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Kansas Records Retention Schedules

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Agency Code: 143-010 (State Corporation Commission. Administrative Division)

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Agency Number: 143-010
State Corporation Commission
Administrative Division

SERIES ID 0425-143 
TITLE Confidential Docket Materials 
DESCRIPTION Formal Docket cases material determined by the Commission to be confidential by companies filing applications in accordance with K.A.R. 82-1-221A. 
RETENTION See Comments 
COMMENTS Retain hard copy until microfilm is verified, then destroy. Retain microfilm until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 66-1220a & KAR 82-1-221A et al. 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0142-143 
TITLE Request for Access to Records 
DESCRIPTION Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. 
RETENTION 005 cldr yrs 
COMMENTS These records exist solely on electronic format. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Accounting Section

SERIES ID 0012-143 
TITLE Appropriation Accounting System 
DESCRIPTION Computer database that is the internal accounting system for the Kansas Corporation Commission and used to create expenditure reports, capital outlay reports, appropriation reports, etc. 
RETENTION See Comments 
COMMENTS Delete after the expiration of the retention period authorized for the disposable hardcopy file or when no longer needed, whichever is later. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Commissioners, Offices of

SERIES ID 0029-143 
TITLE Case Reference Files 
DESCRIPTION Copies of Utilities, Mined Land, Transportation, and Conservation Applications and generic investigations with supporting materials (reports, studies, correspondence, etc.) 
RETENTION See Comments 
COMMENTS Maintain until no longer useful, then destroy. Duplicative of materials in other offices. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

SERIES ID 0081-143 
TITLE History of State Corporation Commission File 
DESCRIPTION Memos, biographies, publications, clippings related to the history of the Commission (Incomplete.) 
RETENTION See Comments 
COMMENTS Maintain indefinitely, if space shortage develops, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

SERIES ID 0151-143 
TITLE Technical Reference Files - Federal Issues 
DESCRIPTION Information supplied by the Federal Energy Regulatory Commission (FERC), Federal Communications Commission (FCC), Interstate Commerce Commission (ICC), and Interstate Oil Compact Commission (IOCC). 
RETENTION See Comments 
COMMENTS Maintain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Computer Services

SERIES ID 0045-143 
TITLE Correspondence - Computer Services 
DESCRIPTION Letters and memos sent and received by the Computer Services Department staff. 
RETENTION See Comments 
COMMENTS Retain 2 years and then discard if routine, retain 2 years and then transfer to archives if valuable in documenting policies and procedures of the agency (seek archival appraisal if needed). 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0061-143 
TITLE Documentation for Computer Programs 
DESCRIPTION Material in binders explaining the operation and maintenance of computer programs. 
RETENTION See Comments 
COMMENTS Retain as long as related programs and data are preserved, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0062-143 
TITLE Electrical System Hourly Loads in EEI Format 
DESCRIPTION Data concerning electrical system loads of generating electric companies in Kansas by hour for each year. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Energy Analysis

SERIES ID 0033-143 
TITLE Compliance to Maximum Lighting Standards 
DESCRIPTION Copies of maximum lighting standards compliance certifications for new commercial buildings submitted by contractors to utilities companies, which forward the copies to the KCC. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0058-143 
TITLE Disconnect Reports 
DESCRIPTION Monthly summary data reports prepared by the KCC concerning utilities customers whose service has been disconnected because of inability to pay. 
RETENTION 002 cldr yrs 
DISPOSITION destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0140-143 
TITLE Rate Case Information Prepared By REA Staff 
DESCRIPTION Research information compiled by the division staff at the request of the commissioners and other divisions for use in rate cases. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Energy Section

SERIES ID 0052-143 
TITLE Correspondence and Information - PURPA 
DESCRIPTION Documents concerning programs established pursuant to the Public Utility Regulatory Policy Act. 
RETENTION 005 cldr yrs 
COMMENTS Microfilm paper, then dispose. Retain film 20 years, then transfer to the State Archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0082-143 
TITLE ICP Cycle Data Information 
DESCRIPTION Printed federal regulations governing the Institutional Conservation Program received from the U.S. Dept. of Energy with related materials from other sources. 
RETENTION 003 fisc yrs 
COMMENTS Retain until audit is completed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

SERIES ID 0099-143 
TITLE Major Issue Reports Generated by Section (or REA) 
DESCRIPTION Reports regarding major issues prepared by the staff at the direction of the commission. 
RETENTION 005 cldr yrs 
COMMENTS Microfilm paper, then destroy hard copy. Retain film 20 years, then transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-10-12 
K.A.R. NUMBER 53-2-081 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Executive Director, Office of

SERIES ID 0034-143 
TITLE Computer Services Files 
DESCRIPTION Correspondence and reports related to agency's computerization. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Public Affairs and Consumer Protection

SERIES ID 0009-143 
TITLE Annual Customer Survey Forms 
DESCRIPTION Copies of surveys completed by customers as each company under the agency's jurisdiction must survey their customers annually for input on quality of service. Companies retain originals. 
RETENTION See Comments 
COMMENTS Retain survey forms 1 year, then recycle. Retain summary statements 3 years, then recycle. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Public Information Office

SERIES ID 0032-143 
TITLE Complaint Files 
DESCRIPTION Documents related to complaints filed with the KCC by consumers. 
RETENTION See Comments 
COMMENTS Retain original documents 3 years, and enter on computer, then discard. Retain computer data 5 years, then erase. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0105-143 
TITLE Monthly Complaint Reports 
DESCRIPTION Monthly computer-generated statistical reports prepared by the Kansas Corporation Commission regarding complaints filed by consumers and distributed to regulated companies and the Commissioners. 
RETENTION See Comments 
COMMENTS Retain printouts for 10 calendar years, then transfer one copy of each report to the archives, destroy the remainder. Retain electronic format data for 5 calendar years, then delete. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0108-143 
TITLE News Releases 
DESCRIPTION Typed news releases issued by the Kansas Corporation Commission. 
RETENTION See Comments 
COMMENTS Retain reference copy in office for 10 calendar years, then destroy. Transfer one copy of each News Release to the archives in an annual shipment. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0109-143 
TITLE News Summaries 
DESCRIPTION Copies of KCC-related items in newspapers, magazines, and other publications used for informational purposes. 
RETENTION 002 cldr yrs 
COMMENTS Retain 2 years, then transfer to archives where duplicated information will be purged. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0130-143 
TITLE Public Hearing Files 
DESCRIPTION Copies of documents related to public hearings conducted by the Kansas Corporation Commission acquired for reference use by the Investigation and Mediation Section staff. 
RETENTION See Comments 
COMMENTS Retain fact sheet in docket file of related case and retain accordingly. Retain reference copy 2 calendar years, then destroy. Retain other documents 1 calendar year, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0139-143 
TITLE Rate Case and General Investigation Files 
DESCRIPTION Copies of documents related to rate cases and general investigations of the KCC used in handling media inquires. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 143-010
State Corporation Commission
Administrative Division
Support Services

SERIES ID 0010-143 
TITLE Appearance Dockets 
DESCRIPTION Record of all actions related to each application received by the Kansas Corporation Commission. 
RETENTION See Comments 
COMMENTS Retain originals for 10 calendar years. Cross-reference continuations and open cases on database, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0011-143 
TITLE Appearance Dockets Cross Reference File 
DESCRIPTION Cross reference file, formerly maintained as a card file and currently maintained as an electronic database, that provides access to numerically arranged appearance dockets by name of applicant. 
RETENTION See Comments 
COMMENTS Retain card file until superseded by electronic database, then transfer to the archives. Retain electronic database for 20 years, then transfer to the archives in some format. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0053-143 
TITLE County Road Maps 
DESCRIPTION Printed maps of the roads in each county obtained from the State Department of Transportation for reference use by the KCC staff. 
RETENTION See Comments 
COMMENTS Retain until superseded by updated map, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0075-143 
TITLE Form Originals 
DESCRIPTION Originals of agency-designed forms prepared by the Graphics Section. 
RETENTION See Comments 
COMMENTS Retain until superseded by updated chart, then discard. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0138-143 
TITLE Railroad Maps 
DESCRIPTION Printed maps, and mylar copies of them, depicting railroad lines in Kansas prepared by the graphics section and updated biennially. 
RETENTION See Comments 
COMMENTS Retain original until no longer useful and then discard, transfer one copy of each updated printed map to archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0156-143 
TITLE Utility Service Maps 
DESCRIPTION Maps depicting certified areas, physical property, and other data concerning utilities regulated by the KCC, including county maps placed in binders. 
RETENTION See Comments 
COMMENTS Retain originals 5 years after superseded by updated maps, then transfer to archives, retain chronaflex positive copies until superseded and then discard. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

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