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Kansas Records Retention Schedules

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Agency Code: 000-100 (Local Government Records. General Schedule/All Offices)

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Agency Number: 000-100
Local Government Records
General Schedule/All Offices

This is the general agency code for Local Records series.


SERIES ID 0001-100 
TITLE Accident Reports 
DESCRIPTION Documents related to accidents occurring in, on, or around the county office's facility(ies). 
RETENTION 005 cldr yrs 
COMMENTS Retain for 5 calendar years or longer if necessary, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 U.S.C. sec. 552(a) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0002-100 
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 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0003-100 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the office: copies of invoices, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years after last payment is received, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0004-100 
TITLE Activity Report Records 
DESCRIPTION Internal documents used to compile statistics on office activities, traffic reports, activity logs, etc. 
RETENTION 002 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0005-100 
TITLE Adding Machine or Calculator Tapes 
DESCRIPTION Master tapes produced on business machines during bookeeping. 
RETENTION See Comments 
COMMENTS May be destroyed immediately unless required to document associated records; then retain in conjunction with those associated records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0006-100 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on office activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0007-100 
TITLE Architectural Plans, Drawings, Maps, and Specifications 
DESCRIPTION Records documenting the physical plant of the offices and/or buildings owned or occupied by the local government. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer one copy to permanent storage and contact the local historical society for interest in retaining an extra copy. 
DISPOSITION Permanent 
RESTRICTIONS Portions per K.S.A. 45-221(a)(12) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0008-100 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by local, state, federal and/or non-governmental auditing agencies. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0009-100 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0010-100 
TITLE Batch Transmittal Forms 
DESCRIPTION Completed forms used to transmit documents for mass computer input. 
RETENTION See Comments 
COMMENTS Retain in conjunction with transmitted documents, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0011-100 
TITLE Bid Records 
DESCRIPTION Documents related to requests for proposals, bids, quotations or estimates. 
RETENTION 005 fisc yrs 
COMMENTS See also Purchasing Records, Vouchers and Requisitions, Accounts Payable Records, Contracts, and Vendor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0012-100 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of the annual office budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION See Comments 
COMMENTS Retain until audit is completed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0013-100 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly for approval and subsequent appeals. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0014-100 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and other maintenance to the physical plant of office - does not include Work Order and Logs. 
RETENTION See Comments 
COMMENTS Retain records of minor maintenance activities for 3 fiscal years, then destroy. Retain records of major maintenance activities permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0015-100 
TITLE Capital Improvement Projects Files 
DESCRIPTION Records related to construction projects: bids, specifications, plans, drawings, reports, notes, etc. 
RETENTION Permanent 
COMMENTS See also Architectural Plans, Drawings, and Specifications 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0016-100 
TITLE Committee Files 
DESCRIPTION Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interoffice, and advisory committees. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0017-100 
TITLE Computer Software Licensing Files 
DESCRIPTION Documents proving the licensure and implementation of computer software programs by the agency. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after the contract or end user license agreement (EULA) has expired or 5 calendar years after the software is no longer installed, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0018-100 
TITLE Computer System Documentation 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. If data is not migrated to new system, retain al long as access to data is necessary. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0019-100 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years after conclusion of any court case, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0020-100 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record import events in the operational and organizational history of the office. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0021-100 
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 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0022-100 
TITLE Deeds for Real Estate 
DESCRIPTION Legal documents pertaining to the ownership of real property by the office. 
RETENTION Permanent 
COMMENTS Retain in Register of Deeds Office. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0023-100 
TITLE Employee Court Ordered Withholding Files 
DESCRIPTION Court orders issued by the district or other courts to withhold earning from county employees for garnishment, child support, tax levies, or other reasons and includes original writs or copies of writs of garnishment, recapitulations of amounts withheld and related documents. 
RETENTION See Comments 
COMMENTS Retain for length of stop order plus 1 year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 0024-100 
TITLE Employee Notary Files 
DESCRIPTION Notary certification files compiled on employees. 
RETENTION See Comments 
COMMENTS Proof of certification is part of the Employee Personnel File. These files are convenience copies. Retain information until superceded, or 3 calendar years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-131 

SERIES ID 0025-100 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials. 
RETENTION See Comments 
COMMENTS Full personnel file: retain for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Abstracted work history (appointment data and change of status information, consistent with sound HR practice and legal counsel advice of meeting regulatory needs), a summary log of background checks, employment start date, employment end date, position titles and dates in each position: retain for an additional 12 calendar years, then destroy and/or delete. Abstracted payroll history (name, title, year, hours, and pay rate): retain for 40 calendar years, then destroy and/or delete. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(3)(4)(6)(9)(30), KSA 22-4701 et seq. 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0026-100 
TITLE Employee Personnel Files--Convenience Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(4) 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0027-100 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions. Includes supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0028-100 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, monthly or yearly basis including; time sheets, time cards, attendance reports, absence reports, wage and hour audits (FLSA compliance,) sign-in/out sheets, etc.  
RETENTION 005 fisc yrs 
COMMENTS See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0029-100 
TITLE Employee Training Course Materials 
DESCRIPTION Record copy of manuals, syllabi, textbooks and other training aids created for office sponsored employee training programs. 
RETENTION See Comments 
COMMENTS Retain one copy permanently and destroy the remainder. See also Employee Training Records. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0030-100 
TITLE Employee Training Records 
DESCRIPTION Correspondence, reports, and other programs relating to the operation of office sponsored training programs and to employee participation in training programs sponsored by external organizations. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0031-100 
TITLE Employee Withholding Allowance Certificates 
DESCRIPTION Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0032-100 
TITLE Employment Applications - Not Hired 
DESCRIPTION Applications and supplementary materials, including background checks, submitted by unsuccessful applicants for employment. 
RETENTION See comments 
COMMENTS Retain for 003 calendar years, then destroy. If background check was performed, retain for 006 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(4)(30), KSA 22-4701 et seq. 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0033-100 
TITLE Employment Eligibility Verification Form 
DESCRIPTION Immigration and Naturalization Service (INS) form 9 completed by employee which is used to verify the legal residency status of the employee. 
RETENTION See Comments 
COMMENTS Retain for length of employee tenure plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0034-100 
TITLE Equal Employment Opportunity Grievance Files 
DESCRIPTION Documents related to discrimination charges concerning employment made against an office and subsequent investigations. 
RETENTION See Comments 
COMMENTS Retain 5 years after grievance is settled, then transfer to permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(11)(25) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0035-100 
TITLE Equal Employment Opportunity Plans 
DESCRIPTION Documents related to office compliance with laws and regulations concerning EEO/AA Plans. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0036-100 
TITLE Equipment Maintenance and Ownership Records 
DESCRIPTION Documents related to the legal ownership and maintenance of office equipment: legal titles, warranties, maintenance logs, etc. 
RETENTION See Comments 
COMMENTS Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records, and Vehicle Ownership and Maintenance Records. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0037-100 
TITLE Equipment Operation Records 
DESCRIPTION Documents related to the use of office equipment (e.g. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calendars, adding machines, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Equipment Ownership and Maintenance Records. Roads and Bridges need to retain for the period they own the equipment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0038-100 
TITLE Expendable Items Supply Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to order expendable supplies from central supply rooms. 
RETENTION See Comments 
COMMENTS Retain 1 fiscal year after audit, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0245-000 
TITLE Family and Medical Leave Act (FMLA) Records 
DESCRIPTION Forms and documentation for FMLA determinations for individual employees. Records may be paper or electronic. 
RETENTION 3 cld years after completion or denial 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(3) and 29 CFR 825.500 (g)  
APPROVED 2017-01-19 
K.A.R. NUMBER  

SERIES ID 0039-100 
TITLE Grant Files 
DESCRIPTION Variety of documents dealing with applications for federal, state, and private grants and the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications, contracts, agreements, and annual and final performance reports to permanent storage and destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0040-100 
TITLE Grant Files - Unfunded 
DESCRIPTION Applications and supporting documentation relating to federal, state, and private grants submitted by local entities which were not funded. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0041-100 
TITLE Hearing and Meeting Transcripts and Electronic Media Recordings 
DESCRIPTION Records of public hearings and other meetings: audiotapes, videotapes, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Tapes can be reused. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0237-000 
TITLE Hygrothermograph Data Logger Reports  
DESCRIPTION Hygrothermograph readings taken by staff in various areas which monitor the temperature and humidity levels to ensure that proper environmental conditions are maintained.  
RETENTION 2 cldr years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-10-24 
K.A.R. NUMBER 53-2-178 

SERIES ID 0042-100 
TITLE Imprest Fund 
DESCRIPTION Documents relating to the administration and accounting of the imprest fund which allows an office to use a local bank account as authorized by statute. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0043-100 
TITLE Incident Reports 
DESCRIPTION Documents related to incidents occurring between the county office and any individual, group, corporation or government. 
RETENTION See Comments 
COMMENTS Retain for 5 calendar years or longer if necessary, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 U.S.C. sec. 552(a) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0044-100 
TITLE Income Tax Monitoring 
DESCRIPTION Work papers, logs, reconciliation's and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments. 
RETENTION See Comments 
COMMENTS Retain 4 calendar years after date tax was due or paid, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) and 5 USC 552 (a) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-131 

SERIES ID 0045-100 
TITLE Insurance Policies 
DESCRIPTION Documents such as insurance policy terms and binders. 
RETENTION See Comments 
COMMENTS Retain until canceled or expired, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled. 
DISPOSITION see Comments 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0109-100 
TITLE Internal Memos - Policy Related 
DESCRIPTION Internal memos, e-mail and other correspondence 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 permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0104-100 
TITLE Internal Memos - Routine 
DESCRIPTION Internal memos, e-mail, or other correspondence which pertain to routine matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0046-100 
TITLE Internal Revenue Service W-2 Tax Files 
DESCRIPTION Agency copy of employee wages and tax statements maintained by the office or payroll processor. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0047-100 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0048-100 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records related to capital equipment inventory management: computer reports, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0049-100 
TITLE Kansas Public Disclosure Commission Statements of Substantial Interest 
DESCRIPTION Office copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0050-100 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain until superseded or inactive plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0051-100 
TITLE Leave Requests 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0052-100 
TITLE Ledgers - General 
DESCRIPTION General records of financial receipts and expenditures normally used to monitor, manage, and verify office budget. 
RETENTION See Comments 
COMMENTS This series includes only internal documents. Retain in office 5 years, then transfer to permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0053-100 
TITLE Legal/Public Notices 
DESCRIPTION Announcements appropriately published to notify the general public of an auction, legal proceeding, election, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0053-100 
TITLE Legal/Public Notices 
DESCRIPTION Announcements appropriately published to notify the general public of an auction, legal proceeding, election, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0054-100 
TITLE Legislation Reference Files 
DESCRIPTION Copies of bills, drafts of legislation, copies of statutes, notes, correspondence, and other miscellaneous documents related to various legislative activities or statutes applicable to the operation of the office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0055-100 
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 K.S.A. 21-3914 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0056-100 
TITLE Material Safety Data Sheets 
DESCRIPTION Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility. 
RETENTION See Comments 
COMMENTS Retain until superseded or hazardous chemical is no longer on site, then destroy as required by CFR 1910.1200. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0057-100 
TITLE Memoranda of Understanding or Agreement - Interoffice 
DESCRIPTION Formal agreements reached between state, local, and/or federal agencies. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0058-100 
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 permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0105-100 
TITLE Organizational Charts 
DESCRIPTION Records documenting the office's current organizational structure. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 3 calendar years, then transfer to permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0060-100 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in office payroll accounts. 
RETENTION 003 fisc yrs 
COMMENTS See also Payroll Deduction Authorization Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0061-100 
TITLE Payroll Deduction Authorization Records - General 
DESCRIPTION Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedules not apply to W-4 Forms or Payroll Direct Deposit Authorization Record. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0062-100 
TITLE Payroll Direct Deposit Authorization Records 
DESCRIPTION Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect plus 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0063-100 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to office employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0064-100 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0065-100 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes. 
RETENTION See Comments 
COMMENTS Retain permanently materials that document governmental programs and services. Other items may be offered to local historical societies or destroyed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0106-100 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to permanent storage. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0067-100 
TITLE Postal Records 
DESCRIPTION Records concerning 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 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0068-100 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media. 
RETENTION See Comments 
COMMENTS Retain one copy permanently, dispose of others. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0107-100 
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 retain 1 copy permanently, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0069-100 
TITLE Programs and Invitations 
DESCRIPTION Documents related to official office functions. 
RETENTION See Comments 
COMMENTS Retain permanently one copy of documents related to official functions, dispose of others. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0070-100 
TITLE Property Disposition Records - Non-Expendable 
DESCRIPTION Copies of forms and supporting documents used to remove capital equipment from the office inventory. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0071-100 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the office. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, then transfer 1 copy to permanent storage and destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0072-100 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the office central purchasing office. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0073-100 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers and Requisitions, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0074-100 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the office: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0075-100 
TITLE Records Management Records 
DESCRIPTION Documents related to the management of office records including completed survey forms, inventories, disposition and transfer records, and other miscellaneous materials such as correspondence or reference materials. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0076-100 
TITLE Recruitment Files 
DESCRIPTION Variety of documents relating to the recruitment process for hiring employees to fill vacant positions. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0108-100 
TITLE Reorganization Studies 
DESCRIPTION Records documenting actual and proposed agency organizational structure. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 3 calendar years, then transfer to permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0077-100 
TITLE Request for Access to Records 
DESCRIPTION Documents related to the requests for access to office records and office responses prepared pursuant to K.S.A. 45-218. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0078-100 
TITLE Safety Inspection Files 
DESCRIPTION Documents related to routine and special safety inspections, including correspondence and follow-ups, by county offices or the State Department of Human Resources. 
RETENTION See Comments 
COMMENTS Retain county inspection files 5 calendar years, state inspections until superseded by another inspection. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0079-100 
TITLE Sales and Use Tax Records 
DESCRIPTION Reports of retail sales and excise taxes due to the state submitted to the Department of Revenue by local governments acting as retailers with supporting documents. 
RETENTION 3 tax yrs 
COMMENTS A tax year is the 12 month period beginning/ending when one actually files taxes (whether working on a fiscal or calendar year). Records must be kept 3 full years. See KSA 79-3609. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0080-100 
TITLE Schedules - Office Activities 
DESCRIPTION Internal forms and calendars used to schedule employee or office activities (calendars and appointment books, etc.). 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0081-100 
TITLE Scrapbooks, Memorabilia, and Photographic Albums 
DESCRIPTION Newsclippings, photo albums, etc. documenting office activities. 
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 Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0110-100 
TITLE Security Records 
DESCRIPTION Security logs, sign-in sheets, security camera footage, security activity reports, incident reports, etc. relating to security provided for buildings and grounds. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) See Atty Gen's Opinion 87-25. 
APPROVED 2008-04-24 
K.A.R. NUMBER 53-2-155 

SERIES ID 0082-100 
TITLE Self-Insurance Claim Files 
DESCRIPTION Documents related to claims against county self-insured funds such as vehicle or equipment damage. 
RETENTION See Comments 
COMMENTS Retain until paid out or settled, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled. 
DISPOSITION see Comments 
RESTRICTIONS 5 U.S.C. sec. 552(a) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0083-100 
TITLE Speeches and Writings 
DESCRIPTION Notes, drafts, and final versions of office related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. 
RETENTION See Comments 
COMMENTS Retain one copy of final version permanently, destroy all others. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0084-100 
TITLE Statements of Lost Warrants 
DESCRIPTION Copies of forms used to request re-issues of lost warrants. 
RETENTION currt fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0085-100 
TITLE System Users Access Records - Information Technology 
DESCRIPTION Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, password files, firewall logs, and summary analyses/reports. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to the agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0086-100 
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 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0087-100 
TITLE Telecommunications Logs 
DESCRIPTION Registers recording incoming and outgoing telephone calls and fax transmissions. 
RETENTION 6 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0088-100 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings received for telephone service. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0089-100 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel. 
RETENTION 003 fisc yrs 
COMMENTS See also Travel Vouchers and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0090-100 
TITLE Vehicle Maintenance and Ownership Records 
DESCRIPTION Documents related to the legal ownership and maintenance of office vehicles: maintenance logs, legal titles, warranties, etc. 
RETENTION See Comments 
COMMENTS Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0091-100 
TITLE Vehicle Operation Records 
DESCRIPTION Documents related to the use of office-owned motor vehicles. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0092-100 
TITLE Vendor Files 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 005 fisc yrs 
COMMENTS See also Vouchers and Requisitions, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0094-100 
TITLE Vital Statistics Records 
DESCRIPTION Registers, certificates, and statistical summaries of births, deaths, and marriages. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0095-100 
TITLE Voice Mail Messages 
DESCRIPTION Sound recordings produced by a voice mail system designed to leave messages for the receiver. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0097-100 
TITLE Vouchers - Journal 
DESCRIPTION Forms used to adjust financial account balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0098-100 
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 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0099-100 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0096-100 
TITLE Vouchers and Requisitions - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0100-100 
TITLE Word Processing Files 
DESCRIPTION Electronic copies of documents produced with word processing programs. 
RETENTION See Comments 
COMMENTS When electronic documents are only copy, disposition must be in accordance with an approved schedule entry for the specific records series. When used to produce a hard copy that is maintained according to approved schedule delete when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0101-100 
TITLE Work Orders and Logs 
DESCRIPTION Internal documents used to request and record requests for the performance of maintenance or other services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0102-100 
TITLE Worker's Compensation Files 
DESCRIPTION Correspondence, reports, financial records, and other records used to document a worker's compensation claim. 
RETENTION See Comments 
COMMENTS Retain full and final settlement (closed) files 5 calendar years, then destroy. Retain future medical or benefit payment files (open) until closed plus 5 calendar years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Exempt from HIPAA Act Sec. 164.512(l) and (a); 5 USC 552(a); KSA 44-515(d) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0103-100 
TITLE Worker's Compensation Self-Insurance Permit Files 
DESCRIPTION Includes application, permit, and supporting documents for permit issued by Kansas Department of Human Resources, Workers Compensation Division. 
RETENTION See Comments 
COMMENTS Retain until cancelled or expired, plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 000-100
Local Government Records
General Schedule/All Offices
Human Resources

This is the general agency code for Local Records series.


SERIES ID 0242-000 
TITLE Americans with Disabilities Act (ADA) Documentation 
DESCRIPTION Employee requests for reasonable accommodations and doctor's explanations as required for compliance with the Americans with Disabilities Act. Includes information regarding what is needed to make reasonable accommodations for individuals. Also includes any questions employees might have as well as documentation of any meetings, notifications, communications and training materials. Records may be paper or electronic. 
RETENTION 6 Cld years after completion or denial 
COMMENTS Contains protected health information (PHI) and medical information, records must be maintained separately from the personnel file and do not include any complaints filed. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4), & HIPAA Privacy Rule, 45 CFR Parts 160 and 164. 
APPROVED 2016-10-20 
K.A.R. NUMBER  

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