)4 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0041-553 
TITLE Subject Files - Director 
DESCRIPTION Variety of documents relating to the administration and operation of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0042-553 
TITLE Tracking Database 
DESCRIPTION Database monitoring the incoming and outgoing background investigations and maintained to ensure completion of investigations within the required 90 days as agreed upon by the tribes and the agency. 
RETENTION See Comments 
COMMENTS Retain hard copy 3 fiscal years, then destroy. Retain electronic copy until no longer useful, then delete. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0043-553 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Travel and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0044-553 
TITLE Tribal Compact Files 
DESCRIPTION Correspondence, compact, notifications, etc. relating to a tribal compact arranged between the tribe and the State Gaming Commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0045-553 
TITLE Visitors Logs 
DESCRIPTION Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0048-553 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0046-553 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0047-553 
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 2000-04-13 
K.A.R. NUMBER 53-2-123 

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