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Kansas Records Retention Schedules

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Agency Code: 626 (Kansas Sentencing Commission)

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Agency Number: 626-001
Kansas Sentencing Commission
Administration

SERIES ID 0001-626 
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 Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0002-626 
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 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0003-626 
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 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0004-626 
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 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0005-626 
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 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0006-626 
TITLE Child Tracking Systems Printouts 
DESCRIPTION Statistical reports listing the number of juveniles in temporary custody committed to the Secretary of SRS, and commitment to the youth centers. 
RETENTION See Comments 
COMMENTS Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0008-626 
TITLE Consolidation of Field Services Task Force File 
DESCRIPTION Correspondence, transcripts, agendas etc. relating to the work conducted by the task force to examine the feasibility of consolidating field services. 
RETENTION See Comments 
COMMENTS Obsolete series. Transfer immediately to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0009-626 
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 See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0010-626 
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 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0011-626 
TITLE Cross Tabulations Printouts 
DESCRIPTION Reports tabulating the number of juvenile offenders by birth date who are incarcerated in the youth centers. 
RETENTION See Comments 
COMMENTS Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0012-626 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0013-626 
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 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0014-626 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0015-626 
TITLE Grant Files - Unfunded 
DESCRIPTION Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0016-626 
TITLE Journal Entries 
DESCRIPTION Copies of journal entries filed in the district courts which provide an abstracted version of the civil or criminal case file. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the records center for 5 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0017-626 
TITLE Juvenile Task Force Data Collection Form 
DESCRIPTION Form completed by students incarcerated in the juvenile facilities and used to complete Phase I of the Needs Assessment for the implementation and construction of a maximum security juvenile facility. 
RETENTION See Comments 
COMMENTS Obsolete series. Transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS KSA 38-1608 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0018-626 
TITLE Legal Case Files 
DESCRIPTION Documents relating to internal complaints or concerns and any potential action taken by the agency. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0019-626 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0020-626 
TITLE Mailing Lists 
DESCRIPTION Lists of names and addresses to whom mail is regularly sent. 
RETENTION See Comments 
COMMENTS Retain until updated, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0021-626 
TITLE Minutes 
DESCRIPTION Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0022-626 
TITLE Open Cases Printouts 
DESCRIPTION Reports listing the number of juvenile offender cases still open by area and used as a basis to determine placement. 
RETENTION See Comments 
COMMENTS Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0023-626 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0024-626 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0026-626 
TITLE SHaRP Reports 
DESCRIPTION Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. 
RETENTION See Comments 
COMMENTS Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0028-626 
TITLE STARS Reports: Daily Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0029-626 
TITLE STARS Reports: Monthly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0030-626 
TITLE STARS Reports: Yearly Financial 
DESCRIPTION Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0025-626 
TITLE Sentencing Guidelines Task Force File 
DESCRIPTION Variety of documents relating to an in-depth study to revise the sentencing guidelines for persons convicted of crimes. 
RETENTION See Comments 
COMMENTS Obsolete series. Transfer immediately to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0027-626 
TITLE Standard Offense Report 
DESCRIPTION Copies of reports submitted by local law enforcement agencies to the Kansas Bureau of Investigation and maintained for reference and research purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0031-626 
TITLE Statistical Analysis Files 
DESCRIPTION Computer printouts generated from journal entries, standard offense reports, etc. producing statistical analyses which are compiled in the agency annual report. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0032-626 
TITLE Technical Reference Files 
DESCRIPTION Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0033-626 
TITLE Telecommunications Logs 
DESCRIPTION Registers recording incoming and outgoing telephone calls of the agency. 
RETENTION 6 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

Agency Number: 626-002
Kansas Sentencing Commission
Criminal Justice Coordinating Council

SERIES ID 0034-626 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0035-626 
TITLE KBI User Needs Assessment Survey 
DESCRIPTION Survey form submitted by users of the KBI Central Repository who have requested criminal history information on job applicants which is used to monitor the service provided by the KBI. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0036-626 
TITLE Minutes 
DESCRIPTION Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

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