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Kansas Records Retention Schedules

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Agency Code: 288-002 (Kansas State Historical Society. State Archives Division)

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Agency Number: 288-002
Kansas State Historical Society
State Archives Division

Prior to 2013, known as Library and Archives Division.


SERIES ID 0066-288 
TITLE Accession Registers 
DESCRIPTION Register of all materials accessioned into department collections - used to assign accession numbers: donor name, address, brief description of donation, accession number. Includes all divisions. 
RETENTION Permanent 
COMMENTS This records series may be microfilmed and the originals destroyed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0082-288 
TITLE Accessions File 
DESCRIPTION Documents relating to the transfer of custody of records from state agencies to the state archives. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0105-288 
TITLE Agency Surveys and Inventories Files 
DESCRIPTION Documents related to records surveys conducted in the field with inventories compiled by the records management staff as part of the process of appraising and scheduling records. 
RETENTION Permanent 
COMMENTS May require some purging of drafts 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0152-288 
TITLE Book Purchase Files 
DESCRIPTION Purchase orders, correspondence, etc. relating to purchasing books from vendors. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0383-288 
TITLE Borrowing Agreement Form 
DESCRIPTION Form completed by staff describing the type of material loaned to borrowing institutions and loan fees. 
RETENTION See Comments 
COMMENTS Retain 5 cld years after material is returned and verified. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0045-288 
TITLE Call Slips 
DESCRIPTION Forms completed by research patrons and staff members to request in the retrieval of materials from the holdings. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(23) 
APPROVED 2004-01-08  ; Revised 2015-07-30
K.A.R. NUMBER 53-2-137 

SERIES ID 0451-288 
TITLE Correspondence - Reference 
DESCRIPTION Correspondence with research patrons regarding a wide range of historical topics. 
RETENTION 2 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a) (7) (8) (14) (23) 
APPROVED 2008-04-24 
K.A.R. NUMBER 53-2-155 

SERIES ID 0053-288 
TITLE Deaccessioning Files 
DESCRIPTION Documents relating to the process of deaccessioning material from the Society's holdings including correspondence, lists of material to be reviewed, deaccessioning committee ballots, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0070-288 
TITLE Donor Cards 
DESCRIPTION Documents of accessions of materials into the collections - maintained on 4x5 cards - includes donor name and address, date of accession, and brief description of donation. Includes all sections. 
RETENTION Permanent 
COMMENTS This records series may be microfilmed and the originals destroyed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0055-288 
TITLE Donor Cards 
DESCRIPTION Records of donations made to the library. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0071-288 
TITLE Donor Files 
DESCRIPTION Documents recording accessions of materials into the collections: declarations of gift, transfer forms, correspondence, worksheets, and other supporting materials. Includes all sections. 
RETENTION Permanent 
COMMENTS This records series may be microfilmed and the originals destroyed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0056-288 
TITLE Donor Lists 
DESCRIPTION Accession register listing donors of materials, dates of donations, and simple descriptions of materials donated. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0463-288 
TITLE Film Duplication Log 
DESCRIPTION Logs of positive and negative film duplicated including date duplicated, lab number and density settings.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS none 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0464-288 
TITLE Film Processing Log 
DESCRIPTION Logs of film run through the film processor indicating date processed and lab number.  
RETENTION 1 cld year 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0088-288 
TITLE Finding Aids for Archives Holdings 
DESCRIPTION Inventories, box content lists, and other finding aids created for use in providing access to the information in the archives holdings. 
RETENTION Permanent 
COMMENTS Retain permanently or until revised. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0063-288 
TITLE Image Order Forms 
DESCRIPTION Forms used by patrons to request photoduplication services. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0050-288 
TITLE Incident Reports 
DESCRIPTION Copies of forms completed by staff regarding unauthorized access to the collections, disruptive behavior, environmental problems, etc. and maintained for convenience of reference. 
RETENTION 010 fisc yrs 
COMMENTS Originals remain with security director or maintenance director. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0142-288 
TITLE Interlibrary Loan Request Forms 
DESCRIPTION Form completed by institutions requesting microfilm through the interlibrary loan services. 
RETENTION See Comments 
COMMENTS Retain form until microfilm is returned, then destroy. Retain electronic copy 1 calendar year, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0459-288 
TITLE Kansas Places reference system 
DESCRIPTION Series of reference databases providing information about places located in Kansas, prepared to assist historians, genealogists, and other researchers. Includes but is not limited to county histories; indexes of "Dead Towns" in Kansas, Kansas cities and townships, locations of cemeteries, locations of post offices; and other information transcribed or compiled by Kansas Historical Society staff and volunteers. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0076-288 
TITLE Laboratory Number Books 
DESCRIPTION Log used to assign laboratory numbers to rolls of microfilm for identification and retrieval from off-site storage. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0092-288 
TITLE Land Survey Database 
DESCRIPTION Database containing information about land survey reference reports filed by surveyors. 
RETENTION Permanent 
COMMENTS Update and edit when needed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0093-288 
TITLE Land Survey Reference Reports 
DESCRIPTION Reports describing the locations of section corners filed by all surveyors in Kansas by KSA 58-2001 in order to expedite future efforts to locate the corners. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0051-288 
TITLE Library Acknowledgments - Yearly 
DESCRIPTION Incoming and outgoing correspondence regarding material donated to the library. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(7)(14) 
APPROVED 2004-01-08  ; Revised 2016-06-30
K.A.R. NUMBER 53-2-137 

SERIES ID 0057-288 
TITLE Loan File Circulation Records 
DESCRIPTION Records used in the control of circulating materials which have been loaned. 
RETENTION See Comments 
COMMENTS Retain individual cards until loaned material is returned plus two years, then destroy. Retain cards for unreturned materials until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0094-288 
TITLE Local Records Disposal and Accession Files 
DESCRIPTION Documents related to the reviews by the archives staff of records disposition by local government and court officials and transfers of such records to the state archives. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0095-288 
TITLE Local Records Survey Project Files 
DESCRIPTION Variety of documents pertaining to the Local Government Records Survey Project conducted by the state archives and used as the basis for the Local Government Records Manual. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0075-288 
TITLE Microfilm Camera Books 
DESCRIPTION Records documenting all work performed on individual microfilm cameras: roll numbers, number of exposures, reduction ratios used, roll contents identification, and remarks. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0143-288 
TITLE Microfilm Inspection Logs 
DESCRIPTION Logs maintained to monitor any defects or problems with the microfilm produced by the lab. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0097-288 
TITLE Needs Assessment Project Files 
DESCRIPTION Questionnaires and other documents related to a grant-funded project involving assessment of the archival needs of Kansas. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0132-288 
TITLE Newspaper Accession Registers 
DESCRIPTION Registers recording information on all the newspapers accessioned into the collection. 
RETENTION See Comments 
COMMENTS Retain until noncurrent, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-10-12 
K.A.R. NUMBER 53-2-106 

SERIES ID 0048-288 
TITLE Patron Invoices 
DESCRIPTION Form letters sent to and returned by patrons with payment for reference services which are used to record the payments in the correspondence database. 
RETENTION See Comments 
COMMENTS Retain until logged into database, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(23) 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0461-288 
TITLE Patron Microfilm Request Files 
DESCRIPTION Documentation of patron and local institutions requests for filming recent newspaper issues. 
RETENTION 20 cld year 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0460-288 
TITLE Patron Registration Database 
DESCRIPTION Database generated on patrons who register to use the reference services at the Kansas Historical Society. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(23) 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0454-288 
TITLE Patron Sign-In Sheets 
DESCRIPTION Daily log of patrons who have registered to use materials in the reference room; maintained for monitoring and statistical purposes. 
RETENTION 002 fiscal years 
COMMENTS Retain two fiscal years in office, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(23) 
APPROVED 2009-04-09 
K.A.R. NUMBER 53-2-159 

SERIES ID 0061-288 
TITLE Periodicals and Government Documents Checklist 
DESCRIPTION Accession and holdings records of government documents and periodicals in the collection. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0386-288 
TITLE Permission to Publish Forms 
DESCRIPTION Forms completed by research patrons requesting permission to publish materials from the holdings. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08  ; Revised 2016-06-28
K.A.R. NUMBER 53-2-137 

SERIES ID 0462-288 
TITLE Photo Order Forms 
DESCRIPTION Duplication order forms recording patron information and the collections for which they are requesting high quality copies.  
RETENTION 1 cld year 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0450-288 
TITLE Processors' Notes 
DESCRIPTION Detailed notes taken by arrangement and description staff regarding work on specific record series, record groups, or collections assigned to them. 
RETENTION See Comments 
COMMENTS When project is completed file in appropriate Accession File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0465-288 
TITLE Promotional Photography 
DESCRIPTION Non-collections digital photography created for promotional purposes in the photo studio or elsewhere.  
RETENTION See comments 
COMMENTS Retain 5 cld years then contact archives for appraisal. If not accepted then destroy. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0119-288 
TITLE Records Center Authorization for Access Forms 
DESCRIPTION Forms completed by agency personnel listing the names of agency staff authorized to request records for retrieval from the state records center and maintained for security purposes. 
RETENTION See Comments 
COMMENTS Retain until superseded, transfer to the records center for 10 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0127-288 
TITLE Records Center Destruction Certificates 
DESCRIPTION Forms completed by records center staff documenting the shredding of confidential state agency records that have met their retention requirements. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0128-288 
TITLE Records Center Disposition Forms 
DESCRIPTION Forms completed by records center staff informing agencies that specific records have met their approved retention requirements and will be destroyed or transferred to the archives. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0123-288 
TITLE Records Center Inventory Control Database 
DESCRIPTION Computer database containing information on the contents, location, retention, and disposition of records stored at the records center maintained to facilitate record retrieval & destruction/transfer. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0113-288 
TITLE Records Center Operations Files 
DESCRIPTION Budgets, reports, security information, and other documents relating to the Historical Society staff's administration of the state records center. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0120-288 
TITLE Records Center Request Forms 
DESCRIPTION Forms completed by the state records center staff listing the location and type of records requested for retrieval by agency personnel. 
RETENTION 015 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 14 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0122-288 
TITLE Records Center Transfer Forms 
DESCRIPTION Form filled out by agency personnel detailing the box contents of records transferred to the state records center and maintained for access control purposes. 
RETENTION See Comments 
COMMENTS Retain until records described on form have been destroyed or transferred to the archives, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0052-288 
TITLE Reference Files 
DESCRIPTION Reference files used to answer questions from patrons. 
RETENTION 3 cld years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-137 

SERIES ID 0102-288 
TITLE State Agency Files 
DESCRIPTION Documents related to specific state agencies such as inventories, correspondence, and retention and disposition schedules. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0064-288 
TITLE State Publications Records 
DESCRIPTION Accession and holdings records for state publications: types and quantities of such materials received. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0129-288 
TITLE Statistical Reports - Working Files 
DESCRIPTION Variety of statistical reports compiled for annual report, budget, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0150-288 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the operation and administration of the division. 
RETENTION See Comments 
COMMENTS Purge and retain only those files relating to policy or major projects. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0151-288 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities and interests of the assistant division director. 
RETENTION See Comments 
COMMENTS Purge and retain only those files relating to policy or major projects. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0150-288 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to task force and committee activties, operations, and interests of staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then purge extraneous documents and transfer policy and historical files to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0106-288 
TITLE Surveys and Inventories Databases 
DESCRIPTION Databases created in preparing inventories and retention and disposition schedules for records of state and local government agencies. 
RETENTION See Comments 
COMMENTS Revise as needed and delete when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0387-288 
TITLE Theft Report Files 
DESCRIPTION Appraisals, correspondence, accounts of theft, police reports, etc. relating to thefts of materials from the division. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0137-288 
TITLE Volunteer Files 
DESCRIPTION records of applications and other documentation relating to the recruitment and activities of division volunteers. 
RETENTION 3 cld years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

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