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Kansas Records Retention Schedules

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Agency Code: 379 (Emporia State University. )

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Agency Number: 379-001
Emporia State University
Printing Services

SERIES ID 0134-379 
TITLE Departmental Printing Requisition 
DESCRIPTION Forms used by all departmental offices to order printing goods and services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0135-379 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0136-379 
TITLE General Printing Log Record Book 
DESCRIPTION Book recording each printing job by numerical listing. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0137-379 
TITLE Negatives File 
DESCRIPTION Negatives and related documents regarding printing jobs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Includes both electronic and paper formats. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0138-379 
TITLE Printing Job Ticket Jacket 
DESCRIPTION Internal document with occasional artwork and negatives listing all aspects of a particular printing job or project and maintained for the convenience of reference. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Registration

SERIES ID 0139-379 
TITLE Academic Action Authorization 
DESCRIPTION Correspondence and related materials concerning students placed on or removed from probation and students who are required to withdraw for academic reasons. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6); KSA 45-221(a)(30) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Administrative Withdrawal Forms 
DESCRIPTION Form used by an instructor or member of University Administration to withdraw a student from class for non-attendance, disciplinary measures, or other administrative reasons. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(14) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0140-379 
TITLE Admission Credentials - Enrolled & Past Students 
DESCRIPTION Admission applications, test scores, transcripts and other materials required for admission. These files are for current or past students. 
RETENTION See Comments 
COMMENTS Retain in office for 5 calendar years after date of graduation or of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6); KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0141-379 
TITLE Admission Credentials - Prospective Students 
DESCRIPTION Applications, transcripts and ACT scores for students who applied for admission but did not attend. 
RETENTION See Comments 
COMMENTS Retain in office for 2 calendar years following initial application. If student attends then immediately transfer to "Admission Credentials - Enrolled & Past Students" series, otherwise destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6); KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0142-379 
TITLE Advanced Placement Records 
DESCRIPTION Correspondence and examination scores pertaining to advanced student placement. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after student's graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6); KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0143-379 
TITLE Application for Graduation 
DESCRIPTION Application submitted by prospective graduate several months prior to graduation, resulting in an administrative check of student records to confirm that the student is eligible for graduation. 
RETENTION See Comments 
COMMENTS Retain in office 1 calendar year after date of graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA - Individual student has authority to restrict access. 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0144-379 
TITLE Application for Readmission 
DESCRIPTION Form required to update student information when there is a break in attendance and student requests readmission. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA - Individual student may restrict access. 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0145-379 
TITLE Change of Grade Forms 
DESCRIPTION Forms completed by instructor to change a course grade. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0146-379 
TITLE Change of Registration Forms 
DESCRIPTION Student requests to drop, add, or withdraw from a class, including last day of attendance forms reporting students who never attended or cease attending classes. 
RETENTION 001 cldr yr 
COMMENTS Retain in office 1 calendar year after student's graduation or date of last attendance at the university, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Restricted under Federal Educational Rights & Privacy Act. 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0147-379 
TITLE Class Schedule - Students 
DESCRIPTION Class schedule generated each semester for each student. 
RETENTION See Comments 
COMMENTS Retain in office 1 academic year after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0148-379 
TITLE Commencement Programs 
DESCRIPTION Programs distributed at graduation ceremonies. 
RETENTION See Comments 
COMMENTS Provide university archives with 1 copy at time of graduation. Destroy remainder when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0149-379 
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 001 cldr yr 
COMMENTS Retain in office 1 calendar year or until no longer useful, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0150-379 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matter handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then destroy. Note there is a separate series for correspondence relating to student issues, "Correspondence - Student Related." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0155-379 
TITLE Correspondence - Student Related 
DESCRIPTION Incoming and outgoing letters and memoranda which relate to student records issues, such as academic status, graduation, registration, etc. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after date of graduation or date of last attendance, then destroy. Note that this is not considered part of the series, "Correspondence - Routine." 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6); KSA 45-221(a)(9); FERPA 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0152-379 
TITLE Course Audit Permission Forms 
DESCRIPTION Authorization form used to audit a course. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0153-379 
TITLE Curriculum Change Authorization 
DESCRIPTION Form documenting change of a student's academic minor, major, or emphasis. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after date of graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0154-379 
TITLE Degree Statistics 
DESCRIPTION Summary statement generated each semester, providing information by major, by race and by degree, for purposes of satisfying Federal reporting and statistical requirements. 
RETENTION See Comments 
COMMENTS Retain information for 5 academic years, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Enrollment Form 
DESCRIPTION Form used to enroll each semester, signed by student and advisor to ensure that prerequisites or other qualifications have been met and includes non-traditional students and workshop attendees. 
RETENTION See Comments 
COMMENTS Retain in office 2 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0155-379 
TITLE Enrollment Statistics - Required Reports 
DESCRIPTION Enrollment statistics including E5 report, supplemental report, and academic majors reports, required by Federal or State law, containing statistical summaries of various enrollment demographics. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Enrollment Statistics - Work Papers 
DESCRIPTION Various demographic reports compiled each semester concerning student enrollment, particularly head count and credit hours, and used in compiling Enrollment Statistics - Required Reports. 
RETENTION 005 acad yrs 
COMMENTS Retain for 5 academic years, then destroy. Some reports may contain personally identifiable information and would be restricted as noted below. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(24); FERPA 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0156-379 
TITLE Enrollment Verification 
DESCRIPTION Standard form sent upon an official's or student's request to verify a student's enrollment status for a specific semester. 
RETENTION 005 acad yrs 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS FERPA - Individual student has option to restrict access. 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0157-379 
TITLE Family Rights and Privacy Act Documents 
DESCRIPTION Requests for Personally Identifiable Information, Requests for Formal Hearing, Written Decisions of Hearing Panel, Student's Written Consent for Records Disclosure, Waiver for Rights of Access. 
RETENTION See Comments 
COMMENTS Retain in office for life of affected record, then destroy. Generated in compliance with and to fulfill requirements of FERPA. 
DISPOSITION Destroy 
RESTRICTIONS FERPA 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Fee Assessment Forms 
DESCRIPTION Individualized form informing the student of tuition and fee charges. 
RETENTION 005 acad yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Grade Reports 
DESCRIPTION Report of individual student's grades for the semester consolidated from Grade Rosters. 
RETENTION 005 acad yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Grade Rosters 
DESCRIPTION Original grades submitted by instructors to the registrar, arranged by course, and used in producing Grade Reports. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the university archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Grade Statistics 
DESCRIPTION Statistics compiled on the number of grades awarded at a certain level for various demographic groups, arranged by course and section for each semester. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the university archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Graduation Lists 
DESCRIPTION List of graduates by semester, degree and major. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the university archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Hold Request Form 
DESCRIPTION Form sent by university departments or office requesting placement of a hold on a student's transcript or restriction of a student's ability to register for classes. 
RETENTION See Comments 
COMMENTS Retain indefinitely until hold is removed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Pass/No Credit Requests 
DESCRIPTION Form completed by the 10th day of the semester for pass/no credit in a course. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Transfer 1 copy to university archives for permanent retention. Destroy remainder when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Racial/Ethnic Statistics 
DESCRIPTION Enrollment and graduation statistics concerning race, ethnicity, and gender by majors, compiled each semester, as required under Federal guidelines. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Residency Documents 
DESCRIPTION Applications and supporting documents used to determine a student's eligibilty for status as a Kansas resident. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Static Change Form 
DESCRIPTION Form used to file a formal notice of change of name or other personal information which generally is constant and unchanging, unlike addresses or more fluid information. 
RETENTION 005 acad yrs 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Student Request for Non-Disclosure 
DESCRIPTION Form submitted by student and required under Federal guidelines (FERPA) to restrict information appearing about the student in the university directory. 
RETENTION 001 acad yr 
COMMENTS Retain in office 1 academic year from submission date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Federal Educational Rights and Privacy Act (FERPA) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Teacher Certification Forms 
DESCRIPTION Form showing in what areas a student in the Education Department is certified to teach. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. After student graduates, certification status appears on student's transcript. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Transcript Requests 
DESCRIPTION Form used to request a copy of an academic transcript. 
RETENTION See Comments 
COMMENTS Retain in office 1 calendar year after date of request, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9); FERPA 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0158-379 
TITLE Transcripts 
DESCRIPTION Transcripts of courses taken by students at Emporia State University and grades earned. 
RETENTION Permanent 
COMMENTS Retain in office permanently. 
DISPOSITION See Comments 
RESTRICTIONS Restricted under Federal Educational Rights & Privacy Act. 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE Transfer Credit Evaluation Form 
DESCRIPTION Form used to determine ESU's equivalents of courses taken elsewhere and used for determining transfer credits. 
RETENTION See Comments 
COMMENTS Retain in office 5 academic years after graduation or date of last attendance, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID  
TITLE University Withdrawal Form 
DESCRIPTION Form used when a student wishes to withdraw from matriculation at the University, ensuring that all outstanding student accounts and related business or academic matters have been resolved. 
RETENTION See Comments 
COMMENTS Retain in office 2 academic years after student withdraws from University, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

Agency Number: 379-001
Emporia State University
Residential Life

SERIES ID 0159-379 
TITLE Student Housing Contracts 
DESCRIPTION Residence Halls and Emporia State apartment contracts, signed by students for housing arrangements. 
RETENTION See Comments 
COMMENTS Outstanding debts are maintained until released by Business Office. If no outstanding debts, retain in office for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Student Organizations/Activities

SERIES ID 0160-379 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0161-379 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
Sunflower Office

SERIES ID 0162-379 
TITLE Photographs, Programs, Related Ephemera 
DESCRIPTION Photos, programs, etc. relating to events at ESU and used in the yearbook. 
RETENTION 001 acad yr 
COMMENTS All photos and other items in this series are transferred to the special collections section of White Library when the yearbook returns from the publisher. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

Agency Number: 379-001
Emporia State University
University Relations
University Photography

SERIES ID 0163-379 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0164-379 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA form 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0165-379 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0166-379 
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 university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0167-379 
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 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0168-379 
TITLE Mailing Lists 
DESCRIPTION Lists of names and addresses to whom mail is regularly sent. 
RETENTION See Comments 
COMMENTS Retain until updated, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 21-3914 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0169-379 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films and videotapes. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0170-379 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID  
TITLE Property Dispostion Records - Non-Expendable 
DESCRIPTION Copies of DA forms 110 and supporting documents used to remove capital equipment form agency inventory. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0172-379 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0173-379 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgets, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0174-379 
TITLE Schedules - Office Activities 
DESCRIPTION Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc. 
RETENTION See Comments 
COMMENTS Retain until no logner useful, then desroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0175-379 
TITLE Scrapbooks and Albums 
DESCRIPTION Collection of miscellaneous documents and ephemera regarding agency activities. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to university archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 

SERIES ID 0176-379 
TITLE Work Orders and Logs 
DESCRIPTION Internal documents used to request and record requests for the performance of maintenance or other services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-07-08 
K.A.R. NUMBER 53-2-120 
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