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Kansas Records Retention Schedules

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Agency Code: 276 (Kansas Department of Transportation)

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Agency Number: 276-000
Kansas Department of Transportation
All Divisions
All Divisions

SERIES ID 0014-000 
TITLE Bid Records 
DESCRIPTION Documents related to requests for proposals, bids, quotations, or estimates. 
RETENTION 005 fisc yrs 
COMMENTS See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-01-09 
K.A.R. NUMBER 53-2-110 

SERIES ID 0018-000 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and other maintenance to the physical plant of the agency - does not include Work Orders and Logs. 
RETENTION See Comments 
COMMENTS Retain a minimum of 3 fiscal years or until warranty is expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-01-09 
K.A.R. NUMBER 53-2-065 

SERIES ID 0020-000 
TITLE Capital Improvement Projects Files 
DESCRIPTION Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. Includes Five Year Program Book. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-065 

SERIES ID 0037-000 
TITLE Employee Personnel Files - Convenience Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per K.S.A. 45-221(a)(4) 
APPROVED 2004-01-18 
K.A.R. NUMBER 53-2-137 

SERIES ID 0039-000 
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 K.S.A. 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0067-000 
TITLE Leave Requests 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0084-000 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0087-000 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0088-000 
TITLE Professional Organizations Files 
DESCRIPTION Documents relating to membership/participation in professional organizations. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0113-000 
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 1996-01-18 
K.A.R. NUMBER 53-2-107 

Agency Number: 276-002
Kansas Department of Transportation
Office of the Secretary
Office of the Secretary

SERIES ID 0012-276 
TITLE Tracking Database 
DESCRIPTION Database designed to track assignments distributed to individual staff members. 
RETENTION See Comments 
COMMENTS Print out summary report with correspondence and retain accordingly. Delete electronic records when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-07-13 
K.A.R. NUMBER 53-2-148 

SERIES ID 0009-276 
TITLE Working Papers 
DESCRIPTION Working papers used to draft the policies and procedures manuals. 
RETENTION See Comments 
COMMENTS Obsolete series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Computer Services
Application Management

SERIES ID 0011-000 
TITLE Automated Program Listing/Source Code 
DESCRIPTION Automated program code which generates the machine language instructions used to operate an automated information system. 
RETENTION See Comments 
COMMENTS Retain for 3 system update cycles after it is superseded or replaced, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-134 

SERIES ID 0031-000 
TITLE Data Documentation/Data Dictionary Records 
DESCRIPTION Records generally created during system development or modification and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, local relationships, and origin of the data elements. 
RETENTION See Comments 
COMMENTS Retain 3 years after discontinuance of system and until all system data is destroyed or transferred to new operating environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0032-000 
TITLE Data System Specifications 
DESCRIPTION Records necessary for using the system, user guides, system or substem definitions, system flowcharts, programs descriptions and documentation, job control or workflow records, system specifications, and input and output specifications. 
RETENTION See Comments 
COMMENTS Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environments. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Computer Services
Application Management/Technical Support

SERIES ID 0023-000 
TITLE Computer Run Scheduling Records 
DESCRIPTION Records used to schedule computer runs including daily schedules, run reports, and other records documenting the successful completion of a run. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to the agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-134 

Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Computer Services
Information Resource Planning

SERIES ID 0056-000 
TITLE Information Resources Management and Data Processing 
DESCRIPTION Agency IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision or related areas. 
RETENTION See Comments 
COMMENTS Retain until superseded, obsolete or replaced, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-08-17 
K.A.R. NUMBER 53-2-124 

Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Computer Services
Technical Management Support

SERIES ID 0025-000 
TITLE Computer Usage Logs 
DESCRIPTION Logs documenting computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to the agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Computer Services
Technical Support

SERIES ID 0051-000 
TITLE Hardware and Software Documentation 
DESCRIPTION Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configurations, and equipment control systems. 
RETENTION See Comments 
COMMENTS Retain until the agency no longer uses related hardware or software and all data is transferred in and made useable in the new hardware/software environment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0055-000 
TITLE Information Technology Disaster Preparedness and Recovery Plans 
DESCRIPTION Records related to the protection and reestablishment of information technology services, equipment and data (back-up files) in case of a disaster. 
RETENTION See Comments 
COMMENTS Retain until superseded by revised plan, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0110-000 
TITLE System Users Access Records 
DESCRIPTION Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, and password files. 
RETENTION See Comments 
COMMENTS Retain until no longer of administrative value to the agency, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-08-17 
K.A.R. NUMBER 53-2-124 

Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Fiscal Services

SERIES ID 0008-276 
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 See Comments 
COMMENTS Retain in office 2 fiscal years, transfer to the records center 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Personnel Services

SERIES ID 0114-276 
TITLE Personnel Library System 
DESCRIPTION Electronic documents associated with the employment of active and inactive personnel: employee evaluation forms, applications of employment, background checks, timesheets, and other personnel materials, including medical files. 
RETENTION See Comments 
COMMENTS Retain entire employee file for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents for regular and contract employees to create abstracted work history (appointment data and change of status information), a summary log of background checks and pertinent data, and retain abstract and summary for 62 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted under KSA 45-221(a)(4) and HIPAA 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

Agency Number: 276-004
Kansas Department of Transportation
Division of Aviation
Division of Aviation

SERIES ID 0015-000 
TITLE Board Packets 
DESCRIPTION Agenda, minutes, background information, etc. relating to meetings of a board or commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0028-000 
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 1996-10-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0029-000 
TITLE Customer Surveys Forms 
DESCRIPTION Surveys compiled on customer satisfaction with the quality of the service provided. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0050-000 
TITLE Grant Files - Unfunded 
DESCRIPTION Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-065 

SERIES ID 0083-000 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films and videotapes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-065 

SERIES ID 0091-000 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

Agency Number: 276-005
Kansas Department of Transportation
Bureau of Construction and Maintenance
Maintenance

Bureau of Construction and Maintenance is part of KDOT's Division of Operations (276-008).


SERIES ID 0133-276 
TITLE Highway Use Permits 
DESCRIPTION Highway Use of Right of Way Permit (DOT 304), Completion-Cancellation Revocation Notice (DOT304-A), and Attachment to Bridges Permits (DOT 310). 
RETENTION Permanent 
COMMENTS Paper copies are retained in the office for three calendar years, then microfilmed. A digital image of the microfilm is saved to CD and provided to the District Office. A working copy of the microfilm and a copy of the CD are retained in the office. Access to records by the public or other agencies will be processed by KDOT Office of Chief Counsel following KORA guidelines. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 45-221(a)(12)(45) 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

Agency Number: 276-006
Kansas Department of Transportation
Bureau of Design

The Bureau of Design is part of KDOT's Division of Engineering and Design (276-018).


SERIES ID 0132-276 
TITLE Highway Project Files 
DESCRIPTION These files contain original design plans, project records and "as built" plans.The files may contain details for survey, road, bridge, geology, geotechnical, traffic, right-of-way, pavement, landscape, utilities, and railroad construction information as well as construction contract pay items, materials testing and other pertinent project information.  
RETENTION Permanent 
COMMENTS Files are stored electronically, except some early original historical plan sets are on microfilm 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 45-221(a)(1)(12)(13)(45) 
APPROVED 2017-01-01  ; Revised 2017-01-19
K.A.R. NUMBER 53-2-194 

Agency Number: 276-006
Kansas Department of Transportation
Bureau of Design
Bridge Management Unit

The Bureau of Design is part of KDOT's Division of Engineering and Design (276-018).


SERIES ID 0126-276 
TITLE AASHTO BRIDGEWare Software (VIRTIS/OPIS/PONTIS System) 
DESCRIPTION Bridge management software system developed by the American Association of State Highway and Transportation Officials (AASHTO), licensed and used by KDOT. All database files contain the BRIDGEWare database schema (tables and relationships) and are populated with system data. VIRTIS provides bridge load rating information, OPIS is used for bridge designs for superstructures, and PONTIS is used for bridge management . VIRTIS/OPIS data is used for analysis in the Bridge Overload Permit Routing System (BOPRS). The Bridge Workspace is the master outline for all of the data pertaining to each bridge. 
RETENTION See Comments 
COMMENTS Software is backed-up on network servers. Data is static and refreshed by AASHTO as needed. Retain until no longer useful or superseded, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0127-276 
TITLE Bridge Overload Permit Routing System (BOPRS) 
DESCRIPTION An Access database used to track and analyze vehicle configurations for bridge super-load permit applications. The BridgeWare VIRTIS/OPIS/PONTIS System, a family of software developed by the American Association of State Highway and Transportation Officials (AASHTO) and licensed by KDOT, contains structural engineering data for bridges. VIRTIS bridge data is exported to static input files, defining structure geometry, type, and materials, to be used by the Bridge Rating and Analysis of Structural Systems (BRASS) client application to load rate a structure. Vehicle configuration data from the permit application (i.e. origin, destination, company and contact, truck information: GVW, # axles, axle width, length, height, and cargo description) is entered into the BOPRS database. A designated route is established within BOPRS and associated road segments and bridges are identified. BOPRS initiates the execution of the BRASS software, using the vehicle configuration data in BOPRS as well as the static structure input file models created by VIRTIS, to produce the load rating detail for bridges on the designated route. The analysis results are stored in BOPRS and the route is reviewed for suitability and revised if necessary to avoid problem structures. Historical data is used for reporting and special requests. 
RETENTION See Comments 
COMMENTS Retain for five years, then destroy. At the end of BOPRS useful life, a snapshot of the BOPRS analysis data tables and relationships will be created and saved on a network server and retained for five years, then destroyed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0128-276 
TITLE Bridge Overload Permit Routing System (BOPRS) Outputs 
DESCRIPTION Outputs from the Bridge Overload Permit Routing System (BOPRS). 
RETENTION 005 fiscal years 
COMMENTS Analysis results are stored in BOPRS. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0130-276 
TITLE Bridge Super-Load Permit Applications 
DESCRIPTION Applications, call sheets, notes, and route approval records for issuance of super-load permits processed by the Bridge Management Unit for all State maintained roads. Historical data used for reporting and analysis by the KDOT Bureau of Transportation Planning, Multi-Modal Planning Section. 
RETENTION See Comments 
COMMENTS Retain for five years, or until entered into the Bridge Oversize/Overweight Permit Routing System (BOPRS), then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

Agency Number: 276-006
Kansas Department of Transportation
Bureau of Design
Bridge Management Unit
Multi-Agency Records

The Bureau of Design is part of KDOT's Division of Engineering and Design (276-018).


SERIES ID 0129-276 
TITLE Bridge Regular Oversize/Overweight Permit Applications 
DESCRIPTION Applications, call sheets, notes, and route approval records for issuance of super-load permits processed by the Kansas Department of Revenue-Motor Carrier Services Bureau, Kansas Central Permit Office (formerly known as the Kansas Department of Revenue-Kansas Trucking Connection), and Motor Carrier Inspection Stations, on behalf of KDOT. Historical data is used for reporting and analysis by the KDOT Bureau of Transportation Planning, Multi-Modal Planning Section. 
RETENTION See Comments 
COMMENTS Retain for five years, then destroy. See also record series ID: 0045-280.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-164 

Agency Number: 276-007
Kansas Department of Transportation
Office of Chief Counsel
Office of Chief Counsel

SERIES ID 0026-000 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain in office 1 fiscal year after expiration of contract, transfer to the records center for 4 fiscal years, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0002-276 
TITLE Correspondence - Assignments 
DESCRIPTION Letters written and or directed to the agency which are distributed to the appropriate individual to respond. 
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 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0005-276 
TITLE Legal Case Files 
DESCRIPTION Records regarding specific legal cases: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. 
RETENTION See Comments 
COMMENTS Retain in office until appeal period is over or no longer useful, transfer to the records center for 3 years, then transfer high profile or precedent setting cases as directed by the Chief Counsel to the archives for purging, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) & KSA 60-270 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0006-276 
TITLE Non-Litigated Case Files 
DESCRIPTION Documents relating to potential legal cases which were settled out of court. 
RETENTION See Comments 
COMMENTS Retain in office 2 years after case is dropped, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0007-276 
TITLE Request for Access to Records 
DESCRIPTION Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, transfer to the records center for 7 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

Agency Number: 276-008
Kansas Department of Transportation
Division of Operations

SERIES ID 0141-276 
TITLE Contractor's Qualification Statement and Experience Questionnaire 
DESCRIPTION DOT Form 208, filed with the Director of Operations for the purpose of qualifying to bid on construction projects, providing a rating to determine the total amount of work in dollars allowable in any one or more classifications of work which the bidder may have under contract at any one time. The statement includes the following sections: A) desired class(es) of work; B) contractor's balance sheet; C) independent CPA, certificate, and permit numbers; D) affidavit of individual, co-partnership, corporation; E) contractors experience questionnaire; F) contractors certificate. 
RETENTION See comments. 
COMMENTS Originals retained for one year from the date of qualification, then scanned. Scanned version is retained for six years then destroyed. 
DISPOSITION Destroy 
RESTRICTIONS Restricted per KSA 45-221(a)(12), KSA 45-221(a)(45). 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

Agency Number: 276-008
Kansas Department of Transportation
Division of Operations
Bureau of Right of Way

SERIES ID 0003-280 
TITLE Railroad Right of Way Agreements 
DESCRIPTION Deeds, leases, and correspondence related to the Department of Transportation's negotiation and acquisition of right of way privileges from railroad companies. 
RETENTION See Comments 
COMMENTS Retain hard copy until microfilmed, then destroy. Retain microfilm permanently or transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 276-011
Kansas Department of Transportation
Office of Management and Budget

SERIES ID 0019-276 
TITLE Financial Model 
DESCRIPTION Electronic system designed to provide a financial forecast for cash flows and fund balances to support the KDOT transportation efforts including construction and on-going operating expenses to ensure that the agency has adequate financial balances. 
RETENTION Permanent 
COMMENTS Four snapshots will be taken of the Model annually: at the time of KDOT budget submission; at the time of the Governor's budget submission to the Legislature; at the time of new revenue estimates; and at the time of final Legislative action. These snapshots will be captured in both PDF and the native file format, in a "locked" mode to prevent any changes to formula. Non-active records captured in the four annual snapshots will be saved in both PDF and native (locked formulas) formats, then transfered to the Archives and maintained in KSPACe. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED  
K.A.R. NUMBER 53-2-152 

SERIES ID 0123-276 
TITLE Road Rally Surveys 
DESCRIPTION Reports prepared by consultants of road trips taken by non-KDOT employees along specified routes to designated districts to gather their perceptions, likes, dislikes, etc. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-04-24 
K.A.R. NUMBER 53-2-155 

Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning

The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).


SERIES ID 0131-276 
TITLE State Traffic Flow Map/Count Map 
DESCRIPTION Maps created from the electronic base roadway map and the most current traffic information showing the traffic flow and counts on KDOT maintained roadways. Maps are published to the KDOT public internet in PDF format. Paper versions are created for distribution and use. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful. At time of creation provide two copies, one rolled copy of the printed map and one copy in electronic PDF format, to the State Archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2011-01-27 
K.A.R. NUMBER 53-2-166 

Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
Bureau of Transportation Planning
Traffic and Field Operations Unit

The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).


SERIES ID 0125-276 
TITLE Traffic Data Collection System 
DESCRIPTION Software system that processes, analyzes, and reports on all traffic data. It is a comprehensive system performing traffic data polling management, site management, quality control, summarization, faster calculation, average annual daily traffic estimation, reporting, and database management. It analyzes a wide range of traffic data types including traffic volume, vehicle classification, speed, weight, and lane occupancy. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS 23 USC 409 
APPROVED 2008-04-24 
K.A.R. NUMBER 53-2-155 

Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
Traffic & Field Operations Unit

The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).


SERIES ID 0134-276 
TITLE Significant Facts & Trends Publication 
DESCRIPTION Reports created monthly summarizing average daily traffic (MADT) counts by route, county, and location for KDOT maintained roadways. 
RETENTION See Comments 
COMMENTS Monthly reports (January through November)are retained through calendar year-end. The final monthly report (December) includes all previous monthly data for the calendar year and is retained for five calendar years. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
Traffic and Field Operations

The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).


SERIES ID 0135-276 
TITLE Digital Videolog 
DESCRIPTION Electronic images, along with location and travel data relevant to the image and conditions, of the KDOT maintained roadway system. The images provide a driver's-eye view, recorded at preset intervals from mounted vehicle cameras, to support various virtual windshield surveys, roadway environment photos, and generates several other incidental KDOT-wide products used to provide a historical perspective of how the roadway looked in the past. The entire roadway system is surveyed every three years with one-third of the state surveyed annually. A back-up is made annually after updates. 
RETENTION See Comments 
COMMENTS Permanent; when annual back-up is made transfer convenience copy of the retired (older than six years) data to the State Archives. Access to records (whether in the agency or the State Archives) by the public or other agencies will be processed by KDOT Office of Chief Counsel following KORA guidelines. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(12)(45) 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Traffic and Field Operation

SERIES ID 0115-276 
TITLE Field Inventory Data 
DESCRIPTION Data collected on non-state highway system roads by field inventory personnel to gather information to produce the printed county maps. A.K.A. "Strip Maps". 
RETENTION See Comments 
COMMENTS Retain until the road is no longer eligible for federal funds, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Transportation Planning
Cartography Unit

SERIES ID 0116-276 
TITLE City Maps 
DESCRIPTION City maps drawn from the electronic base map by the cartography unit. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful. At time of creation transfer 2 copies, one on paper and one electronic, to the State Archives. The electronic copy shall be in a format acceptable to the State Archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

SERIES ID 0117-276 
TITLE County Maps 
DESCRIPTION Maps of county roads drawn from the electronic base map by the cartography unit. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful. At time of creation transfer 2 copies, one on paper and one electronic, to the State Archives. The electronic copy shall be in a format acceptable to the State Archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

SERIES ID 0118-276 
TITLE State Highway Maps 
DESCRIPTION Official paper maps drawn from the electronic base map by the cartography unit of highways maintained by KDOT. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful. At time of creation transfer 2 copies, one on paper and one electronic, to the State Archives. The electronic copy shall be in a format acceptable to the State Archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Transportation Planning
Geographic Information System Unit

SERIES ID 0157-276 
TITLE Cross Section Report 
DESCRIPTION A report including state highway system route segment identifiers with description of the geometry along segments including begin/end description by abstract or physically identifiable features (city limits/intersections), city/rural, lane class, mileage, shoulder type and width, additional lane features (type code and width), median (type code and width), last major grading project year, and historical pavement layer descriptions including year, Material code, thickness & width sequentially from the surface to major grading below the pavement. 
RETENTION Until Superseded 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0158-276 
TITLE Element Chain Report 
DESCRIPTION A report that describes the state highway system by listing highway sections by mileage and descriptive references to intersections, crossings, city limits, county lines, railroads, bridges, and other features that can be physically or abstractly identified along the route mileage, including "carrying" and "riding" routes, which describe where one segment of pavement is represented by multiple numbered highway routes, for example, where I-70 is carrying US-24 and US-40 riding routes.  
RETENTION Until Superseded 
COMMENTS At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives.  
DISPOSITION Archives 
RESTRICTIONS 23 USC 409 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0159-276 
TITLE Enhanced Priority Formula Pavement Remaining Life Report 
DESCRIPTION The pavement remaining life report is a part of the Enhanced Priority Formula solution that prioritizes highway projects using the best available data for the state highway system. The report shows historical pavement actions and estimates the remaining useful life of pavement for sections of highway described by County, route number, begin and end point descriptions, and mileage.  
RETENTION Until Superseded 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0160-276 
TITLE Enhanced Priority Formula Programmed Projects Report 
DESCRIPTION Enhanced Priority Formula Solution is a data driven process that takes many weighted data variables into an equation to produce a prioritization of projects for enhancing and preserving the state highway transportation system. Once these projects are identified and can be funded, they are programmed into a schedule.  
RETENTION Until Superseded 
COMMENTS At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives.  
DISPOSITION Archives 
RESTRICTIONS 23 USC 409 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0156-276 
TITLE Planning Roadway Geometry and Linear Referencing Systems Data 
DESCRIPTION A data system that processes, analyzes, and reports on traffic data, roadway information, and classifications including official state highway certified mileage. It is a comprehensive system performing roadway spatial and temporal data management, system planning, summarization, calculations, reporting, and database management. It analyzes a wide range of traffic data types including traffic volumes, roadway classifications, roadway facilities, speed limits, geometric configurations, and calculations for capacity, level of service, system planning and Highway Performance Monitoring System (HPMS) reporting.  
RETENTION 008 Calendar Years 
DISPOSITION Archives 
RESTRICTIONS 23 USC 409 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 276-016
Kansas Department of Transportation
Bureau of Program and Project Management
Program Management Unit

The Bureau of Program and Project Management is part of KDOT's Division of Planning and Development (276-013).


SERIES ID 0136-276 
TITLE Production Control Meeting Minutes 
DESCRIPTION Minutes from monthly meetings of project managers responsible for project design and development. Decisions impacting project scope or schedule are entered into an integrated application used for program and project management, generating project narratives. 
RETENTION Retain until no longer useful; then destroy 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

SERIES ID 0137-276 
TITLE Program Management Reports 
DESCRIPTION Reports generated by project managers providing fund balances and yearly construction program cost estimates. 
RETENTION Retain until no longer useful; then destroy 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

Agency Number: 276-017
Kansas Department of Transportation
Bureau of Local Projects

The Bureau of Local Projects is part of KDOT's Division of Engineering and Design (276-018).


SERIES ID 0152-276 
TITLE Highway project pre-letting plan documents for City and County projects administered by the Bureau of Local Projects 
DESCRIPTION Records related to the pre-letting engineering phase of project development. Documents include preliminary plans, specifications, and estimates (PS&E); office check plans; and field check plans (design documents that are not included in the project letting files). Documents do not include pre-letting project correspondence, which is maintained in the project files. 
RETENTION Retain until project fiscal close date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-07-26 
K.A.R. NUMBER 53-2-173 

Agency Number: 276-018
Kansas Department of Transportation
Division of Engineering and Design
Bridge Design
Bridge Management Unit

SERIES ID 0140-276 
TITLE Kansas Truck Routing & Intelligent Permitting System (K-TRIPS) 
DESCRIPTION K-TRIPS is a hosted, web-based system used for issuance, tracking, and analysis of truck routing and oversize/overweight permits. It includes all records related to permit applications including bridge analysis memorandums, call sheets, notes, and route approval records for issuance of permits processed by the Kansas Dept. of Revenue/Motor Carrier Services Bureau-Ks Central Permit Office, Motor Carrier Inspection Stations on behalf of KDOT, and Oversize/Overweight Permits processed by KDOT. 
RETENTION See comments. 
COMMENTS Retain 5 fiscal years from the permit date of completion or date of closure. KDoT is the custodian of the record copy of this system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-07-28 
K.A.R. NUMBER 53-2-168 

Agency Number: 276-019
Kansas Department of Transportation
Office of the Inspector General
Office of the Inspector General

SERIES ID 0013-276 
TITLE Audit Reports 
DESCRIPTION Summary reports encapsulating the results, scope of audit, methodology, findings and recommendations conducted on agency projects. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

SERIES ID 0014-276 
TITLE Audit Working Papers - Permanent 
DESCRIPTION Detailed work papers on a specific audit and used as documentation of particular agency processes governed by statute, regulations, Office of Management and Budget, federal government, Standard Operating Manuals, etc. 
RETENTION Permanent 
COMMENTS Record series title meets the in-house auditing criteria. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

SERIES ID 0015-276 
TITLE Audit Working Papers - Temporary 
DESCRIPTION Work papers created by auditors during the course of the audit. 
RETENTION See Comments 
COMMENTS Retain in office for 2 audit cycles, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

SERIES ID 0016-276 
TITLE Office Files 
DESCRIPTION Variety of documents relating to the operation of the office and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

SERIES ID 0017-276 
TITLE Quality Control Audits 
DESCRIPTION Audits conducted every three years on the Inspector General's office by an outside CPA firm to ensure the integrity and reliability of the audits. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

SERIES ID 0018-276 
TITLE Special Investigations 
DESCRIPTION Investigations conducted by the Inspector General at the request of the legal department. 
RETENTION See Comments 
COMMENTS Retain in accordance with corresponding Litigation Case Files. If there is no corresponding case file, retain until action is taken plus 5 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(4)(10)(11) 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

Agency Number: 276-020
Kansas Department of Transportation
Bureau of Fiscal Services
Federal Aid

The Bureau of Fiscal Services is part of KDOT's Division of Administration (276-003).


SERIES ID 0142-276 
TITLE Federal Aid Billing 
DESCRIPTION Computer-generated report of federally funded projects documenting federal participation, cost-to-date, and amount billed to the Federal Highway Administration (FHWA), saved to the storage area network (SAN) and copied to CD. Printed copies are made for convenience. 
RETENTION See comments. 
COMMENTS Retain printed copy of current year and 1 year prior, then destroy. CDs retained for five years from date of billing, then destroy. SAN backup is retained for five years from date of billing, then destroyed. CD is official record copy. Prior to scanning to CD, Federal Aid Billing was stored on micromedia, now obsolete--destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

SERIES ID 0143-276 
TITLE Obligation records 
DESCRIPTION Computer-generated reports, posting sheets, and other related reports and records documenting obligation authority for local, state, and federal funds for highway projects. 
RETENTION Retain three years, then destroy. 
COMMENTS OBSOLETE SERIES. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None. 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

Agency Number: 276-025
Kansas Department of Transportation
Division of Public Affairs

SERIES ID 0119-276 
TITLE Press Releases 
DESCRIPTION Paper and electronic public information issued to the news media. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer hard copy to the State Archives and destroy electronic format. Not all Press Releases are posted online. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

SERIES ID 0120-276 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer 2 copies to the archives and destroy the remainder. Records exist in paper and electronic format. Paper copy is the original record copy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

SERIES ID 0121-276 
TITLE Speeches and Writings 
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. 
RETENTION See Comments 
COMMENTS Retain notes and drafts until no longer useful, then destroy. Transfer final version to the archives annually for purging. Records exist in paper and electronic format. Paper copy is the official record copy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

SERIES ID 0122-276 
TITLE Traveler Information Call Line Log 
DESCRIPTION Log compiled of comments from the public regarding any road or traffic related issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-01-24 
K.A.R. NUMBER 53-2-154 

Agency Number: 276-025
Kansas Department of Transportation
Division of Public Affairs
Division of Public Affairs

SERIES ID 0089-000 
TITLE Programs and Invitations 
DESCRIPTION Documents related to official agency functions.` 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

Agency Number: 276-032
Kansas Department of Transportation
Office of Support Services
Facilities Management Unit

The Office of Support Services is part of KDOT's Division of Administration (276-003)


SERIES ID 0138-276 
TITLE Headquarters Relocation Files 
DESCRIPTION Consolidation Options Planning Studies (COPS), Capitol Area Plaza Development (CAPD) RFP's, appraisals, feasibility studies, HQ Committee meeting minutes, specifications and contract management files related to the relocation of KDOT from the Docking State Office Building to the Eisenhower State Office Building. 
RETENTION See Comments 
COMMENTS Obsolete series; transfer immediately to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

SERIES ID 0139-276 
TITLE Headquarters Relocation Files-temp files 
DESCRIPTION Working papers, notes, and miscellaneous correspondence compiled during the KDOT Headquarters Relocation Project. 
RETENTION Retain until no longer useful; then destroy 
COMMENTS Obsolete-destroy immediately 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

Agency Number: 276-033
Kansas Department of Transportation
Office of Civil Rights

The Office of Civil Rights is part of KDOT's Division of Administration (276-003).


SERIES ID 0153-276 
TITLE Contract Compliance Reviews 
DESCRIPTION Contractor-provided documentation used to support reporting requirements of Title VI, Davis Bacon, Equal Employment Opportunity (EEO) assurances, and non-discrimination practices. Records include applicant logs, subcontractor agreements for EEO, hours worked, employees, recruitments, job advertisements, benefit packages, and Form 259-Request for Subcontractor Approval.  
RETENTION See comments 
COMMENTS Cut off at end of fiscal year. Retain in office for 3 fiscal years after cutoff. Send summary reports, in paper format, to the Federal Highway Administration (FHWA), then destroy both paper and electronic records. Data is input to electronic database and stored on a server to create report. Server backup is performed using CommVault software and data protection strategies. Summary reports are maintained at the federal level. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(45) 
APPROVED 2012-07-26 
K.A.R. NUMBER 53-2-173 

SERIES ID 0154-276 
TITLE Inactive (Dead) Disadvantaged Business Enterprise (DBE) Files  
DESCRIPTION Documents provided by contractors applying for DBE certification, including those that were denied for not meeting criteria; graduated out of program eligibility; dissolved the business; or no longer wish to be certified. Records include business and personal tax filings, articles of incorporation, net worth forms, and affidavit of ownerships forms. Also includes certified letters sent to contractors informing them of certification status.  
RETENTION See comments 
COMMENTS Cut off closed case files at end of fiscal year, retain in office for 3 years and transfer to storage for 6 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 79-3234, K.S.A. 45-221(a)(45) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0155-276 
TITLE On-the-Job Training (OJT) and Disadvantaged Business Enterprise (DBE) Supportive Files 
DESCRIPTION Files related to programs designed to support the funding of the external training programs for OJT and DBE.  
RETENTION See comments 
COMMENTS Cut off at end of fiscal year, retain in office for 2 fiscal years after cutoff, transfer to storage for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(30) 
APPROVED 2012-07-26 
K.A.R. NUMBER 53-2-173 

Agency Number: 276-034
Kansas Department of Transportation
Office of Financial and Investment Management

SERIES ID 0144-276 
TITLE Debt-related prequalification documents 
DESCRIPTION Documents created and maintained to identify qualified commercial bank liquidity providers. 
RETENTION Retain for five years, then destroy. 
DISPOSITION Destroy by shredding. 
RESTRICTIONS Restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

SERIES ID 0145-276 
TITLE Highway Debt Management Reports 
DESCRIPTION Reports generated for internal use for the management of agency debt and investments, including no event of default certificate report, debt management placemat, weekly variable rate debt snapshot for internal use only, and the quarterly report to liquidity providers as required by contract. 
RETENTION See comments 
COMMENTS Retain quarterly report to liquidity providers until superseded or until end of next quarterly reporting period, then destroy. Destroy internal reports when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

SERIES ID 0146-276 
TITLE Highway Debt Management contracts 
DESCRIPTION Records related to debt management contracts for the agency including remarketing agents, advisors, underwriters, and rating agencies. 
RETENTION Retain 5 years following completion of the contract, then destroy. 
COMMENTS Supersedes general schedule retention series for contracts. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

SERIES ID 0147-276 
TITLE Highway Debt Management records 
DESCRIPTION Records related to agency debt service and bond proceeds. Includes disclosure and procurement documents, resolutions, and transaction analysis. Does not include canceled certificates, contracts, policy documents, prequalification documents, reports, or rating agency presentations scheduled separately. 
RETENTION See comments. 
COMMENTS Retain 5 years following the cancellation of the bond certificate or closure of book entry, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

SERIES ID 0004-276 
TITLE Highway Revenue Bonds - Completed or Retired 
DESCRIPTION Certificate of registered highway bonds sent to the agency documenting completed payment by the owner. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years after payment completed or retired, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 

SERIES ID 0151-276 
TITLE Rating Agency Presentations 
DESCRIPTION Presentations provided to educate rating analysts on Kansas Department of Transportation revenues, debt service coverage, and debt management policies and practices in support of the rating agencies issuance of a credit rating. 
RETENTION See comments 
COMMENTS Transfer one electronic copy at time of creation to State Archives for appraisal and possible purging. Retain original electronic version until superseded or no longer useful, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

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