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Kansas Records Retention Schedules

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Agency Code: 173 (Department of Administration)

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Agency Number: 173-001
Department of Administration
Office of the Secretary

SERIES ID 0018-173 
TITLE Governor's Fellow Program Records 
DESCRIPTION Records concern the Governor's internship program which places administrative interns in various state agencies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0039-173 
TITLE Unclassified Position Appointments Made by the Governor 
DESCRIPTION Records contain various documents which pertain to the filling of unclassified positions by the Governor. 
RETENTION See Comments 
COMMENTS Retain in the office for the term of the Governor and then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 173-001
Department of Administration
Office of the Secretary
ADA Coordinator

SERIES ID 1046-173 
TITLE ADA Coordinator Grievance Files 
DESCRIPTION Documents relating to the ADA coordinator's investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 3 fiscal years after case is closed, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) until case is closed 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports

SERIES ID 1080-173 
TITLE Agency Service Desk Requests 
DESCRIPTION Documentation of agency service requests and central response/resolution provided for issues submitted via service desk ticket. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Accounting Control Unit

SERIES ID 0042-173 
TITLE Claims Files 
DESCRIPTION Claims that are filed against the state for payments under K.S.A. 46-920 to 46-925. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

SERIES ID 0044-173 
TITLE Joint Committee Claims Against the State 
DESCRIPTION Claims files against the state and processed by a special committee on claims under K.S.A. 46-913. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Financial Integrity Team

SERIES ID 0087-173 
TITLE Schedule - Office Activities 
DESCRIPTION Annual report prepared by the federal reporting team and sent to the U.S. Bureau of Census to satisfy requests for information made by the census bureau. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Fiscal Services Unit

SERIES ID 0095-173 
TITLE Capitol Complex Building Purchase Records 
DESCRIPTION Records contain documents and contracts regarding the purchase of Capitol Complex buildings. 
RETENTION 050 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-07-16  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-071 

SERIES ID 0098-173 
TITLE Fiscal Records - Governor's Office 
DESCRIPTION Documents regarding all fiscal activities of the Office of the Governor: vouchers, inventory, payroll, accounting reports, warrant register printouts, daily, monthly, and annual accounting system reports, etc. 
RETENTION See Comments 
COMMENTS Retain until expiration of current terms plus 3 years. (See KSA 75-104) 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 75-104 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administration
Setoff Team

SERIES ID 0506-173 
TITLE Setoff Records 
DESCRIPTION Documents relating to the recoupment of funds owed to the state by administratively garnished payments and accounts receivable write-off requests made to individuals for refunds, payroll, unemployment, etc. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administrative Services Section
Municipal Services Team

SERIES ID 0236-173 
TITLE Social Security Business Files 
DESCRIPTION Documents relating to the social security coverage (218 agreement) of municipal entities. These agreements are social security contracts with the federal government. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Appropriations/Master Lease Team

SERIES ID 1014-173 
TITLE 1099 Records 
DESCRIPTION Copies of 1099 forms and supporting documentation filed with the Internal Revenue Service. 
RETENTION 007 cldr yrs 
COMMENTS Returned paper copies are retained; Full file is stored electronically.  
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(1) and 5 USC Sec. 552a 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0139-173 
TITLE Excise Tax Refund Copies 
DESCRIPTION Copies of federal forms 720 (Quarterly Excise Tax Return) filed with the IRS. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Financial Integrity Team

SERIES ID 0158-173 
TITLE Annual Financial Report 
DESCRIPTION Report providing the financial position and operations of the various funds and the general long term obligation of the State for a particular fiscal year. K.S.A. 75-3735. 
RETENTION 005 fisc yrs 
COMMENTS Transfer to archives annually and retain on website for 5 years.  
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0159-173 
TITLE Annual Financial Report - Work Papers 
DESCRIPTION Schedules, accounts analyses, and other documents used to prepare the annual financial report. Including benefit, canteen, trust funds reconciliation reports and statements; investment reconciliation of trust funds; all local bank accounts statements and reconciliations; agency submitted DA-XX forms for accounts receivable, capital assets, legal liabilities, other liabilities, non-monetary transactions, construction commitments, pollution remediation, service concession arrangements, SEFA, and all other CAFR workpapers.  
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Services Team
Fiscal Services Unit

SERIES ID 0099-173 
TITLE Fiscal Records - Lt. Governor's Office 
DESCRIPTION Documents and records regarding fiscal activities of the Lieutenant Governor's office. Includes vouchers, personnel files, payroll, monthly and annual CASK reports, printouts, and office inventory. 
RETENTION See Comments 
COMMENTS Retain until expiration of current term plus three years. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-07-16  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Director, Office of the

SERIES ID 0188-173 
TITLE Policy Files - Statewide Permanent Agency and Subject Files 
DESCRIPTION Correspondence, reports, directives, policy statements, and other documents related to division and department policy that have been extracted from Agency Correspondence & Misc. Subject Files series. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Financial Integrity Team

SERIES ID 0103-173 
TITLE Kansas Register Submission Certification 
DESCRIPTION Copy of submission form and work papers prepared by the staff for publication in the Kansas Register as required by KSA 65-34,117(b). 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Municipal Accounting Section
Office Review Unit

SERIES ID 0224-173 
TITLE Audit Reports of Kansas Municipalities 
DESCRIPTION Audits prepared by independent auditors and filed with the Division of Accounts and Reports in conformity with Kansas Statutes. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2003-04-10  ; Revised 2017-01-03
K.A.R. NUMBER 53-2-134 

SERIES ID 0213-173 
TITLE Budgets - Kansas Municipalities 
DESCRIPTION Budgets and related documents filed with the Division of Accounts and Reports in conformity with Kansas Statutes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10  ; Revised 2017-01-03
K.A.R. NUMBER 53-2-134 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Payroll

SERIES ID 1074-173 
TITLE Court Ordered Withholding (COWs) 
DESCRIPTION Accounting records, remittance data, and document files for all court ordered withholdings including Chapter 60 and 61 garnishments, Income Withholding Orders, bankruptcy wage earner plans (WEP), IRS levies, and Federal student loan garnishments (CNG). 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1075-173 
TITLE Federal Forms 1042 
DESCRIPTION Forms and supporting documentation relating to Internal Revenue Service forms 1042. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1051-173 
TITLE Federal W-2 and W-2C Reports 
DESCRIPTION W-2 and W-2C forms required to be filed with the Federal Internal Revenue Service. 
RETENTION 007 cldr yrs 
COMMENTS Returned paper copies retained until April 15th then destroy; Full file is stored electronically.  
DISPOSITION See Comments 
RESTRICTIONS K.S.A..45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1076-173 
TITLE Income Withholding Orders (IWOs) for Terminated Employees 
DESCRIPTION Income withholding orders generated on terminated state employees. 
RETENTION 007 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1077-173 
TITLE Payroll System Control and Balancing Reports 
DESCRIPTION Variety of reports, work papers, queries, etc. relating to separate payroll accounts including but not limited to KPAY018, KPAY224, KREGPAY3, KPAYTRS1, Balance payroll to accounting spreadsheet, Cycle Balancing Spreadsheets, Paycycle Reports, Regent edits and work papers, direct deposit balancing work papers and KPay210 EFT. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-147 

SERIES ID 1054-173 
TITLE SHaRP Paycheck Data by Employee 
DESCRIPTION KPAYSUM Report containing individual state employee paycheck information. 
RETENTION 008 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1044-173 
TITLE W-2 and W-2C Workpapers 
DESCRIPTION Moving Expense Listing, Year End Verifying Reports, Negative Amounts, Deferred Compensation Analysis, VTSA Analysis, Form Totals, Sample Test W-2 prints, etc. relating to the supporting documentation for federal W-2 and W-2C forms. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Systems and Procedures Section

SERIES ID 0492-173 
TITLE Forms Library 
DESCRIPTION Records regarding forms revisions for statewide financial and accounting policies issued by the Department of Administration.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0505-173 
TITLE Policy and Procedures Manual Filings 
DESCRIPTION Records regarding statewide financial and accounting policies issued by the Department of Administration.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Administration Section

SERIES ID 0509-173 
TITLE Annual Budgets - Division of Architectural Services 
DESCRIPTION Agency copies of budgets submitted by the division. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0510-173 
TITLE Architectural/Engineering Contracts and Ancillary Technical Services Contracts 
DESCRIPTION Records documenting the legal agreement between Architectural Services and private contractors. These are also referred to as architectural service contracts. 
RETENTION See Comments 
COMMENTS Retain for 20 years after the completion of contractors work, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0511-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records documenting general correspondence received and generated by the division director and section directors. 
RETENTION 004 fisc yrs 
COMMENTS After office retention period transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0512-173 
TITLE EDA (Economic Development Administration) Project File 
DESCRIPTION Records documenting state construction projects funded by the federal EDA. 
RETENTION 005 cldr yrs 
COMMENTS After office retention period transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0513-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Records document all current personnel transactions regarding Division of Architectural Services employees. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Arch./Eng./Interior Design Section

SERIES ID 0514-173 
TITLE Architectural Program Files 
DESCRIPTION Records documenting the development of the formal specifications and tracings. 
RETENTION 006 cldr yrs 
COMMENTS This file contains some material that will go into the construction records file. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0515-173 
TITLE Consultant Planning Files - Mechanical Engineering Unit 
DESCRIPTION Records documenting the interaction between mechanical engineering unit staff and private architectural consultants hired outside of the state system. 
RETENTION See Comments 
COMMENTS Retain in office files until the project is completed, transfer to off-site storage for 3 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0516-173 
TITLE Engineering Working File 
DESCRIPTION Records documenting the calculations done on specific projects by the divisions mechanical engineering staff. 
RETENTION 010 cldr yrs 
COMMENTS After the retention period in the office, dispose of at the discretion of the engineer. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0517-173 
TITLE Interiors Projects 
DESCRIPTION Records documenting the specific activities of the interior design unit. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office for 1 year and office storage for 5 yrs. then transfer to off-site storage until no longer useful. Then transfer to archives for purging. The majority of the files are filed in or with the construction records file. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Attorney's Office

SERIES ID 0518-173 
TITLE Attorney File - Civil Service Board and Construction Problems 
DESCRIPTION Records regarding Civil Service Board and construction problems, and their resolution by the staff attorney. 
RETENTION See Comments 
COMMENTS Retain in office for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0519-173 
TITLE Attorney's Files 
DESCRIPTION Records regarding construction problem resolution by the attorney of the division. 
RETENTION See Comments 
COMMENTS Retain in office area for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to state archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Capitol Complex/Space Mgmt. Section

SERIES ID 0520-173 
TITLE 1981-86 Space Working Papers 
DESCRIPTION Background documents used for preparation of a space management report entitled "1981-86 Space". 
RETENTION See Comments 
COMMENTS It is recommended that these records be disposed of immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0521-173 
TITLE Analysis of Space Use Report Working Papers 
DESCRIPTION Background documents used for the development of space management standards. 
RETENTION See Comments 
COMMENTS Retain until 1989, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0522-173 
TITLE Capitol Complex Building Files 
DESCRIPTION Records documenting the activities and the problems that have occurred in buildings within the Capitol Complex, in Department of Administration-owned buildings. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then selectively purge material at the discretion of the Capitol Complex engineer/architect. Transfer purged material to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0523-173 
TITLE Construction Files for Capitol Complex Buildings 
DESCRIPTION Records documenting all construction and renovation activities done on Capitol Complex buildings. 
RETENTION See Comments 
COMMENTS Retain in office for 11 years transfer to office storage for retention until disposal of the building except for items purged by Capitol Complex engineer/architect upon their discretion. Upon disposal of the building transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0524-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records documenting the on-going Capitol Complex activities. 
RETENTION See Comments 
COMMENTS Retain in office until disposal of the building. Purging can then be done by the Capitol Complex engineer/architect. Transfer remaining records to the state archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0525-173 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Records documenting leases between the state and private individuals who are leasing buildings to the state. 
RETENTION See Comments 
COMMENTS Retain the copy of the lease in the office while it is active and then for 5 years after expiration in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0526-173 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Records documenting the interaction between this state agency and each leasing individual concerning the leasing of a building. 
RETENTION See Comments 
COMMENTS Retain in the office as long as the lease is active, then destroy upon expiration of the lease. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0527-173 
TITLE Prior Space Management Studies 
DESCRIPTION Space studies prepared by Governors planning section and the Division of Planning and Research. 
RETENTION See Comments 
COMMENTS Retain in office storage until no longer useful, and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0528-173 
TITLE Special Projects File 
DESCRIPTION Records documenting the activities of state special projects personnel and associate engineers on projects requiring special approval by the legislature. 
RETENTION 031 cldr yrs 
COMMENTS Retain in office files for 11 years and 15 years in off-site storage then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Construction Administration Section

SERIES ID 0529-173 
TITLE Engineering Unit Correspondence Files and Site Visit Notes - Active and Inactive 
DESCRIPTION Correspondence concerning state construction projects, site visit notes, and reports. 
RETENTION See Comments 
COMMENTS Retain in office for 5 years then transfer to off-site storage for 15 years, then transfer to state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0530-173 
TITLE Test and Balance Reports 
DESCRIPTION Reports created by a contractor explaining the heating, ventilating, and electrical systems on projects overseen by this agency. 
RETENTION See Comments 
COMMENTS Retain in office for 10 years after completion of the project then transfer to off-site storage for 40 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Documents Section

SERIES ID 0531-173 
TITLE Capitol Area Architectural Study 
DESCRIPTION Records containing material regarding a 1968 privately contracted study of state space needs in the Capitol Complex area. 
RETENTION See Comments 
COMMENTS These records are needed for future planning and should be retained in the office until no longer useful, and then transferred to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0532-173 
TITLE Construction Records File 
DESCRIPTION Records documenting all aspects of the construction of individual projects from their initiation to completion. 
RETENTION See Comments 
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0533-173 
TITLE Construction Tracings and Specifications 
DESCRIPTION Tracings graphically describe any state construction project. Specifications are written descriptions of all aspects of work to be done on state construction projects. 
RETENTION See Comments 
COMMENTS Retain in construction tracings and specifications in office storage until the particular building is disposed of, and then transfer with the building or to the state archives for permanent retention. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0534-173 
TITLE Shop Drawings 
DESCRIPTION Documents furnished by the contractor to the state architect/engineer for approval. Drawings show that the contractor understands what the architect or agency wants. 
RETENTION See Comments 
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. Copy w/ agency that has building. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0535-173 
TITLE Soil Investigation Reports 
DESCRIPTION Reports documenting tests and findings of soil investigations done by geologists who were under state contract. 
RETENTION Permanent 
COMMENTS These records are the original reports. Information from these reports are incorporated into other files and reports. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Planning & Management Section

SERIES ID 0536-173 
TITLE Architect Eligibility Files 
DESCRIPTION Records documenting names, addresses, and statements of qualifications of architects and architectural firms approved by the state to qualify for state construction projects. 
RETENTION See Comments 
COMMENTS Retain files from March until the following March, then transfer to archives for purging. KSA 75-1250 legislation maintains that these records have an annual turnover. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0537-173 
TITLE Division of Architectural Services Planning Files - Active, Semi-Active, Inactive 
DESCRIPTION Records documenting the management of projects through the planning phase including all the developmental work done before specifications and tracings are created. 
RETENTION See Comments 
COMMENTS Retain active and semi-active records in office area until the project is complete, then sent the inactive file to off-site storage for 20 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0538-173 
TITLE Engineering Eligibility Files 
DESCRIPTION Records documenting names, addresses, statements of qualifications of engineers and engineering firms approved by the state to qualify for state construction projects. 
RETENTION See Comments 
COMMENTS Retain files from March until the following March, then transfer to the state archives for purging. KSA 75-5802 legislation maintains that these records have an annual turnover. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0539-173 
TITLE Estimating Budgets File for Capitol Improvements 
DESCRIPTION Records which document estimating work done by the division planning & management staff on proposed capital improvements for agency budgeting purposes. 
RETENTION See Comments 
COMMENTS Retain in the Planning & Management section for current plus 2 years, then transfer to off-site storage for 8 years, 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

SERIES ID 0982-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interactions between agencies and the various sections and units within the division. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0540-173 
TITLE Annual Reports 
DESCRIPTION Reports on the accomplishments and activities of the Division of Personnel as a whole. The functions of the different sections within the divisions are explained. Statistical data and goals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0541-173 
TITLE Application for Overtime Credit - Department of Administration Employees 
DESCRIPTION Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay. 
RETENTION See Comments 
COMMENTS Active records were not surveyed. Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0542-173 
TITLE Assessment Center Materials 
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol lieutenant, sergeant, and major. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0543-173 
TITLE Certificates of Application for the Position of Director of the EEO Office 
DESCRIPTION Records of employment applications for the specified position of director of the EEO Office. 
RETENTION See Comments 
COMMENTS These particular records are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0545-173 
TITLE Civil Court Cases Involving the Division of Personnel Services 
DESCRIPTION Files containing material relating to each specific civil court case involving the Division of Personnel. Includes correspondence between all parties involved and any supporting materials needed. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0546-173 
TITLE Conditional Employees in the Classified Service 
DESCRIPTION Records documenting the number of conditional employees in permanent positions in the state. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0547-173 
TITLE Correspondence - Routine 
DESCRIPTION General correspondence drafted on personal computers. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0548-173 
TITLE Eligible Lists - Canceled 
DESCRIPTION Records listing people who were once considered for specific positions, and also give their exam scores and their addresses. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 20 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0549-173 
TITLE Employee Time Sheets - Payroll- Department of Administration Employees 
DESCRIPTION Records documenting the rate of pay, deductions, and other amounts as a part of each employees pay. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0550-173 
TITLE History of the Division of Personnel Services Material 
DESCRIPTION Records documenting the existence and history of the division of Personnel services. Materials included are report booklets on salaries of classified classes, policy and procedure manual, etc. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0551-173 
TITLE Individual Working Papers and Notes - Computerized 
DESCRIPTION Miscellaneous data and other files created and utilized by individual staff members for a wide variety of purposes related to personnel operations. 
RETENTION See Comments 
COMMENTS Retain until project completed then delete routine information, print remainder and retain with paper files according to approved retention schedules. Review files every 6 months. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0552-173 
TITLE Intergovernmental Personnel Act Grant Records 
DESCRIPTION Records documenting the grants given to specific projects of Kansas cities under the Intergovernmental Personnel Act. The total process is documented from application material to reports on expenses. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0553-173 
TITLE Item Rating Analysis Data and Results 
DESCRIPTION Data and reports resulting from studies of specific items in civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of project, then print and delete. Retain paper copy for 6 years, then destroy. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0554-173 
TITLE Job Analysis Questionnaire Data and Results 
DESCRIPTION Data, manipulated data, and reports resulting from survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of particular study, then print and delete. Retain additional 6 years on paper, then destroy. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0555-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to insure a smooth transition from the KIPPS to the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Transfer to the records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0556-173 
TITLE KIPPS: Applicant Module, Mode 256, Type B, Personal Data 
DESCRIPTION Computer data regarding personal information in KIPPS database about applicants for examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after cancellation of score, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0557-173 
TITLE KIPPS: Applicant Module, Mode 256, Type C, Applicant Characteristic Surveys 
DESCRIPTION Data in the KIPPS database regarding demographics of applicants for examination. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then transfer to tape for additional three years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0558-173 
TITLE KIPPS: Applicant Module, Mode 256, Type D, Scoring and Availability 
DESCRIPTION Information in KIPPS database regarding applicant for examination civil service score and the applicants' work availability. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0559-173 
TITLE KIPPS: Applicant Module, Mode 256, Type E, Exam Scheduling 
DESCRIPTION Computer data regarding scheduled civil service examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0560-173 
TITLE KIPPS: Applicant Module, Mode 256, Type F, Applicant Index 
DESCRIPTION Computer index to applicants for civil service examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after cancellation of all scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0561-173 
TITLE KIPPS: Applicant Module, Mode 256, Type G Certification Log (rids 1-12) 
DESCRIPTION Computer log of certified eligible lists requested by agencies in order to fill civil service vacancies. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of score, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0562-173 
TITLE KIPPS: Applicant Module, Mode 256, Type H, Transaction Log 
DESCRIPTION Computer data regarding circumstances of the entry of transactions into the system. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0563-173 
TITLE KIPPS: Applicant Module, Mode 256, Type I, Transaction File 
DESCRIPTION Computer data regarding the nature of transactions entered into the system. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0564-173 
TITLE KIPPS: Employee Module Mode 66, Types B and C, Work History 
DESCRIPTION Information in KIPPS database on attributes of positions held by individual employees. 
RETENTION See Comments 
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microforms and then data deleted. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0565-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Evaluation Data 
DESCRIPTION Information on individual employees' performance evaluations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 5 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0566-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position Related Data 
DESCRIPTION Position attributes as stored in KIPPS database. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: this data is in rids 100-109. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0567-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position/Employee Cross Reference 
DESCRIPTION Cross reference file of position numbers and employee social security numbers. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0568-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Projected Salary Data 
DESCRIPTION Information regarding scheduled salary increases and performance evaluation due dates for individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. Note: This data is in rids 130-130. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0569-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Termination and Leave Data 
DESCRIPTION Information on start and end dates for leave with pay, leave without pay, suspensions, and termination dates for individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: This data is in rids 120-129. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0570-173 
TITLE KIPPS: Employee Module, Agency Mode, Type H, Transaction File 
DESCRIPTION History file of employee transactions. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0571-173 
TITLE KIPPS: Employee Module, Agency Mode, Types B and C, Personal Data 
DESCRIPTION Data reflecting personal information on individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0572-173 
TITLE KIPPS: Employee Module, Mode 250, Type B, Work History 
DESCRIPTION Information regarding attributes of positions held by individual employees. 
RETENTION See Comments 
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microform and then deleted. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0573-173 
TITLE KIPPS: Employee Module, Mode 252, Type C, Transaction Log 
DESCRIPTION Record of which computer operator updated employee database on which date. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain additional 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0574-173 
TITLE KIPPS: Employee Module, Mode 252, Type F, Soundex 
DESCRIPTION Index of current and former employees by phonetic name search. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0575-173 
TITLE KIPPS: Employee Module, Mode 252, Type H, Employee/Position Cross Reference 
DESCRIPTION Cross reference file of employee social security numbers and position numbers. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0576-173 
TITLE KIPPS: Employee Module, Mode 252, Type I, Length of Service 
DESCRIPTION Record in months and days of total time employee spent employed for state of Kansas. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0577-173 
TITLE KIPPS: Position Module, Agency Mode, Type D, Position Data 
DESCRIPTION Position attributes as contained in KIPPS database. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain additional 3 years, then delete. this data is contained in RIDS 20-29. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0578-173 
TITLE KIPPS: Position Module, Agency Mode, Type H, Transaction File 
DESCRIPTION History file of position transactions. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after transaction date, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0579-173 
TITLE KIPPS: Position Module, Mode 252, Type D, Transaction Log 
DESCRIPTION Record of which operator updated position data base on which date. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0580-173 
TITLE Layoff Folders - Department of Administration Employees 
DESCRIPTION Records which are used to document layoffs within specific sections or divisions of the Department of Administration. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. Active records were not surveyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0581-173 
TITLE MAPPER Rids 
DESCRIPTION Data manipulation files created from mainframe databases for a variety of personnel operation purposes. 
RETENTION See Comments 
COMMENTS Retain on mainframe for duration of associated project, then delete routine information, print remainder and store with other records in accordance with approved retention schedules. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0582-173 
TITLE Master File - Abolished Classes 
DESCRIPTION Records documenting the existence and description of job classes that have since been abolished. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0585-173 
TITLE Pass-Fail List by Name 
DESCRIPTION Computer-generated records listing applicant by name and by pass or fail on the examination for the specified job classification. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0586-173 
TITLE Payroll Transactions - Department of Administration Employees 
DESCRIPTION Records documenting any changes that affect an employees payroll status. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. Active records were not surveyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0587-173 
TITLE Position Master Files 
DESCRIPTION Individual files containing documents that pertain to each specific job classification. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 15 years then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0588-173 
TITLE Pretest Results 
DESCRIPTION Computer files containing information from tests performed on civil service examinations to determine their effectiveness. 
RETENTION See Comments 
COMMENTS Retain in computer files until completion of associated study, then delete. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0589-173 
TITLE Provisional Employees in the Classified Service 
DESCRIPTION Records documenting the number of provisional employees in permanent position in the state. 
RETENTION See Comments 
COMMENTS These records are recommended for immediate destruction. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0591-173 
TITLE Skill Code Activity Database 
DESCRIPTION Computerized log of requests from agencies for the assignment or modification of skill codes for various state employee positions. 
RETENTION 003 cldr yrs 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0592-173 
TITLE Skill Code Data Files 
DESCRIPTION Computer files containing information regarding personnel skill codes - used mainly for reference. 
RETENTION See Comments 
COMMENTS Review files semi-annually and delete all codes which have been discontinued for more than one year. This data is periodically published in personnel manuals. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0985-173 
TITLE Subject Files 
DESCRIPTION Variety of documents arranged by topic and used to conduct business. 
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 0980-173 
TITLE Supervisor's Files 
DESCRIPTION Records used to document the activities of the individual, unit, project, and sections within the division. 
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 0595-173 
TITLE Training Reference Materials 
DESCRIPTION Files containing memoranda, correspondence, and manuals concerning the training of employees. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0594-173 
TITLE Training and Experience Rating Form (Unassembled Exams) 
DESCRIPTION Forms containing the name of the potential employee, his/her social security number, examination name and number of the specific job, and the individual's score on the examination. 
RETENTION See Comments 
COMMENTS These are considered to be part of the application and are to be microfilmed with the application folder and retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planes Asst. Section

SERIES ID 0613-173 
TITLE Agency Files (Section) 
DESCRIPTION Files which are used to document interactions between agencies and Agency Services and Planned Assistance Section. 
RETENTION 003 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
Agency Ser. & Planned Asst. Section

SERIES ID 0596-173 
TITLE Agency Classification Agreements 
DESCRIPTION Originals of formal agreements made between Personnel Services and certain agencies giving those agencies the authority to create and allocate positions according to the duties of the positions. 
RETENTION See Comments 
COMMENTS Retain all current contracts plus 2 prior contracts in the office, transfer all older contracts to off-site storage for 10 years, and then to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0598-173 
TITLE Agency Files (Unit) 
DESCRIPTION Unit records which document personnel management specialist's interactions with assigned agencies. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office for 2 fiscal years and 3 fiscal years in office storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0597-173 
TITLE Agency Files - Agency Operations Section 
DESCRIPTION Records which document the interactions between the Agency Operations Section (this section is now disbanded) and other state agencies. 
RETENTION See Comments 
COMMENTS Retain in off-site storage until 1993. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0599-173 
TITLE Applicant File - Agency Operation Section 
DESCRIPTION Correspondence received from applicants already examined or interviewed for civil service positions. 
RETENTION See Comments 
COMMENTS Retain in off-site storage until 1993. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0600-173 
TITLE Applications for Employment - Microfilmed Copy 
DESCRIPTION Microfilmed copy of completed, pre-printed forms used to record applications for employment. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office for 2 years and in off-site storage for 2 years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0601-173 
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 in the office until no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0602-173 
TITLE Central Subject File for Agency Services and Planned Assistance Activities 
DESCRIPTION Records which are used to document the on-going activities of the Agency Services and Planned Assistance Section. 
RETENTION 008 cldr yrs 
COMMENTS Retain in office files for 3 years and in off-site storage for 5 years, then transfer to state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0604-173 
TITLE Classification Contract Agreements 
DESCRIPTION Documents which consist of copies of contracts recording signed agreements between Personnel Services and other agencies having classification authority, and related monthly reports. 
RETENTION See Comments 
COMMENTS Retain contract copies in the office as long as they are current. Once contracts are outdated destroy them. The monthly reports that are included in these files are to be retained for the current fiscal yr. in the office, then destroyed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0603-173 
TITLE Classification and Organizational Studies 
DESCRIPTION Files documenting the organizational maintenance of the classification system. 
RETENTION See Comments 
COMMENTS Retain in the office for 1 year after the completion of the study then send to the central files for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0605-173 
TITLE Exam Material Check Sheets 
DESCRIPTION Completed, pre-printed forms used to document persons taking exams as recorded by examination monitors. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0606-173 
TITLE Fish and Game Protector Assessment Files 
DESCRIPTION Documents pertain to the assessment of applicants for Fish and Game Protector positions. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office files for 2 years and office storage for 2 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0607-173 
TITLE Game Protector I Assessment Envelopes 
DESCRIPTION Documents used in assessing each of the applicants for the Game Protector I position. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office files for 2 years and office storage for 2 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0608-173 
TITLE Monitors Examination Record and Weekly Time Reports 
DESCRIPTION Computer-printed tally and check sheets for examination materials prepared by specific examination monitor at each of the specific examination sites. Weekly time reports records the hours worked. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0609-173 
TITLE Personnel Series File 
DESCRIPTION Correspondence, studies and forms prepared by the Division of Personnel Services and agencies to reallocate agency personnel staff to the new personnel series. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0610-173 
TITLE Position Descriptions 
DESCRIPTION Records which document the duties and responsibilities of positions and also describe the education and experience requirements for positions. 
RETENTION See Comments 
COMMENTS Retain in the office as long as the position exists. When the position is abolished, transfer the position description to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0611-173 
TITLE Subject Files - Agency Operations Section 
DESCRIPTION Records which document the activities of the Agency Operations Section this section is now disbanded) or joint section projects. 
RETENTION See Comments 
COMMENTS Retain in off-site storage until 1993. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0612-173 
TITLE Technical Files 
DESCRIPTION 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 tech file for an exam when the class is abolished. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

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

SERIES ID 0959-173 
TITLE Alcohol and Controlled Substance Program Files 
DESCRIPTION Documents relating to policies and procedures established for drug and alcohol tests required by an applicant or employee for a Commercial Drivers License. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0960-173 
TITLE Alcohol and Controlled Substance Program Test Results 
DESCRIPTION Individual files relating to drug tests by an applicant to qualify for a commercial drivers license. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0961-173 
TITLE Consolidated Omnibus Reconciliation Act (COBRA) Course Files 
DESCRIPTION Documents relating to the COBRA courses offered to division staff. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the division's records room for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0974-173 
TITLE Drug Screening Program Files 
DESCRIPTION Contracts, reports, correspondence, training, problem resolution, technical assistance and research relating to the drug screening tests for designated classes of state employees. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0964-173 
TITLE Group Health Carrier Files 
DESCRIPTION Correspondence and other documents relating to contracts for employee group health insurance. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the records room for 8 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0963-173 
TITLE Insurance Grievance Forms 
DESCRIPTION Complaints, concerns, and grievances addressed to the section from employees regarding their personal group health insurance. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0935-173 
TITLE KanElect Enrollment Forms 
DESCRIPTION Form completed by state employees and used to enroll in the KanElect program. 
RETENTION 007 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the records room for 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0936-173 
TITLE Shared Leave Files 
DESCRIPTION Documents relating to employees approved to receive shared leave. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the records room for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Compensation and Benefits Section

SERIES ID 0618-173 
TITLE Class History Card File - Current and Abolished 
DESCRIPTION Card file detailing the history of actions regarding specific classes. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0622-173 
TITLE Classification Studies Central Files 
DESCRIPTION Documents relating to any classification actions. 
RETENTION See Comments 
COMMENTS Retain current year plus 6 years of hard copy in the central files, then microfilm significant material and discard original documents. Transfer microfilm to the archives when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0624-173 
TITLE Comprehensive Classification and Job Rate Studies Files 
DESCRIPTION Documents relating to data collected during the ten year comprehensive study of state employee position classifications. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0625-173 
TITLE Consolidated Omnibus Budget Reconciliation Act (COBRA) Files 
DESCRIPTION Documents relating to COBRA courses offered to staff. 
RETENTION See Comments 
COMMENTS Retain in office storage for 2 years, 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 0626-173 
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 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0627-173 
TITLE Current Classes Master Files 
DESCRIPTION Documents describing the scope and purpose of specific and current job classifications within the state system. 
RETENTION See Comments 
COMMENTS Retain in office until class is abolished, then retain according to Abolished Classes Master File. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0628-173 
TITLE Employee Advisory Committee Files 
DESCRIPTION Correspondence and other documents relating to the Employee Advisory Committee. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0630-173 
TITLE Group Health Insurance Carrier Files 
DESCRIPTION Correspondence and other documents relating to contracts for employee group health insurance. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office for 2 years, transfer to the records center for 8 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 0632-173 
TITLE KanElect Enrollment Forms 
DESCRIPTION Form completed by state employees and used to enroll in the KanElect program. 
RETENTION 007 cldr yrs 
COMMENTS Retain in office for 2 years, 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 0633-173 
TITLE Minutes - Health Care Commission 
DESCRIPTION Proceedings of regular or special meetings of the Health Care Commission. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0636-173 
TITLE Technical Reference Files - Health Promotion 
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 

Agency Number: 173-004
Department of Administration
Personnel Services
DOA Personnel Office

SERIES ID 0649-173 
TITLE Active Employee Individual Files 
DESCRIPTION Records containing all relevant information and materials concerning employees currently employed by the state in the Department of Administration. 
RETENTION See Comments 
COMMENTS Retain records in the active files until the employee resigns or is terminated, then transfer that file to the Resigned Employee Individual File. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0945-173 
TITLE Applicant Information in Response to Specific Vacancy File 
DESCRIPTION Copies of certified eligible lists, employment summaries, interview notes, postings, and recruitment advertisements, etc. relating to applicant responses for vacant positions. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0650-173 
TITLE Applicant Responses to Registers 
DESCRIPTION Records contain applicant responses to certified registers for civil service positions in the department. Also included are copies of certified registers, expired certified registers and list of eligible 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0993-173 
TITLE Application for Overtime Credit File 
DESCRIPTION Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0947-173 
TITLE Back-Up Information for Personnel Actions File 
DESCRIPTION Records providing documentation and back-up information used to trace the naturalization of a personnel action such as reallocation and terminations. 
RETENTION See Comments 
COMMENTS Once the personnel action is completely final, the file is purged at the discretion of the personnel office who disposes of material that is not needed and retains those documents of importance permanently in the office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1005-173 
TITLE Bargaining Unit Records 
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units and includes grievances filed in those units if the Labor Relations Section was involved in those grievances. 
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 0652-173 
TITLE Copies of Supplementals 
DESCRIPTION Records documenting any exceptions to individual Department of Administration employees pay warrants. They also provide a paper trail to trace any changes that need to be made in warrant amounts. 
RETENTION current 
COMMENTS The Division of Accounts and Reports has the originals of these records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1007-173 
TITLE Dummy Warrant Registers 
DESCRIPTION Bi-weekly computer printouts providing dummies of warrants which are used to check any discrepancies before distributing them to state employees. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0654-173 
TITLE Employee Roster Cards 
DESCRIPTION Files containing one card for each employee, currently employed or resigned, and classified or unclassified. Cards provide a summary of each employees state service. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0655-173 
TITLE Examination Monitors Weekly Time Sheets and Check Sheets 
DESCRIPTION Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site. 
RETENTION 004 cldr yrs 
COMMENTS Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1008-173 
TITLE Layoff Folders 
DESCRIPTION Records documenting layoffs within specific sections or divisions of the Department of Administration. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0656-173 
TITLE Leave Record Cards 
DESCRIPTION Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0657-173 
TITLE Leave Slips 
DESCRIPTION Records document the specific dates and number of hours that a particular employee takes leave. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1009-173 
TITLE Master File #1 - Promotional 
DESCRIPTION Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1010-173 
TITLE Meet and Confer Files 
DESCRIPTION Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1011-173 
TITLE Payroll Transactions File 
DESCRIPTION Records documenting any changes that affect a Department of Administration employee's status. 
RETENTION See Comments 
COMMENTS Transfer to individual personnel file and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0658-173 
TITLE Position Descriptions - Department of Administration 
DESCRIPTION Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0997-173 
TITLE Public Relations Board Files 
DESCRIPTION Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units. 
RETENTION Permanent 
COMMENTS Retain in agency permanently or transfer to the archives. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0659-173 
TITLE Resigned Employee Individual Files 
DESCRIPTION Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service. 
RETENTION See Comments 
COMMENTS Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0660-173 
TITLE Rules and Regulations Booklets 
DESCRIPTION These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes. 
RETENTION See Comments 
COMMENTS Retain permanently in office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 1006-173 
TITLE Supplemental Pay Warrants 
DESCRIPTION Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0661-173 
TITLE Weekly Time Reports or Time Sheets and Employee Leave Reports 
DESCRIPTION Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
Director's Office

SERIES ID 0637-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0946-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interaction between the Director's Office and all state agencies. 
RETENTION 020 cldr yrs 
COMMENTS Retain in office 5 calendar years, transfer to the division's records room for 15 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0638-173 
TITLE Employee Personnel Files - Microfilm 
DESCRIPTION Micrographic records made of all documents on file for State of Kansas personnel hired before 1983. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0955-173 
TITLE Executive Orders and Directives 
DESCRIPTION Notebooks containing Executive Orders and Executive Directives issued by the Governor to state agencies regarding personnel issues. 
RETENTION 030 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0956-173 
TITLE History Files 
DESCRIPTION Reports, manuals, etc. documenting the existence and history of 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 

SERIES ID 0640-173 
TITLE Labor Relations Files 
DESCRIPTION Agency and subject files relating to labor relations. 
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 0642-173 
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 0643-173 
TITLE Old Files from the Directors Office 
DESCRIPTION Files containing correspondence notes, and memoranda which document the internal processes and external concerns of the Division of Personnel Services. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0957-173 
TITLE Personnel Policy Letters 
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the director of the Division of Personnel Services to all agencies regarding personnel policy. 
RETENTION 020 cldr yrs 
COMMENTS Retain in office 20 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0644-173 
TITLE Personnel Policy Letters - Agencies 
DESCRIPTION Letters and memoranda from the Governor, Secretary of Administration, and the Director of the Division of Personnel Services to all agencies regarding personnel policy. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0646-173 
TITLE SHaRP Implementation Files 
DESCRIPTION Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system. 
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 0647-173 
TITLE Subject Files - Director 
DESCRIPTION Documents relating to a variety of internal activities of the Personnel Services Director's Office. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 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 0958-173 
TITLE Subject Files - Director 
DESCRIPTION Variety of documents relating to the interests of the Division of Personnel Services. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

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

SERIES ID 0648-173 
TITLE Notice of Position Classification and Position Inventories 
DESCRIPTION Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years 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
Human Resource Mgmt and Diversity

SERIES ID 0662-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interactions between agencies and the Human Resource Management and Diversity Section. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 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 0665-173 
TITLE Answer Sheets 
DESCRIPTION Completed answer sheets submitted by applicants at the examination centers. 
RETENTION 004 cldr yrs 
COMMENTS Retain in office for 2 years, transfer to the records center for 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0666-173 
TITLE Applications for Employment - Hard Copy 
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0667-173 
TITLE Certified Register of Eligibility 
DESCRIPTION Register listing persons who have met the required score on the application examination to be eligible for the position specified. 
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 0668-173 
TITLE Conditional Appointments 
DESCRIPTION Records documenting appointment of conditional employees. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0670-173 
TITLE Correspondence - Routine - Applicant Examination Unit 
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 Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0671-173 
TITLE Delegated Authorities Agreements 
DESCRIPTION Formal agreements made between the Department of Administration and agencies delegating certain human resource functions. 
RETENTION See Comments 
COMMENTS Retain until superseded or 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 0672-173 
TITLE Drug Screening Program - Test Results 
DESCRIPTION Individual files relating to the drug tests for an applicant or employee. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0674-173 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0675-173 
TITLE Job Analysis Questionnaire Data 
DESCRIPTION Computer data compiled from a survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of particular study, then delete. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0676-173 
TITLE Kansas Highway Patrol Trooper Candidate Files 
DESCRIPTION Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol. 
RETENTION See Comments 
COMMENTS Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0677-173 
TITLE Layoff and Re-employment Lists 
DESCRIPTION Documents relating to DA235 layoff cards and lists regarding persons laid off from state service. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office 3 years, 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 0678-173 
TITLE Non-Competitive Promotion Examination Log Sheet 
DESCRIPTION KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

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 

SERIES ID 0949-173 
TITLE Fair Labor Standards Act File 
DESCRIPTION Records documenting changes in the overtime status of various classes. 
RETENTION See Comments 
COMMENTS Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0950-173 
TITLE General Survey Files 
DESCRIPTION Retention and other surveys of a general nature conducted on state employees and/or state agencies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0951-173 
TITLE Kansas Highway Patrol Trooper Candidate Files 
DESCRIPTION Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol. 
RETENTION See Comments 
COMMENTS Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0952-173 
TITLE Notice of Vacancy Report File 
DESCRIPTION Weekly reports listing external and internal vacancies available within the state civil service system. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0942-173 
TITLE Re-employment Actions File 
DESCRIPTION Documents relating to re-employment actions of state employees laid off from the state civil service. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0981-173 
TITLE Resume File 
DESCRIPTION Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0996-173 
TITLE Salary Survey Files 
DESCRIPTION Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1001-173 
TITLE Skills Development File 
DESCRIPTION Documents relating to the skills selection process including skills inventories and updates. 
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 0998-173 
TITLE Training and Experience Rating Form 
DESCRIPTION Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1002-173 
TITLE Workforce Report 
DESCRIPTION Annual workforce reports on statewide data and general or specific reports on agency activities. 
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: 173-005
Department of Administration
Division of the Budget

SERIES ID 0752-173 
TITLE Agency Budgets - Analysts' Copy 
DESCRIPTION State agency budget documents used by budget analysts to analyze agencies' budgets. Two copies exits of these documents: one "clean" unmarked copy submitted by the agency, and one "marked-up" copy used by the analysts' for their work. 
RETENTION See Comments 
COMMENTS Retain in office 5 fiscal years, then transfer both copies ("clean" and "marked-up") to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2010-01-29 
K.A.R. NUMBER 53-2-162 

SERIES ID 0753-173 
TITLE Agency Files 
DESCRIPTION Records documenting interaction between the Division of the Budget and other state agencies. 
RETENTION See Comments 
COMMENTS Retain for 4 calendar years in office files, 2 years in office storage, then transfer to State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2010-01-29 
K.A.R. NUMBER 53-2-162 

SERIES ID 0754-173 
TITLE Budget Cycle Records 
DESCRIPTION Records documenting the on-going development of each fiscal year's budget. 
RETENTION 004 Fiscal Years 
COMMENTS Retain for 4 fiscal years in office files, then transfer to State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2010-01-29 
K.A.R. NUMBER 53-2-162 

SERIES ID 0758-173 
TITLE Governor's Executive Directives 
DESCRIPTION Copies of the executive directives issued by the governor to authorize agency budgets revisions, to appoint unclassified personnel, and to effect other policy changes. 
RETENTION 003 cldr yrs 
COMMENTS NOTE: The Secretary of State maintains the record copy of this series. Copies also are distributed to the Governor's Office, the House, the Senate, Legislative Research, and the State Library. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0761-173 
TITLE Minutes - Finance Council 
DESCRIPTION Copies of minutes of the Finance Council meetings submitted to the Budget division. 
RETENTION 006 cldr yrs 
COMMENTS These are duplicates. The originals are kept in the Secretary of Administrations office. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0763-173 
TITLE Revenue Information 
DESCRIPTION File contains information used by Budget's financial economist to estimate revenue. These records also contain special studies on revenue. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management

SERIES ID 1078-173 
TITLE Waiting Lists - State Parking Lots / Garages 
DESCRIPTION Waiting lists for state employees year round and Legislative Services during session, for parking spaces in the state lots and garages. 
RETENTION Retain until superseded, then destroy or delete 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-07-18 
K.A.R. NUMBER 53-2-177 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Building and Grounds Services

SERIES ID 0766-173 
TITLE Alphabetical Files 
DESCRIPTION Miscellaneous records which document the functions and activities of building and grounds personnel. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal of the building. Purge documents which are mo longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0767-173 
TITLE Architectural Drawings Files 
DESCRIPTION Records consisting of architectural drawings for state buildings and grounds. The drawings are contained in flat files. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building or until no longer useful, then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0768-173 
TITLE Budgets for Building and Grounds Services 
DESCRIPTION Bound copies of fiscal year budgets for building and grounds services. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0770-173 
TITLE Building Data Files 
DESCRIPTION Records which document services and or equipment purchases made for specific Capitol Complex buildings. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal of the building, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0771-173 
TITLE Building Plans 
DESCRIPTION Records which document the design, planning, and drawing of state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of building, then transfer to state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0772-173 
TITLE Capitol Complex Engineer's Files 
DESCRIPTION Records which document projects under the direction of the Capitol Complex engineer. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building, then transfer to state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0773-173 
TITLE Construction Projects 
DESCRIPTION Records documenting any special projects for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building, and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0774-173 
TITLE Contracts 
DESCRIPTION Records which document the purchase of services, equipment, and products by Building and Grounds Services for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage area for 3 years after the contract expires, then dispose. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0775-173 
TITLE Contracts - Current 
DESCRIPTION Records which document the purchase of products and services used by building and grounds. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0776-173 
TITLE Contracts - Special 
DESCRIPTION Records which document the purchase of goods, products, and services for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until contract is terminated and is no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0769-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0777-173 
TITLE Leave Slips 
DESCRIPTION Pre-printed forms documenting leave for building and grounds employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0778-173 
TITLE Original-As-Built Drawings for State Office Building 
DESCRIPTION Records which consist of architect's and engineer's drawings for the State Office Building. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building and then transfer drawings to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0779-173 
TITLE Plan Holds 
DESCRIPTION Records consisting of prints of drawings or plans for buildings and grounds. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal if the building and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0780-173 
TITLE Purchase Requests - Internal 
DESCRIPTION Records which document purchases made by Building and Grounds. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0781-173 
TITLE State Office Building Commission Files 
DESCRIPTION Records which document the activities of the State Office Building Commission. 
RETENTION See Comments 
COMMENTS The State Office Building Commission was incorporated into the Capitol Area Complex. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0782-173 
TITLE Supervisor's Daily Reports 
DESCRIPTION Completed, pre-printed forms, kept by the supervisors, which document the daily activities of each employee, including the building or facility where the employee worked during a defined timeframe. Electronic spreadsheets to track employee time and location of work. 
RETENTION See Comments 
COMMENTS Retain paper forms until entered into the electronic spreadsheet and the entry is checked, then destroy; retain the electronic spreadsheets for 3 fiscal years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS  
APPROVED 2008-07-17 
K.A.R. NUMBER 53-2-156 

SERIES ID 0784-173 
TITLE Vacant Position Files 
DESCRIPTION Records which provide a description of Building and Grounds employment vacancies, plus any and all applicant information. 
RETENTION See Comments 
COMMENTS Retain in office storage for 3 years or as long as legal action is pending. This file was started in 1982. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Mail Service

SERIES ID 0785-173 
TITLE Postage Meter Records 
DESCRIPTION Documents regarding the purchase of postage from the United States Postal Service. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Motor Pool

SERIES ID 0786-173 
TITLE Accident Files 
DESCRIPTION Documents pertaining to accidents involving state motor pool vehicles. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0787-173 
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 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0788-173 
TITLE Billing File 
DESCRIPTION Documents regarding the use of the central motor pool by state agencies. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0789-173 
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 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0790-173 
TITLE Gasoline Sales Billings 
DESCRIPTION Documents concerning all service station sales made by the Central Motor Pool to state agencies having their own vehicles. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0791-173 
TITLE Motor Pool Vehicle Gas Tickets 
DESCRIPTION Documents recording fuel costs for Central Motor Pool vehicles. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office for 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0792-173 
TITLE Payment Voucher Files - Office Copies 
DESCRIPTION Copies of vouchers recording payments made by the Central Motor Pool. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0793-173 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0794-173 
TITLE Vehicle Files 
DESCRIPTION Documents recording the history of each motor pool vehicle. 
RETENTION See Comments 
COMMENTS Retain in office for the life of the vehicle in state service plus 1 calendar year after the sale of the vehicle, transfer to the records center for 1 calendar year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0795-173 
TITLE Vehicle Registration Records 
DESCRIPTION Computer printouts and payment vouchers relating to vehicle registration fees paid by state agencies for agency owned vehicles. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 173-008
Department on Administration
State Long Term Care Ombudsman

SERIES ID 0796-173 
TITLE Administrative Files - Long Term Care Ombudsman 
DESCRIPTION Documents relating to the policies and activities of the long-term care ombudsman program including correspondence, annual reports, budget materials, grant applications, activity logs, notes, etc. 
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 0797-173 
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 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0798-173 
TITLE Long Term Care Facility Respondent Files 
DESCRIPTION Variety of documents concerning complaints against, investigations of, or commendations of long term care facilities used to monitor if trends in facility conditions and activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 75-5921 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0799-173 
TITLE Long Term Care Ombudsman Investigative Case Files 
DESCRIPTION Documents relating to the ombudsman's investigations of complaints filed by or on behalf of residents of long term facilities and to the ombudsman's recommended solutions to identified problems. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office for 3 fiscal years, transfer to the records center for 2 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 75-5921 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0800-173 
TITLE Subject Files - Long Term Care Ombudsman 
DESCRIPTION Reports, publications, correspondence and other documents pertaining to long term care issues maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 173-009
Department of Administration
Division of Printing

SERIES ID 0801-173 
TITLE Active Personnel Files 
DESCRIPTION Records document all personnel transactions regarding current Division of Printing employees. 
RETENTION See Comments 
COMMENTS Retain in the office until the file is inactive (employee is no longer with the division), then retain permanently in the records room as inactive personnel files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0814-173 
TITLE Billing/Receiving Reports 
DESCRIPTION Hard copy and electronic reports documenting the cost accounting and production information. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-10-12 
K.A.R. NUMBER  

SERIES ID 0803-173 
TITLE CASK Reports - Division of Printing 
DESCRIPTION Computer printout reports received from CASK regarding the financial status of the State Printing office. 
RETENTION See Comments 
COMMENTS Retain for 1 fiscal year in office and 5 fiscal years in office storage. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0804-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records of the interaction between the Division of Printing and other state agencies. 
RETENTION 005 cldr yrs 
COMMENTS After office retention period is over transfer to archives for purging by the archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0805-173 
TITLE Daily Report of Jobs Completed 
DESCRIPTION Completed, pre-printed form used as an input document for computer controlled cost accounting system. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0805-173 
TITLE Daily Report of Jobs Completed 
DESCRIPTION Hard copy and electronic completed, pre-printed form used as an input document for the computer controlled cost acounting system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-10-12 
K.A.R. NUMBER 53-2-152 

SERIES ID 0807-173 
TITLE Delivery Slips 
DESCRIPTION Completed, pre-printed forms documenting the delivery of printed materials to the agency which requested the material. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0809-173 
TITLE Interfunds - Division of Printing 
DESCRIPTION Pre-printed forms used to document payments made to the Printing division. 
RETENTION 004 fisc yrs 
COMMENTS Retain for 2 fiscal years in office files and 2 fiscal years in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0811-173 
TITLE Job Tickets - Closed and Billed 
DESCRIPTION Records which document the printing job done by the Division of Printing for state agencies. These are jobs which have been completed, billed and may be used for future reference. 
RETENTION See Comments 
COMMENTS Retain current series (series = 2 years) plus 2 full prior series. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0814-173 
TITLE Micro-Reports 
DESCRIPTION Reports done on a microcomputer system to document cost accounting and production information. 
RETENTION 003 fisc yrs 
COMMENTS This is a new system so presently there is only one year on hand. Retain in office for current month and 3 years in office storage. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0823-173 
TITLE Stock Issued Sheet 
DESCRIPTION Completed, pre-printed form documenting stock issued from the stockroom to job production. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-010
Department of Administration
Division of Purchases

SERIES ID 0830-173 
TITLE 46's Real Estate Lease Agreements 
DESCRIPTION Records containing pre-printed forms, correspondence, and requests to lease documenting contractual agreements for leasing space or buildings for state use. 
RETENTION See Comments 
COMMENTS Retain in central files while agreement is active. After agreements becomes inactive, retain for 1 year in office then transfer to off-site storage for 4 years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0831-173 
TITLE Annual Bonds - Current and Expired 
DESCRIPTION Records documenting signed bonds sent to the state by vendors guaranteeing 5 percent of their bid if vendor forfeits an award. 
RETENTION See Comments 
COMMENTS Retain active bonds in the central files until they are inactive; retain expires bonds in the central files for 1 year then for 4 years in off-site storage, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0832-173 
TITLE Bidders Applications 
DESCRIPTION Pre-printed forms which are returned by vendors as a request that their business be placed on the state vendor list. 
RETENTION See Comments 
COMMENTS Retain in the office until records are transferred to the deletion files of bidders applications. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0833-173 
TITLE Consulting Contracts 
DESCRIPTION Contracts with consultants for state purposes. 
RETENTION 015 fisc yrs 
COMMENTS Retain records for 5 years in office files, then send the records to accessible storage for 10 years, then selectively dispose when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0834-173 
TITLE Contract Vendor Awards 
DESCRIPTION Supplemental documents for one contracting officer's purchases from vendors. 
RETENTION 002 fisc yrs 
COMMENTS Retain records for the current year in office files, 1 year at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0835-173 
TITLE Contracts - Architecture 
DESCRIPTION Documents regarding services rendered to the state by architectural firms. 
RETENTION 010 cldr yrs 
COMMENTS Retain records for 5 years in office then 5 years at off-site storage. After transfer to the archives, purging can be done by the archives staff with review by the Division of Purchases. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0836-173 
TITLE Contracts - Food Service 
DESCRIPTION Documents regarding the contracting of food services for state entities. 
RETENTION See Comments 
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0837-173 
TITLE Contracts - Open-End 
DESCRIPTION Records documenting on-going transactions for supplies, services and equipment. These are flexible contracts: all agencies may acquire goods from vendors by using this agreement. 
RETENTION See Comments 
COMMENTS Retain in the central filing area until the contract expires and for 1 year after expiration, then transfer to off-site storage for 4 years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0838-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records containing correspondence to and/or from the director of the Purchase division. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office files for 5 years then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0839-173 
TITLE Current Open-End Contracts - Pharmaceuticals 
DESCRIPTION Records documenting the on-going transactions and include correspondence, bids, contracts, and awards for pharmaceutical supplies, services and equipment. 
RETENTION See Comments 
COMMENTS These are the original documents for purchases, not copies. Retain in the office until the records are no longer current, then transfer to off-site storage for 4 years and until destruction is approved by the Attorney General's office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0840-173 
TITLE Currently Active Computerized Food Purchase Items 
DESCRIPTION Documents regarding the state purchases of food for state entities. 
RETENTION See Comments 
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0842-173 
TITLE DA-110's Disposition of Property 
DESCRIPTION Pre-printed forms documenting property traded-in during the purchase of other equipment. 
RETENTION 006 fisc yrs 
COMMENTS Retain records in office for 2 fiscal years then for 4 years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0843-173 
TITLE Deletion Files of Bidders Applications 
DESCRIPTION Records documenting the deletion of bidders applications and correspondence from the bidders applications files to inactive deletion files. 
RETENTION See Comments 
COMMENTS After removal from the bidders applications file retain for 5 years in the office as deletion files of bidders applications, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0844-173 
TITLE Energy Files 
DESCRIPTION Files documenting a special project on energy done by the Division of Purchases. 
RETENTION 015 cldr yrs 
COMMENTS Retain records in office for 5 years then 10 years at off-site storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0845-173 
TITLE Expired Bond Listing 
DESCRIPTION List of expired bonds. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0846-173 
TITLE Informational Circulars 
DESCRIPTION Records of departmental and divisional formal policy statements issued by the Department of Administration or the Division of Purchases. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0847-173 
TITLE Monetary Guarantee Receipts and Ledgers 
DESCRIPTION Records containing receipts from vendors to acknowledge receipt of monetary guarantee and ledgers of returned monetary guarantee receipts. 
RETENTION 006 fisc yrs 
COMMENTS Retain for 2 fiscal years in office files and 4 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0848-173 
TITLE Official Records of the Committee on Surety Bonds and Insurance 
DESCRIPTION Records documenting the operation of the Committee on Surety Bonds and Insurance containing correspondence, minutes, contracts, policies, bids and surety bonds. 
RETENTION 015 cldr yrs 
COMMENTS Retain for 5 years in the office and then transfer to accessible off-site storage for 10 more years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0849-173 
TITLE Purchase Requests - Internal 
DESCRIPTION Completed, pre-printed forms used to record the actual purchases of equipment, services and supplies. 
RETENTION 006 fisc yrs 
COMMENTS Retain records for 3 fiscal years in office, then 3 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0850-173 
TITLE Quotations 
DESCRIPTION Records documenting one-time purchases by state entities. Also contains requests for bids, pre-bid specifications, bids, tab sheets, and all returned bids. 
RETENTION 005 fisc yrs 
COMMENTS Retain current year plus 2 months from the date of closing in the central filing area, then to off-site storage for 3 years and 10 months, and then selectively dispose when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1985-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0851-173 
TITLE Reading Files 
DESCRIPTION Copies of correspondence sent to vendors, agencies, and other entities from the Purchases division. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office for 5 years then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0852-173 
TITLE Small Business Files 
DESCRIPTION Special project correspondence concerning the business that the state does with small businesses. 
RETENTION 015 cldr yrs 
COMMENTS Retain in office for 5 years then for 10 years at off-site storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0853-173 
TITLE Vouchers - Purchase 
DESCRIPTION Records documenting agency requests for equipment, services, and supplies. 
RETENTION 006 fisc yrs 
COMMENTS Retain for 3 fiscal years in office, 3 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-011
Department of Administration
Legal Services

SERIES ID 0008-173 
TITLE Attorneys' Opinion Files 
DESCRIPTION Opinions of attorneys in Chief Counsel's office on various subjects. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30  ; Revised 2015-01-23
K.A.R. NUMBER 53-2-068 

SERIES ID 0010-173 
TITLE Civil Service Board Appeal Records 
DESCRIPTION Records document appellate actions brought before the Civil Service Board. 
RETENTION 003 cldr yrs 
COMMENTS Contact the archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS K.S.A. 45-221(a)(3)(4)(11)(14)(20)(25)(30) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 1079-173 
TITLE Clemency records 
DESCRIPTION Electronic copies of original documents related to requests by penal inmates for clemency, including memoranda prepared for the Governor by Department of Administration, Office of Chief Counsel, once received by the Governor. 
RETENTION 2 fisc yrs 
COMMENTS These are convenience copies maintained by the Department of Administration; record copies are sent to the State Archives by the Governor's office, per K.S.A. 75-104(c). 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-2707, K.S.A. 45-221(a)(1)(3)(14)(29)(30) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0940-173 
TITLE Labor Relations File 
DESCRIPTION Agency and subject file compiled on labor relations and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(25) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0953-173 
TITLE Legal Research Files 
DESCRIPTION Research compiled by staff and used to assist in policy and decision making. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(25) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0941-173 
TITLE Litigation Case Files 
DESCRIPTION Documents relating to individual litigation involving the Department of Administration. 
RETENTION See Comments 
COMMENTS Retain in office 5 years after case is closed, then contact the archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS KSA 45-221(a)(3)(4)(11)(14)(20)(25)(30) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0704-173 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Background material and formal agreements reached between state, local, and/or federal agencies. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions restricted per K.S.A. 45-221(a)(25) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0028-173 
TITLE Research Files - Chief Attorney 
DESCRIPTION General subject files are maintained for research purposes. Examples of the subjects include civil rights, discrimination, and equal rights. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Purging can be done by the attorney. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2015-01-23
K.A.R. NUMBER 53-2-070 

Agency Number: 173-020
Department of Administration
Information Systems & Communications

SERIES ID 0841-173 
TITLE DA 146-Specific Incidence Contracts 
DESCRIPTION Records documenting one-time orders from vendors for services, equipment or supplies. 
RETENTION See Comments 
COMMENTS Retain in office for 2 fiscal years then transfer these contracts to off-site storage and retain them for 5 years after the expiration of the lease, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Accounting Tech. Support & Planning

SERIES ID 0104-173 
TITLE A-Listings 
DESCRIPTION Computer printouts displaying the run cycle of batch jobs which have successfully run, as well as batch jobs which have not successfully run with error explanations. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0105-173 
TITLE A-Listings for KIPPS Payroll 
DESCRIPTION Computer printouts displaying run cycles of batch jobs, both successful and unsuccessful, for use in the preparation of warrants for the KIPPS payroll system. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0106-173 
TITLE Billing Reports 
DESCRIPTION Computer printouts billing agencies for work processed by the Data Entry unit. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0107-173 
TITLE Blanks and Duplicates 
DESCRIPTION Handwritten log of duplicate warrants issued including an explanation of why a duplicate warrant was necessary. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0110-173 
TITLE CENPAY 
DESCRIPTION Computer printout documenting the day's beginning and ending warrant numbers for miscellaneous warrants. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0116-173 
TITLE DISC Computer Charges 
DESCRIPTION Documents relating to charges to the Technical Support Unit from DISC including a summary report of the distribution of charges. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0117-173 
TITLE DISC Maintenance Requests 
DESCRIPTION Forms printed for agency requesting the Technical Support unit for any change on computer programs. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0112-173 
TITLE Daily Activity Control Register 
DESCRIPTION Daily computer printout recording patches of vouchers received from Payroll which are to keyed into the MAPPER system. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0113-173 
TITLE Daily Activity Log 
DESCRIPTION Computer printout recording all jobs keyed, output or saved by the Data Entry unit and the time of day activity occurred. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0114-173 
TITLE Daily Back-Up Tapes 
DESCRIPTION Magnetic tapes recording daily data entry performed by the Data Entry unit. 
RETENTION See Comments 
COMMENTS Retain tape for one week, erase, and then reuse the tape. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0115-173 
TITLE Data Entry Operator Statistics 
DESCRIPTION Computer printout documenting individual operator statistics and performance. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0119-173 
TITLE File History Tape Library 
DESCRIPTION Daily printout of magnetic tape inventory used for reference purposes, as well as a handwritten log of the magnetic computer tapes used daily. 
RETENTION 003 days 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0121-173 
TITLE MAPPER Record Data Costs 
DESCRIPTION Computer printout relating to DISC charges accrued by the unit for reports concerning various services, program charges, equipment and computer costs. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0120-173 
TITLE Magnetic Tape Files of Jobs Completed by the Data Entry Unit 
DESCRIPTION Magnetic tapes containing the most recent copy of each data entry job keyed by the Data Entry unit. 
RETENTION See Comments 
COMMENTS Retain until no longer needed to back up data entry activity, then erase. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0122-173 
TITLE Paymaster Payroll Totals 
DESCRIPTION Semimonthly printouts recording total payroll deductions for each payroll system including totals for regular paymaster, federal system paymaster, KIPPS paymaster, Regent's & 682 system paymaster. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0123-173 
TITLE Program Formats for Data Entry Jobs 
DESCRIPTION Computer printout detailing data elements of fields for data entry jobs performed by the Data Entry Unit. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0124-173 
TITLE Run Documentation 
DESCRIPTION Computer printouts which document the actual programs operating on the UNISYS computer system. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0126-173 
TITLE Savings Bonds Update Totals 
DESCRIPTION Monthly computer printout documenting the total amount of deductions for employees making savings bond purchases. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0127-173 
TITLE Standard Processing Control Report 
DESCRIPTION Daily computer printout processing the warrants and listing warrant numbers and amounts. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0128-173 
TITLE Title 19 Totals 
DESCRIPTION Computer printouts relating to the reconciliation of control totals and reports to show that the payroll for Title 19 programs (SRS) balance. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0129-173 
TITLE Unit Inventory 
DESCRIPTION Computer printout documenting the on-hand inventory of office supplies. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0130-173 
TITLE Voided Warrants Ledger Books 
DESCRIPTION Ledger books recording voided warrants with explanations for each void. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0131-173 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0132-173 
TITLE Warrant Register Totals 
DESCRIPTION Monthly computer printout relating to reconciliation of payroll systems with total amounts on time sheets. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Bureau of Administrative Services

SERIES ID 0854-173 
TITLE A T & T Equipment Billing File 
DESCRIPTION Records documenting the monthly equipment and service charges to each state agency from A T & T. 
RETENTION See Comments 
COMMENTS Retain until replacement equipment has been purchased, transfer to the records center for 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0855-173 
TITLE Agency Equipment Purchase File 
DESCRIPTION Copies of vouchers and supporting documentation relating to the purchases of telephone equipment made by state agencies. 
RETENTION 010 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0856-173 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0857-173 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0858-173 
TITLE Certificate of Participation File 
DESCRIPTION Records documenting the administration of certificates of participation and purchases made with certificates of participation money. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0859-173 
TITLE Certificates of Participation Payment Records 
DESCRIPTION Records documenting the receipt of equipment, permission to proceed with payment, and payment schedules. 
RETENTION See Comments 
COMMENTS Retain individual file for 2 years after the last payment date. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0861-173 
TITLE Contracts for Equipment and Technical Services 
DESCRIPTION Contracts between DISC and vendors regarding the provision of equipment and technical services to the state of Kansas. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0862-173 
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 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0864-173 
TITLE DISC Payment Vouchers 
DESCRIPTION Copies of documents used to order and pay for goods and services : DA forms 100 thru 109 and DA 120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0865-173 
TITLE DISC Systems Development Time Reports 
DESCRIPTION Hardcopy records documenting DISC charges to state agencies for systems development services. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. This series is now part of the KOMAND billing. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0863-173 
TITLE Directory File 
DESCRIPTION Records documenting the development of the state agency directory information for Southwestern Bell and KANS-A-N telephone directories. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0866-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-086 

SERIES ID 0867-173 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0868-173 
TITLE Inventory of Services and Equipment File 
DESCRIPTION Computer printout listing the services and equipment used by state agencies and leased from Southwestern Bell. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0869-173 
TITLE KOMAND File - Microfiche 
DESCRIPTION Microfiched records which document the IBM KOMAND billings and equipment rental to all state agencies for IBM computer services. 
RETENTION 020 fisc yrs 
COMMENTS Retain microfiche 20 fiscal years to satisfy federal auditing requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0870-173 
TITLE Monthly Accounting Reports 
DESCRIPTION Monthly computer printouts generated and received by the Administrative Services Bureau which deal with internal accounting information. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0871-173 
TITLE Monthly Billing Reports - DISC 
DESCRIPTION Monthly computer printouts providing detail regarding the billing of agencies for DISC services. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0872-173 
TITLE Overtime Logs 
DESCRIPTION Logs documenting overtime worked by individual employees on a daily, weekly, or monthly basis. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0873-173 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0874-173 
TITLE Program Documentation/Source Code Listing 
DESCRIPTION Records documenting, in human-readable form, the description of computer programs that are on computer disk used for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain as long as relevant data is preserved. Once the computer program function has ceased, save the paper documentation for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0875-173 
TITLE Requests for Services from Systems Development 
DESCRIPTION Completed, pre-printed forms documenting work requested from and work performed by the Systems Development section of DISC. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0876-173 
TITLE Requests for Services from Systems Development 
DESCRIPTION Completed pre-printed forms documenting work requested from and work performed by the Systems Development Section of DISC. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0877-173 
TITLE Systems Development Correspondence File 
DESCRIPTION Records documenting general correspondence between the assistant deputy director of Systems Development and others concerning the set up of computer systems. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0878-173 
TITLE Systems Development Timekeeping Report 
DESCRIPTION Reports used by the assistant director of the Systems Development Section to monitor programmers' time spent on the various projects. 
RETENTION 002 cldr yrs 
COMMENTS Billing data similar to reports kept on COM microfiche (KOMAND billing file). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0882-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. 
RETENTION 020 fisc yrs 
COMMENTS Microfiche, then retain hard copy in office 1 fiscal year, transfer to the records center for 1 fiscal year, then destroy. Retain microfiche 20 fiscal years to satisfy federal auditing requirements, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0880-173 
TITLE Telephone Billing Records 
DESCRIPTION Completed, pre-printed forms and related documents summarizing telephone bills (line charges and services charges) of state agencies. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0881-173 
TITLE Telephone Billing Records 
DESCRIPTION Micrographic record of billing information from all KANS-A-N calls made by state agencies. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0879-173 
TITLE Telephone Billing Records 
DESCRIPTION Computer printouts and "4 x 8" billing cards which document toll charges to state agencies by Southwestern Bell and A T & T. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0883-173 
TITLE Timesheets - DISC 
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 See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0884-173 
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 1986-07-31 
K.A.R. NUMBER 53-2-067 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Bureau of Information Services

SERIES ID 0885-173 
TITLE 5081 Computer Cards - Aid to Indigent Defendants 
DESCRIPTION Computer cards used to record the Aid to Indigents Defense database and source documents providing a summary of the expenditures. 
RETENTION See Comments 
COMMENTS Retain the beginning of the fiscal year and the accumulation during the fiscal year in the DISC office. At the end of the fiscal year send the entire accumulation to the agency. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0886-173 
TITLE 5081 Computer Cards - Back Up Information 
DESCRIPTION Computer cards used as the back up for source documents of KPERS and the Corporation Commission. 
RETENTION See Comments 
COMMENTS Retain cards until 3 months of information has been place on backup magnetic tape then destroy the cards. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0888-173 
TITLE Adds, Changes, Deletes to UCC1 
DESCRIPTION Completed, pre-printed forms submitted by agencies that are used in updating the Tape Management System. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0889-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0890-173 
TITLE Equipment Downtime Summary Reports 
DESCRIPTION Daily updated electronic records documenting downtime on equipment and software which is down in the central site computing area. 
RETENTION See Comments 
COMMENTS Retain while equipment is active and for 3 years after equipment is deactivated and out of DISC's control. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0891-173 
TITLE Information Center Software 
DESCRIPTION Software provided by the center to state agencies for their use. 
RETENTION See Comments 
COMMENTS Retain until improved software is available. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0892-173 
TITLE Information Management Detail Reports 
DESCRIPTION Reports regarding central site computing equipment giving a daily report of computer equipment, software activity and problems. 
RETENTION See Comments 
COMMENTS Retain for the life of the equipment plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0893-173 
TITLE Operating Systems - MVS 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0894-173 
TITLE Production Unit Shift Logs 
DESCRIPTION Daily logs completed by shift personnel on the events that occurred during their shift. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0895-173 
TITLE Requests for Job Submission to DISC Production Control Section 
DESCRIPTION Completed, pre-printed forms submitted by agencies requesting the Production Control Section to perform work. (Some agency work is scheduled by pre-established schedule.) 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0896-173 
TITLE System Channels to I/O Devices Configurations - IBM Systems 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0897-173 
TITLE System Channels to I/O Devices Configurations - Sperry System 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0899-173 
TITLE TEARS: Terminal Equipment Activity Reports 
DESCRIPTION Series of reports concerning maintenance activity associated with terminal equipment installed in the field providing a history of equipment on the UNIVAC and IBM systems, and used for billing. 
RETENTION See Comments 
COMMENTS Retain a history on equipment for 4 years. Deactivated equipment information is taken out of the active file and placed in a deactivated file within the computer and maintained permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-068 

SERIES ID 0898-173 
TITLE Tape Management System - (UCC1) 
DESCRIPTION Software system and database documents which directs the maintenance of computer tapes listing the current status of the tape library. 
RETENTION See Comments 
COMMENTS Database is stored on computer and should be retained permanently. Daily printouts are also generated and are to be retained for current day plus 5 prior days. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0900-173 
TITLE User Availability of Hardware and Sperry System Software Reports 
DESCRIPTION Daily reports that provide information on up time on software and hardware for both the IBM and Sperry systems which also provide cumulative monthly and yearly data. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0901-173 
TITLE User File - Computer Operations Section 
DESCRIPTION Records documenting the interaction between the assistant director of the Computer Operations Section and various state agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0902-173 
TITLE Vendor File - Computer Operations Section 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0903-173 
TITLE Worksheets for Rate Development 
DESCRIPTION Records used to document the development of a rate structure for charges to be made to state agencies for DISC services. 
RETENTION 004 fisc yrs 
COMMENTS Retain longer if audit has not occurred. Destroy after audit is complete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Bureau of Telecommunications

SERIES ID 0904-173 
TITLE Agency Equipment Form 
DESCRIPTION Copies of DA form 2733 used to maintain agencies' equipment records. 
RETENTION 003 months 
COMMENTS Originals in the Monthly Billing Records in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0905-173 
TITLE Budget Files 
DESCRIPTION Working files containing copies of the bureau's budgets and any supporting documentation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Originals are in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0907-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda regarding the Telecommunications Bureau's interaction with entities other than state agencies. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0906-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda documenting interaction between the Telecommunications Bureau and other state agencies. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 4 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0908-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda documenting interaction between the Telecommunication Network Operations Section and state agencies. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 years, transfer to the records center for 4 years, then transfer to the archives. Supersedes general schedule requirements for "Correspondence." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0909-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0910-173 
TITLE Inventory of Service and Equipment by Agency 
DESCRIPTION Computer listing of service and equipment used by state agencies owned and leased by Southwestern Bell. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0911-173 
TITLE Kansas Telephone Directories for State Agencies - Outdated File 
DESCRIPTION Records documenting state agencies requests for free telephone directories. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0912-173 
TITLE Long Distance Charges for State Agencies 
DESCRIPTION Copies of monthly reports detailing individual charges for state agencies. 
RETENTION 003 months 
COMMENTS Originals in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0913-173 
TITLE Other Charges and Credits Files 
DESCRIPTION Documents relating to monthly additions or deletions made to each agency's portion of the basic Southwestern Bell bill. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0914-173 
TITLE Request for Proposal File 
DESCRIPTION Studies prepared by the telecommunications engineer regarding the design and installation of telephone systems for state agencies. 
RETENTION See Comments 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0915-173 
TITLE Request for Proposal File - Centrex System 
DESCRIPTION Studies prepared by telecommunications staff members in the Centrex management section regarding the design and installation of telephone systems for state agencies in the Topeka area. 
RETENTION See Comments 
COMMENTS Retain while current plus 1 year after any installation has been completed and checked, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0916-173 
TITLE Shared Data Circuit Billing Files 
DESCRIPTION Documents related to billing state agencies for costs associated with the circuitry that ties outlying state agencies with the Capitol Complex area. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0917-173 
TITLE Southwestern Bell Billing Ledger 
DESCRIPTION Completed, pre-printed forms containing cost information drawn from bills received from Southwest Bell listed by agency and line numbers. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0921-173 
TITLE Telephone Billing Records 
DESCRIPTION Monthly computer printout regarding errors in KANS-A-N billing that require correction. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 years, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0918-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of monthly computer printouts received from Southwestern Bell regarding line charges which provide a summary of the individual bills received by each agency. 
RETENTION 003 months 
COMMENTS Originals are in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0922-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of records providing a monthly summary of KANS-A-N line charges consisting of computer printouts, DA forms, and 4" x 8" billing cards from Southwestern Bell and A T & T. 
RETENTION 003 months 
COMMENTS Originals are in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0920-173 
TITLE Telephone Billing Records 
DESCRIPTION Current fiscal year billing and work order records maintained to monitor telecommunications usage by state agencies. 
RETENTION See Comments 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0919-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of telephone service requests sent to A T & T and Southwestern Bell to make changes in agency telephone systems. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0923-173 
TITLE Topographical, Aerial, Architectural Maps 
DESCRIPTION Maps and drawings which are used to assist Telecommunications engineers with site and area planning. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0924-173 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Director's Office

SERIES ID 0925-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Correspondence file documenting interaction between the DISC director's office and persons and organizations inside and outside of DISC. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0926-173 
TITLE Legislative Committee File - DISC Director 
DESCRIPTION Records documenting the interaction between DISC legislation and research and legislative committees. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0927-173 
TITLE Topical File - DISC Director 
DESCRIPTION Files containing mainly reference material including correspondence between the director of DISC and associations, consultants, and other states. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Information Resource Management

SERIES ID 0928-173 
TITLE Agency Information Technology Plans 
DESCRIPTION State agency-prepared plans regarding the agency's plans for subsequent fiscal year information technology. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0929-173 
TITLE Approval Letters 
DESCRIPTION Records documenting requests from state agencies for equipment, software and hardware, and DISC approval on those requests. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0930-173 
TITLE Audit Files - DISC 
DESCRIPTION Files documenting electronic audits done by DISC of data processing center in the state in accordance with KSA 75-4708(c). 
RETENTION See Comments 
COMMENTS Retain audit reports and working papers until agency is audited by legislative post-audit or an outside auditor. Dispose of working papers, then send audit reports to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0931-173 
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 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 2 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0932-173 
TITLE Information Resource Managers Agency Files 
DESCRIPTION Files documenting interaction between Information Resource Managers and their assigned agencies. 
RETENTION 004 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0933-173 
TITLE Special Studies - DISC BIRM 
DESCRIPTION Studies prepared by IRM's in response to legislative requests, security issues, etc. Some studies become important for the development of the master plan. 
RETENTION 006 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

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