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Kansas Records Retention Schedules

Results of Query:

Agency Code: 670 (Office of the State Treasurer)

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Agency Number: 670-001
Office of the State Treasurer
Administration

SERIES ID 0056-670 
TITLE Daily Repurchase Worksheets 
DESCRIPTION Worksheets used to compute repurchase collateral value of funds securities deposited in banks by the Treasurer: dates, description of securities, par amount, market value, and secured amount. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0001-670 
TITLE Employee Dismissals with Cause 
DESCRIPTION Records documenting the termination of individual employees based upon supporting evidence which is used to justify that dismissal. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0059-670 
TITLE Federal Reserve Safekeeping Account Reports 
DESCRIPTION Computer reports received from Federal Reserve Board regarding State Treasury safekeeping accounts maintained by the Boards: Statement of Fees, Daily On-Line Reports, and Statements of Activity. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0057-670 
TITLE Insurance Department Deposit/Withdrawal Records 
DESCRIPTION Records of deposits and withdrawals of securities pledged by banks to cover state funds on deposit with them. 
RETENTION See Comments 
COMMENTS Retain until securities withdrawn plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0002-670 
TITLE Legal Case Files 
DESCRIPTION Documents relating to litigation involving the State Treasurer. 
RETENTION See Comments 
COMMENTS Retain in office until case is closed, transfer to the records center for 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25)(11) 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0055-670 
TITLE Security Deposit/Withdrawal Records 
DESCRIPTION Records of deposits and withdrawals of securities pledged by banks to cover state funds on deposit with them. 
RETENTION See Comments 
COMMENTS Retain until securities mature plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0058-670 
TITLE State Agency Safekeeping Accounts Deposit/Withdrawal Records 
DESCRIPTION Records of deposits and withdrawals of securities held by the Treasurer for state agencies (including the Pooled Money Investment Board). 
RETENTION See Comments 
COMMENTS Retain until withdrawal of securities plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

Agency Number: 670-002
Office of the State Treasurer
Municipal Bond Services

SERIES ID 0003-670 
TITLE Audit Confirmation Information - Municipalities 
DESCRIPTION Copies of form submitted by municipalities which is verified by the State Treasurer before final submission to the auditor. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0004-670 
TITLE Bond Payment Security Agreement 
DESCRIPTION Records relating to bonds which have matured and the security is then returned to the bond issuer. 
RETENTION See Comments 
COMMENTS Retain until bond is fully paid, then return to the bond issuer. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0005-670 
TITLE Bond Registers 
DESCRIPTION Registers maintained by the State Treasurer as required by KSA 10-110 listing the bonds registered. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0006-670 
TITLE Bond Stop Payment Files 
DESCRIPTION Affidavit, non-receipt, and surety bonds instructing the State Treasurer to stop payment upon bond securities. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0007-670 
TITLE Bond Transaction Folders 
DESCRIPTION Working papers generated throughout the course of business. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0008-670 
TITLE Bond Transcripts 
DESCRIPTION Bonds and coupons submitted by bond counsels to the State Treasurer regarding the issuance of long term bonds. 
RETENTION See comments 
COMMENTS Retain 5 years after maturity date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0009-670 
TITLE Bond Transfers Records 
DESCRIPTION Documents relating to a change in ownership by the bond investor. 
RETENTION See Comments 
COMMENTS Microfilm and retain hard copy for 7 years, then destroy. Retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0010-670 
TITLE Copies of Rejected Bonds 
DESCRIPTION Copies of bonds returned to the bond issuer for insufficient documentation. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0012-670 
TITLE Monthly Accounting Transaction Records 
DESCRIPTION Copies of letters and payments listing the monthly accounting of bond transactions by a municipality and submitted to the State Treasurer to ensure payment. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 45-221(a)(30) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-131 

SERIES ID 0013-670 
TITLE Temporary Note Transcripts 
DESCRIPTION Temporary notes submitted by bond councelors to the State Treasurer regarding bonds issued for a short time. 
RETENTION See Comments 
COMMENTS Retain 4 years past the maturity date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18  ; Revised 2013-07-11
K.A.R. NUMBER 53-2-131 

Agency Number: 670-003
Office of the State Treasurer
Cash Management
Aid to Local Government

SERIES ID 0015-670 
TITLE Ad Valorem Tax Distribution Files 
DESCRIPTION Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the ad valorem tax which the State Treasurer reimburses local government. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0016-670 
TITLE Audit Confirmation Sheets 
DESCRIPTION Form listing the amount of tax monies which the State Treasurer reimbursed to local government for their portion of various taxes collected by the Department of Revenue. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0022-670 
TITLE Local Alcohol Tax Distribution Files 
DESCRIPTION Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the local alcohol tax which the State Treasurer reimburses to local government 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0023-670 
TITLE Local Sales Tax Distribution Files 
DESCRIPTION Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the local sales tax which the State Treasurer reimburses to local government. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0024-670 
TITLE Motor Vehicle Rental Excise Tax Distribution Files 
DESCRIPTION Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the motor vehicle rental tax which the State Treasurer reimburses to local govern 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0027-670 
TITLE Racing Admissions Tax Aid 
DESCRIPTION Documents received from the Department of Revenue itemizing calculations and expenditures of monies generated from the Racing Admissions Tax which the State Treasurer reimburses to local government. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0030-670 
TITLE Revenue Sharing Distribution Files 
DESCRIPTION Documents received from the Dept. of Revenue itemizing the calculations and expenditures of monies generated from the share of state sales tax which the State Treasurer reimburses to local government. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0032-670 
TITLE Special City and Highway Tax Distribution Files 
DESCRIPTION Documents received from the Department of Revenue itemizing the calculations and expenditures of monies generated from the gasoline tax which the State Treasurer reimburses to local government. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0034-670 
TITLE Taylor Grazing Aid 
DESCRIPTION Documents received from the Federal Department of Revenue itemizing calculations and expenditures of monies generated from Taylor Grazing Aid which the State Treasurer reimburses to local government. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

Agency Number: 670-003
Office of the State Treasurer
Cash Management
Item Processing

SERIES ID 0017-670 
TITLE Cashiers Monthly Reports 
DESCRIPTION Accounting reports generated monthly and maintained to monitor receipts and money transfers. 
RETENTION 003 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0018-670 
TITLE Country Treasurers' Reports 
DESCRIPTION Reports generated by the county treasurers itemizing the monies received for deposit by the State Treasurer into the various state funds. 
RETENTION 010 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 8 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0019-670 
TITLE Court Fees Records 
DESCRIPTION Reports generated by the courts itemizing monies received for deposit by the State Treasurer into the various state funds. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0020-670 
TITLE Daily Repurchase Worksheets 
DESCRIPTION Worksheets used to compute repurchase collateral value and maintained to ensure that the collateral equals or exceeds the money invested. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0021-670 
TITLE Federal Reserve Safekeeping Account Reports 
DESCRIPTION Computer printouts generated by the Federal Reserve regarding treasury safekeeping accounts managed by the Federal Reserve and maintained for convenience of reference. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0025-670 
TITLE Outlawed Warrants Records 
DESCRIPTION Final report listing the outstanding state warrants that have not been redeemed after the 13 month cycle which voids payment on that warrant. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0026-670 
TITLE Potential Outlawed Warrants 
DESCRIPTION Documents relating to the preliminary accounting procedures to determine the final outlawed warrants report indicating which state warrants have not been redeemed during the 13 month cycle. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0028-670 
TITLE Receipt Vouchers - State Agencies 
DESCRIPTION Reports of receipt vouchers itemizing the amount of state agency deposits into the designated funds. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0029-670 
TITLE Receipt Vouchers and Supporting Ledgers - Local Entities 
DESCRIPTION Documents submitted by a local entities itemizing receipts and maintained for accountability. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0031-670 
TITLE Security Deposit and Withdrawal Records 
DESCRIPTION Records maintained on securities pledged by business associations to cover state funds on deposit and withdrawals. 
RETENTION See Comments 
COMMENTS Retain until security is matured plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0033-670 
TITLE State Agency Safekeeping Accounts Deposits/Withdrawals 
DESCRIPTION Records itemizing the deposits and withdrawals of state agency securities held by the State Treasurer. 
RETENTION See Comments 
COMMENTS Retain 3 years after money is withdrawn and paid, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0035-670 
TITLE Warrant Forgeries Affidavit 
DESCRIPTION Affidavit submitted to banking and/or financial organizations requesting reimbursement to the State Treasurer for forged state warrants cashed by those institutions. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0036-670 
TITLE Warrant Stop Payment Files 
DESCRIPTION Form instructing the State Treasurer to stop payment on a state warrant. 
RETENTION See Comments 
COMMENTS Retain 5 years if outstanding, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0037-670 
TITLE Warrants Cancellation Reports 
DESCRIPTION Report listing the state warrants that were voided by the State Treasurer and replaced with new state warrants. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

Agency Number: 670-004
Office of the State Treasurer
Unclaimed Property

SERIES ID 0038-670 
TITLE Claim Files 
DESCRIPTION Form and supporting documentation filed by individuals seeking to reclaim property transferred to the State Treasurer. 
RETENTION 30 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 29 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-07-17 
K.A.R. NUMBER 53-2-156 

SERIES ID 0039-670 
TITLE Denied Claims 
DESCRIPTION Claim forms filed by individuals seeking to reclaim property transferred to the State Treasurer which were denied payment. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0040-670 
TITLE Holders Report 
DESCRIPTION Reports submitted by institutions identifying unclaimed property ready for transfer to the State Treasurer as required by K.S.A. 58-3950. 
RETENTION See Comments 
COMMENTS Retain hard copy until verified, then destroy. Retain data 30 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0041-670 
TITLE Safety Deposit Box Contents 
DESCRIPTION Tangible and intangible property stored in safety deposit boxes abandoned by the owners and transferred to the State Treasurer as required by K.S.A. 58-3955. 
RETENTION See Comments 
COMMENTS Retain until claimed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2008-07-17 
K.A.R. NUMBER 53-2-156 

SERIES ID 0042-670 
TITLE Statements of Unclaimed Property 
DESCRIPTION Form submitted by business associations identifying unclaimed property ready for transfer to the State Treasurer as required by K.S.A. 58-3950. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0043-670 
TITLE Working Papers 
DESCRIPTION Computer printouts compiled during the course of business to ensure that all checks have been cleared. 
RETENTION See Comments 
COMMENTS Retain until confirmed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

Agency Number: 670-005
Office of the State Treasurer
Postsecondary Education Savings

SERIES ID 0045-670 
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 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0046-670 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0047-670 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0048-670 
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 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0049-670 
TITLE Financial Investment Advisors Files 
DESCRIPTION Documents relating to the various financial investment advisors authorized to sell the Learning Quest Education Savings Program sponsored by the State Treasurer's Office. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0050-670 
TITLE Learning Quest 529 Planning Files 
DESCRIPTION Variety of documents relating to the planning and implementation process for the Learning Quest Education Savings Program established to provide individuals with investment opportunities for funding higher education. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0051-670 
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 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0052-670 
TITLE Marketing and Advertising Files 
DESCRIPTION Documents relating to marketing strategies and advertising campaigns to promote the Learning Quest Education Savings Program. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 5 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0053-670 
TITLE Presentations Files 
DESCRIPTION Variety of documents relating to programs sponsored by the State Treasurer's Office to promote the Learning Quest Education Saving Program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0054-670 
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 2002-07-18 
K.A.R. NUMBER 53-2-131 

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