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Kansas Records Retention Schedules

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Agency Code: 173 (Department of Administration)

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Agency Number: 173-004
Department of Administration
Personnel Services
Human Resource Mgmt and Diversity

SERIES ID 0680-173 
TITLE Pass-Fail by Name List 
DESCRIPTION KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0681-173 
TITLE Requests for Selective Certification Registers 
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0682-173 
TITLE SHaRP Transaction Files - Agencies without Terminals and Printers 
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0684-173 
TITLE Subject File - Human Resource Management and Diversity Section 
DESCRIPTION Documents relating to the various activities of the Human Resource Management and Diversity Section. 
RETENTION 008 cldr yrs 
COMMENTS Retain in office for 3 years, transfer to the records center for 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0685-173 
TITLE Technical Files 
DESCRIPTION Documents relating to current standards for evaluating unassembled exams for classified civil service jobs. 
RETENTION See Comments 
COMMENTS Retain current standards in the office updating each classification as needed. Dispose of the technical file for an exam when the class is abolished. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0688-173 
TITLE Unclassified Position Files 
DESCRIPTION Records documenting unclassified positions appointed by the Governor. 
RETENTION See Comments 
COMMENTS Retain in file for the duration of the current administration plus 2 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0689-173 
TITLE Validation Study Reports 
DESCRIPTION Records documenting the validation of selection instruments. 
RETENTION See Comments 
COMMENTS Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
Information Services

SERIES ID 1055-173 
TITLE Agency Visits Files 
DESCRIPTION Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1056-173 
TITLE Benchmark Position Description Files 
DESCRIPTION Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1057-173 
TITLE Central Subject Files - Agency Services and Planned Assistance 
DESCRIPTION Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1058-173 
TITLE Classification Guidelines 
DESCRIPTION Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1059-173 
TITLE Delegated Authorities Agreements File 
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resources functions. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1060-173 
TITLE Hardcopy of Purged KIPPS Data 
DESCRIPTION Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 6 calendar years, then destroy. Transfer employee records to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1061-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system. 
RETENTION 065 cldr yrs 
COMMENTS Transfer to the records center for 65 calendar years, 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 1062-173 
TITLE Layoff Actions File 
DESCRIPTION Documents relating to state employees laid off from state civil service. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1063-173 
TITLE SHaRP Computer System Employee Length of Service Data 
DESCRIPTION Record listing the months and days of total time an individual state employee worked for the state of Kansas. 
RETENTION 065 cldr yrs 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1064-173 
TITLE SHaRP Computer System Employee Performance Data 
DESCRIPTION Information gathered from an individual state employee's performance evaluations. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1065-173 
TITLE SHaRP Computer System Employee Personal Data 
DESCRIPTION Data reflecting personal information gathered on an individual state employee. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1066-173 
TITLE SHaRP Computer System Employee Position Related Data 
DESCRIPTION Information gathered on an individual state employee's position attributes. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1067-173 
TITLE SHaRP Computer System Employee Termination and Leave Data 
DESCRIPTION Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1068-173 
TITLE SHaRP Computer System Employee Work History Data 
DESCRIPTION Information gathered on the attributes of positions held by an individual state employee. 
RETENTION See Comments 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995. 
DISPOSITION See Comments 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1068-173 
TITLE SHaRP Computer System Implementation Files 
DESCRIPTION Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP). 
RETENTION See Comments 
COMMENTS Retain in office until superseded or no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1070-173 
TITLE SHaRP Computer System Set-Up Tables and Related Information Files 
DESCRIPTION Documentation used to set the system table for the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Retain in office until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1071-173 
TITLE SHaRP Computer System State Employee Leave Accrual Data 
DESCRIPTION Data maintained on an individual state employee's leave accrual. 
RETENTION 005 cldr yrs 
COMMENTS Retain in accordance with recordkeeping plan. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1072-173 
TITLE SHaRP Computer System State Employee Workers Compensation Data 
DESCRIPTION Information maintained on workers' compensation hours and dollar amounts paid to state employees. 
RETENTION Permanent 
COMMENTS Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

SERIES ID 1073-173 
TITLE SHaRP Computer System Transaction Files 
DESCRIPTION Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-01-13 
K.A.R. NUMBER 53-2-146 

Agency Number: 173-004
Department of Administration
Personnel Services
KIPPS Section

SERIES ID 0690-173 
TITLE Conditional Appointments - Agencies w/o KIPPS Terminals and Printers 
DESCRIPTION These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment. 
RETENTION 005 cldr yrs 
COMMENTS Retain at off site storage for 4 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0691-173 
TITLE Hardcopy of Purged KIPPS Data 
DESCRIPTION Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda. 
RETENTION 006 cldr yrs 
COMMENTS Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0692-173 
TITLE KIPPS Run Writer's Files 
DESCRIPTION Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs. 
RETENTION See Comments 
COMMENTS These records are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0693-173 
TITLE KIPPS System Access Files 
DESCRIPTION Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database. 
RETENTION See Comments 
COMMENTS Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0694-173 
TITLE KIPPS Transaction Files, Agencies without Terminals and Printers 
DESCRIPTION Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0695-173 
TITLE Layoff and Reemployment Lists for All Agencies 
DESCRIPTION Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies. 
RETENTION 006 cldr yrs 
COMMENTS Retain for 3 years in office files and 3 years at off-site storage. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0696-173 
TITLE Maintenance Requests 
DESCRIPTION Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0697-173 
TITLE Requests for Registers - Selective Certification 
DESCRIPTION Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers. 
RETENTION 3.5 cldr yrs 
COMMENTS Retain at off-site storage for 3 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Learning Services & Orgz Wellness

SERIES ID 0984-173 
TITLE Employee Suggestion and Service Award Files 
DESCRIPTION Records documenting approved and non-adopted suggestions for service awards. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Legal and Labor Relations Section

SERIES ID 0943-173 
TITLE State Self-Insurance Fund Attorney Files 
DESCRIPTION Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0937-173 
TITLE State Self-Insurance Fund Contract Attorneys Billing Files 
DESCRIPTION Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0707-173 
TITLE Workers Compensation (KDHR) Legal Files 
DESCRIPTION Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(25) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0934-173 
TITLE Workers Compensation Legal Files 
DESCRIPTION Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative. 
RETENTION See Comments 
COMMENTS Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(3),(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Management Services Section

SERIES ID 0983-173 
TITLE Annual Report Database 
DESCRIPTION Computer files used to manipulate data and produce documents for the production and publication of the division's annual report. 
RETENTION See Comments 
COMMENTS Retain electronic records until the annual report has been prepared, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0976-173 
TITLE Awards File 
DESCRIPTION Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0962-173 
TITLE Civil Service Board Files 
DESCRIPTION Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0992-173 
TITLE Civil Service Board Memo File 
DESCRIPTION Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0991-173 
TITLE General Surveys 
DESCRIPTION Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0990-173 
TITLE Historical Records of the Civil Service Act 
DESCRIPTION Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer immediately to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0989-173 
TITLE Legislative Research and Information Files 
DESCRIPTION Research compiled for Senate and House bills which may have an impact on agencies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0988-173 
TITLE Minutes and Orders - Civil Service Board 
DESCRIPTION Original minutes and orders recording the actions of the Kansas Civil Service Board. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0987-173 
TITLE Performance Review System Development Files 
DESCRIPTION Records documenting team meetings, research, and presentation materials compiled by the section. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0986-173 
TITLE Personnel Rules and Regulations File 
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0975-173 
TITLE Research and Development Generated Management Reports 
DESCRIPTION Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0995-173 
TITLE SHaRP Regulation and Revision History Files 
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Management Staff Services Section

SERIES ID 0708-173 
TITLE Adverse Actions File 
DESCRIPTION Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay. 
RETENTION 120 days 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4)(25) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0709-173 
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 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0713-173 
TITLE Computer Maintenance Data 
DESCRIPTION Expenditure and telecommunication service requests made for the division. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0714-173 
TITLE Computer System Documentation - KIPPS 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0717-173 
TITLE Historical Rules and Regulations File 
DESCRIPTION Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. This is the only complete set. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0719-173 
TITLE KIPPS Extract Files 
DESCRIPTION Documents and computer data containing ad hoc reports. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0720-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Transfer to records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0718-173 
TITLE Kansas Quality Management (KQM) Files 
DESCRIPTION Variety of documents relating to the planning and implementation of KQM for the agency. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0721-173 
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 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0722-173 
TITLE Legislative Research and Information 
DESCRIPTION Research and data obtained for Senate and House bills which may have an impact on agencies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0725-173 
TITLE Personnel Regulations 
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0726-173 
TITLE Personnel Regulations Research - General 
DESCRIPTION Background information gathered for development of personnel regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0727-173 
TITLE Public Hearing Files 
DESCRIPTION Meeting notes and comments from public hearings on regulation changes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0728-173 
TITLE SHaRP Regulation Revision History Files 
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0729-173 
TITLE SHaRP Set-up Tables and Information 
DESCRIPTION Documentation used to set up system table for the SHaRP system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0730-173 
TITLE Subject Files - Human Resource Development Unit 
DESCRIPTION Variety of documents relating to the activities of the Human Resource Development unit. 
RETENTION See Comments 
COMMENTS Retain in unit 1 year, transfer to the central files for 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0731-173 
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit 
DESCRIPTION Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0732-173 
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager 
DESCRIPTION Variety of documents relating to the interests and operation of the unit. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0733-173 
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 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0734-173 
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 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
Program and Policy Development Sec.

SERIES ID 0737-173 
TITLE Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information 
DESCRIPTION Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants. 
RETENTION See Comments 
COMMENTS Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0738-173 
TITLE Local Health Officers Cards 
DESCRIPTION Nature and purpose of these records is unknown. 
RETENTION See Comments 
COMMENTS These records are no longer active and are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0739-173 
TITLE Overtime Pay Code File 
DESCRIPTION Records documenting changes in overtime status of various classes and positions. 
RETENTION See Comments 
COMMENTS Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0740-173 
TITLE Program and Policy Development Correspondence File 
DESCRIPTION Routine correspondence file for the program and policy development section. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0741-173 
TITLE Research and Development Generated Management Reports - Div. of Personnel Service 
DESCRIPTION Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force. 
RETENTION See Comments 
COMMENTS Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0742-173 
TITLE Supervisors' Files 
DESCRIPTION Records which are used to document the activities of the Training Development and Coordination section. 
RETENTION See Comments 
COMMENTS After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0743-173 
TITLE Test Exchange Agreement File 
DESCRIPTION Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned. 
RETENTION See Comments 
COMMENTS Retain in the office for as long as the agreement is in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Recruitment Section

SERIES ID 0744-173 
TITLE Correspondence - Routine 
DESCRIPTION Records documenting interaction between the recruitment section and applicants for employment in the state system. 
RETENTION 002 cldr yrs 
COMMENTS Supersedes general schedule. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0746-173 
TITLE Service Award Files 
DESCRIPTION Files documenting approved and disapproved suggestions for service awards. 
RETENTION 011 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
State Self Insurance Fund

SERIES ID 0999-173 
TITLE Accident Only Files - Closed 
DESCRIPTION Records documenting accidents reported by state employees that do not result in a self-insurance fund claim. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1000-173 
TITLE Attorney's Files 
DESCRIPTION Records documenting claims made by state employees who are represented by an attorney. 
RETENTION See Comments 
COMMENTS Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1012-173 
TITLE Closed Accident Only/Medical/Only of Time Files 
DESCRIPTION Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored. 
RETENTION See Comments 
COMMENTS Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1003-173 
TITLE State Employee Workers' Compensation Investigative Claim Files 
DESCRIPTION Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0994-173 
TITLE State Employee Workers' Compensation Legal Claim Files 
DESCRIPTION Documents relating to workers' compensation claims made by state employees who are represented by an attorney. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID 0978-173 
TITLE Abolished Classes - Microfilm 
DESCRIPTION Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0979-173 
TITLE Abolished Classes Master File 
DESCRIPTION Documents recording the existence and description of abolished job classes. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0966-173 
TITLE Applicant Registration Process File 
DESCRIPTION Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0954-173 
TITLE Applications for Employment - Electronic Copy 
DESCRIPTION Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0977-173 
TITLE Applications for Employment - Skills Registration Hard Copy 
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment. 
RETENTION See Comments 
COMMENTS Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0967-173 
TITLE Assessment Center Materials - Kansas Highway Patrol 
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0968-173 
TITLE Central States Compensation Association Files 
DESCRIPTION Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states. 
RETENTION 050 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0969-173 
TITLE Certified Candidate Pools 
DESCRIPTION Records listing individuals eligible for a particular vacant position. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0971-173 
TITLE Class Specifications File 
DESCRIPTION Documents relating to current class specifications for all Kansas Civil Service classifications. 
RETENTION See Comments 
COMMENTS Retain most current version of specifications in the office, destroy outdated versions as specifications are revised. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0972-173 
TITLE Class Specifications Revision File 
DESCRIPTION Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications. 
RETENTION See Comments 
COMMENTS Retain in office as long as the classification is in existence, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0970-173 
TITLE Classification and Job Rate Studies 
DESCRIPTION Consultant reports and other documentation compiled for the on-going process of classification and job rate studies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0944-173 
TITLE Clerical Study Questionnaire 
DESCRIPTION Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature. 
RETENTION 004 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0965-173 
TITLE Constituent Files 
DESCRIPTION Correspondence received from applicants regarding state civil service employment. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0948-173 
TITLE Current Classes - Microfilm 
DESCRIPTION Current and previous microfilm editions of job classifications in the Kansas Civil Service. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0973-173 
TITLE Current and Abolished Class History Card File 
DESCRIPTION Cards which are used to maintain an ongoing history of actions regarding specific classes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 
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