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Kansas Records Retention Schedules

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Agency Code: 046 (Department of Agriculture)

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Agency Number: 046-001
Department of Agriculture
Office of the Secretary

SERIES ID 0307-046 
TITLE Commodity Assessment Reports 
DESCRIPTION Commodity assessment reports from first purchasers including grain elevators and feed lots on monthly grain purchases based on tonnage or bushels related to the fees due to commodity commissions. 
RETENTION 005 fiscal years 
COMMENTS Retain in office 3 fiscal years, transfer to the State Records Center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-10-13 
K.A.R. NUMBER 53-2-169 

SERIES ID 0002-046 
TITLE Correspondence - Division Directors 
DESCRIPTION Letters, memos, internal task force information, etc. relating specifically to division directors. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0003-046 
TITLE Project Files 
DESCRIPTION Variety of documents relating to specific projects which the agency may pursue in an effort to increase efficiency and improve operations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0004-046 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to interests and operations of the secretary. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations

SERIES ID 0007-046 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0008-046 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0009-046 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0006-046 
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 008 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 5 fiscal years, then transfer to the archives. Supersedes general schedule. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0015-046 
TITLE Imprest Fund 
DESCRIPTION Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA from 152-"Checkbook Record--Imprest Fund." 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0016-046 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION See Comments 
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0017-046 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records relating to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0018-046 
TITLE Petty Cash Records 
DESCRIPTION Documents related to petty cash accounting: DA-71 thru 73. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0019-046 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0020-046 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0021-046 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0317-046 
TITLE Regulated Entities Audit Reports 
DESCRIPTION Audit reports, supporting documentation, and correspondence, including final audit reports, working documents, fee and penalty calculations, accounting practices, and business records relating to audits of regulated entities. 
RETENTION 010 fisc yrs 
COMMENTS Records related to any audit leading to an evidentiary hearing will be retained in the Legal Division under 0311-046, Appeal Files. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(1), (2), (11), (20), (25), (30), (31); K.S.A. 45-221(b). 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0022-046 
TITLE SHaRP Reports 
DESCRIPTION Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. 
RETENTION 005 fisc yrs 
COMMENTS Retain electronic or paper copy 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0024-046 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series used to adjust financial account balances. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0023-046 
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 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0025-046 
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 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0026-046 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Information Resources & Technology

SERIES ID 0045-046 
TITLE Budget Files - Telecommunications 
DESCRIPTION Digital reports and spreadsheets relating to the budgeting process for the division. 
RETENTION 003 fisc yrs 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0030-046 
TITLE Key Telephone Systems File 
DESCRIPTION Documents used to support the key telephone system. 
RETENTION See Comments 
COMMENTS Retain through the warranty period, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0028-046 
TITLE Renovation File 
DESCRIPTION Floor plans and supporting documentation relating to the renovation of the building to support the telecommunications systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0029-046 
TITLE Telecommunications Work Orders 
DESCRIPTION Work orders submitted by the agency to DISC requesting telecommunications services. 
RETENTION 001 fisc yr 
COMMENTS Retain electronic and hard copy 1 fiscal year, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0042-046 
TITLE Update Directory File 
DESCRIPTION Form completed by the agency and submitted to DISC to update the communication services directory. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Legal Section

SERIES ID 0311-046 
TITLE Appeal Files 
DESCRIPTION Orders, pleadings, research correspondence, reports, notes, and other supporting documentation relating to cases appealed to the Office of Administrative Hearings, District Court, an Appellate Court, or another reviewing body. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (11), (14), (18), (25), (30), and (49). 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0312-046 
TITLE Contracts, Leases, Memoranda of Understanding 
DESCRIPTION Records of supporting documentation relating to formal legal agreements with other entities, including correspondence, research, notes, and drafts.  
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after expiration of agreement, then deleted. If supporting documentation is not present and the original agreement is maintained elsewhere, a copy of the original agreement need not be retained. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(11), (13), (14), (20), (25), (27), (28), (30), (31), (32), (33), (49), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0313-046 
TITLE Enforcement Action Files 
DESCRIPTION Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation in actions prosecuted on behalf of KDA Programs for violation of statutes, regulations, and codes administered and enforced by the Secretary, authorized representatives, and Programs. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for ten years after file closure, then deleted, with the exception of files involving water rights, which shall be retained permanently in DocuWare, which has an endorsed ERP. Paper records not scanned will follow the same retention and disposition.  
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0314-046 
TITLE Enforcement Action Files - Decline to Prosecute 
DESCRIPTION Research, correspondence, reports, notes, and other supporting documentation in matters submitted to the Legal Section for prosecution but which fail to meet evidentiary or other applicable standards for prosecution. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after file closure, then deleted. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0294-046 
TITLE Library Contents Inventory 
DESCRIPTION Inventory listing the reference materials located in the Legal Department library. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2015-06-19
K.A.R. NUMBER 53-2-147 

SERIES ID 0315-046 
TITLE Multi-State Action Files 
DESCRIPTION Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation relating to cases involving another State. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION Permanent 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (18), (25), and (30), and K.S.A. 60-432. 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

SERIES ID 0297-046 
TITLE Subject Files - Legal 
DESCRIPTION Records relating to activities of the Legal Section, including research results, review results, opinions, memoranda, and reports. 
RETENTION See Comments 
COMMENTS Research results, memoranda, opinions, and like records shall be appraised for transfer to folders maintained for that purpose. Paper documents so retained shall be scanned then, upon quality assurance verification, destroyed and the digital image retained. Digital images and electronic records shall be retained for one year and appraised annually for continued retention or deletion.  
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (4), (6), (9), (10), (11), (13), (14), (18), (20), (25), (27), (28), (30), (31), (32), (33), and (49), and K.S.A. 60-432. 
APPROVED 2014-01-23  ; Revised 2014-01-24
K.A.R. NUMBER 53-2-179 

Agency Number: 046-002
Department of Agriculture
Agriculture Laboratory Program

SERIES ID 0067-046 
TITLE Aflatoxin Reports 
DESCRIPTION Laboratory report completed on dairy samples provided by field inspectors testing for the presence of deadly aflatoxin. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, then destroy. Dairy Inspections Programs maintains the original. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0065-046 
TITLE Chemigation Screening Report 
DESCRIPTION Laboratory report completed on water samples provided by plant health inspectors testing the pesticide levels to ensure compliance with standards and regulations. 
RETENTION See Comments 
COMMENTS Retain hard copy in office 1 year, then destroy. Pesticide and Fertilizer Program retains original hard and electronic copies. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0069-046 
TITLE Consumer Protection Dairy Report 
DESCRIPTION Lab report listing test results on retail grocery store samples provided by field inspectors to ensure compliance with health standards and regulations. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0066-046 
TITLE Dairy Products Pesticide Screening Test Report 
DESCRIPTION Semi-annual report listing test results on dairy product provided by field inspectors screening for pesticides or contaminants and will resample only if the test is positive. 
RETENTION See Comments 
COMMENTS For negative results, retain until no longer useful, then destroy. For positive results, retain 1 year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0068-046 
TITLE Dairy Products Report 
DESCRIPTION Report listing test results on samples provided by dairy plant inspectors to ensure compliance with standards and regulations. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0059-046 
TITLE Feed and Fertilizer Inspection Work Sheets 
DESCRIPTION Sheet compiled by field inspectors listing the raw data collected on feed and fertilizer labels to ensure compliance with standards and regulations. 
RETENTION 003 fisc yrs 
COMMENTS Retain hard copy in office 1 fiscal year, transfer to the state records center for 2 fiscal years, then destroy. Raw data is input into the computer and transmitted to the Division of Inspections. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0061-046 
TITLE MP 14 Lab Sample Report 
DESCRIPTION Monthly lab report listing test results on meat samples provided by retail grocers and state institutions to ensure compliance with standards and regulations. 
RETENTION See Comments 
COMMENTS Retain hard copy 3 months for those products in compliance and 1 years for those products not in compliance. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0060-046 
TITLE MP 14 Work Form 
DESCRIPTION Raw data gathered which is used to complete the MP 14 report testing the amount of cereal, non-fat dry milk, or soy additives in meat and poultry products to ensure compliance. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0053-046 
TITLE Pesticide Analysis Reports 
DESCRIPTION Sample information form, history of official sample, work sheets, data analysis, parameters, etc. relating to tests conducted by laboratory staff on sample requests by environmental scientists. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then destroy. Pesticide Program maintains the original report except for the analysis sheets. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0070-046 
TITLE Raw Milk Sample Report 
DESCRIPTION Form submitted to the lab by a fillsman or field inspector regarding samples obtained from each dairy farm and dairy producer. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0063-046 
TITLE Seed Examination Report 
DESCRIPTION Report compiled by lab staff listing the ingredients stated on seed labels to ensure compliance with standards and regulations. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then destroy. Original remains at the Division of Inspections. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0071-046 
TITLE Water Samples Report 
DESCRIPTION Yearly lab report listing test results on water samples taken from dairies by field inspectors to ensure compliance with standards and regulations. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 3 years, transfer to the state records center for 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-003
Department of Agriculture
Dairy Inspection Program

SERIES ID 0299-046 
TITLE Milk Distributor Files 
DESCRIPTION Applications, correspondence, monthly and quarterly fee reports, etc. relating to agency efforts to regulate the distribution of milk and dairy products to ensure compliance with health standards. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0300-046 
TITLE Milk Hauler/Sampler Files 
DESCRIPTION Applications, evaluation forms, milk tank truck inspections, tanker registration, etc. relating to agency efforts to regulate the sampling and transportation of milk to ensure compliance with health standards. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 046-003
Department of Agriculture
Dairy Inspection Program
Dairy Program

SERIES ID 0130-046 
TITLE Milk and Dairy Manufacturing Plant Files 
DESCRIPTION Documents relating to the regulation by the agency of milk and dairy manufacturing plants and the transportation of milk and dairy products to ensure compliance with health standards. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0129-046 
TITLE Milk and Dairy Producers Files 
DESCRIPTION Application, inspection forms, sample analysis, etc. relating to agency efforts to regulate the production of milk and dairy products to ensure compliance with health standards. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-004
Department of Agriculture
Grain Warehouse Program

SERIES ID 0094-046 
TITLE Felonious or Adverse Nature Grain Elevator Files 
DESCRIPTION Documents relating to the grain elevator companies that have been in violation of statutes or regulations. 
RETENTION 010 cldr yrs 
COMMENTS Retain for 010 calendar years in hardcopy or digital format, then offer to State Archives. If not accepted by archives, destroy. 
DISPOSITION See comments 
RESTRICTIONS KSA 34-251 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0091-046 
TITLE Grain Warehouse Bonds 
DESCRIPTION Copies of surety bonds submitted to the agency by operators as part of the licensing process. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0087-046 
TITLE Grain Warehouse Examination Files 
DESCRIPTION Inventories of stocks, audits of records, diagrams and floor plans, etc. relating to the annual unscheduled grain warehouse inspections. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0086-046 
TITLE Grain Warehouse Examiners Route Sheets 
DESCRIPTION Schedules detailing work activities for grain inspection examiners. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0088-046 
TITLE Grain Warehouse Financial Statements 
DESCRIPTION Grain warehouse financial statements submitted to the agency as a part of the licensing process. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0089-046 
TITLE Grain Warehouse Licensing Files 
DESCRIPTION Applications and supporting documentation relating to the annual licensing process for operators of grain warehouses. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0090-046 
TITLE Grain Warehouse Receipts 
DESCRIPTION Copies of receipts issued by grain warehouse operators to farmers utilizing the facility. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-004
Department of Agriculture
Grain Warehouse Program
Dairy Program

SERIES ID 0128-046 
TITLE Counter Freezer Business License Files 
DESCRIPTION Application, inspection forms, etc. relating to the regulation of counter freezer operations within the state to ensure compliance with health standards. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program

SERIES ID 0135-046 
TITLE Certified Chemigation Equipment Operator Files 
DESCRIPTION Applications, examination scores, correspondence, copies of certificate, copies of receipts, etc. relating to the certification process of chemigation equipment operators. 
RETENTION See Comments 
COMMENTS Retain until inactive plus 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) for examination scores 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0148-046 
TITLE Chemigation Permit Files 
DESCRIPTION Applications, correspondence, chemical use reports, copies of permits and other supporting documentation related to the permitting of wells or other water sources to be used for chemigation purposes. 
RETENTION See comments 
COMMENTS Paper documents shall be scanned then, upon quality assurance verification, destroyed. Electronic file records of applications, use reports, and permits shall be retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. The electronic file records of correspondence and other supporting documents shall be destroyed after 5 years. Paper records not scanned will follow the same retention and disposition. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0150-046 
TITLE Field Agent Investigation and Complaint Files - No Action 
DESCRIPTION Documents relating to complaints made to field agents by consumers regarding pesticide products in which no violations were confirmed and no further action was necessary.  
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-07-26 
K.A.R. NUMBER 53-2-173 

SERIES ID 0134-046 
TITLE Government Registration Files 
DESCRIPTION Records related to the registration of government agencies permitting them to apply pesticides: applications, correspondence, copies of certificates, and other supporting documents. 
RETENTION See Comments 
COMMENTS Retain until inactive plus 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0152-046 
TITLE Inspection Files - Non-Violations 
DESCRIPTION Documents relating to mandated inspections conducted by field agents of manufacturers, dealers, distributors, and users who have met compliance with statutes and regulations. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 2 calendar years, transfer to the state records center for 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0151-046 
TITLE Inspections Files - Violations 
DESCRIPTION Documents relating to mandated inspections conducted by field agents of pesticide manufacturers, dealers, distributors, and users who have violated statutory or regulatory requirements. These records regard investigations in which no enforcement actions were filed. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0149-046 
TITLE Investigation Complaint - Enforcement Action 
DESCRIPTION Documents relating to investigations into possible pesticide use violations and any resulting action taken by the agency to ensure compliance with statutes and regulations. 
RETENTION 010 cldr yrs following closure of enforcement action 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0153-046 
TITLE Pesticide Applicator Certification/Business License Logs 
DESCRIPTION Logs maintained of licenses issued to businesses permitted to apply pesticides: business license, date of issuance, name of certification, category of certification and license, and license number. 
RETENTION See Comments 
COMMENTS Transfer original ledgers to the archives immediately. Transfer computer printed updates annually to the archives. This series is maintained electronically now. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0154-046 
TITLE Pesticide Business License Files 
DESCRIPTION Applications, correspondence, registers, copies of license, and other supporting documentation relating to the licensing of pesticide application businesses to ensure compliance with standards. 
RETENTION See Comments 
COMMENTS Retain until no longer active, plus 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0145-046 
TITLE Pesticide Management Area Plans 
DESCRIPTION Documents relating to the state's mechanism for managing pesticide use as mandated by federal law to ensure compliance with those federal standards. 
RETENTION See Comments 
COMMENTS Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program
Pesticide Program

SERIES ID 0146-046 
TITLE Agricultural Chemical Registration Files 
DESCRIPTION Applications, chemical container labels, material safety data sheets, and other supporting documents relating to the registration of agricultural chemicals for use in the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0147-046 
TITLE Agricultural Chemical Registration Files - Section 18 
DESCRIPTION Applications, correspondence, material safety data sheets, and other supporting documents relating to a one time request by farmers to use pesticides in an emergency situation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2009-07-28 
K.A.R. NUMBER 53-2-160 

Agency Number: 046-006
Department of Agriculture
Plant Protection and Weed Control Program

SERIES ID 0308-046 
TITLE Annual Reports - County Weed Departments 
DESCRIPTION Year-end reports received from all counties' weed departments. Individual reports include budget information and summarize weeds treated in each county. Series also includes reports and tabulated statistical information generated from county reports. 
RETENTION See comments 
COMMENTS Retain paper county reports 010 cldr years, then transfer to the State Archives. Transfer any electronic reports generated from reports annually to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0144-046 
TITLE European Corn Borer Certificate 
DESCRIPTION Certificate issued by exporters deputized by the Kansas Department of Agriculture to inspect the handling and shipment of grain to ensure that the product meets the quarantine standards issued by California. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0140-046 
TITLE Live Plant Certificate of Inspection 
DESCRIPTION Certificate issued by the Kansas Department of Agriculture to each nursery after inspection to ensure that insects and diseases are not distributed. 
RETENTION 003 cldr yrs 
COMMENTS Formerly titled Nursery Stock Inspection Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0139-046 
TITLE Live Plant Dealer Licensing Files 
DESCRIPTION Yearly registration license issued by the Kansas Department of Agriculture to nursery dealers after inspections to ensure that only certified stock is sold to consumers. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the state records center for 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0138-046 
TITLE Phytosanitary Certificates 
DESCRIPTION USDA certificates issued by the Kansas Department of Agriculture verifying that the raw grain commodity exporters inspection reports match the import requirements of the importing county. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0137-046 
TITLE Processed Plant Product Certificates 
DESCRIPTION USDA certificates issued by the Kansas Department of Agriculture to plants that minimally process commodities to ensure compliance with standards. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0136-046 
TITLE Weekly Plant Survey Report 
DESCRIPTION Reports generated to provide information on the occurrence and distribution of pests and plant diseases throughout the state. 
RETENTION See Comments 
COMMENTS Retain on web site until no longer useful, then delete. Print an annual report and transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 046-007
Department of Agriculture
Meat and Poultry Inspection/Food Safety Programs

SERIES ID 0301-046 
TITLE General Facilities Files 
DESCRIPTION Inspection notes, photographs and other records relating to inspections of retail food establishments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0302-046 
TITLE Retail/Food Safety County Contract Files 
DESCRIPTION Contracts and supporting documentation relating to contracts between designated counties and the agency to allow inspections of retail food stores, food service in retail food stores, and food processing facilities within the state to ensure compliance with the Kansas Food, Drug and Cosmetic Act and the Food Service and Lodging Act. 
RETENTION See Comments 
COMMENTS Retain 5 years after contract is expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0303-046 
TITLE Retail/Food Safety Establishment Files 
DESCRIPTION Applications and supporting documentation submitted to the agency by individuals or firms seeking to obtain a license allowing for the operation of retail food stores, food service in a retail food store, and food processing facilities within the state to ensure compliance with the Kansas Food, Drug and Cosmetic Act and the Food Service and Lodging Act. 
RETENTION See Comments 
COMMENTS Retain 3 years after close of operation, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0304-046 
TITLE Slaughter and/or Processing Plant Registration Files 
DESCRIPTION Applications and submitting documentation submitted annually to the agency by individuals and processing plants seeking to obtain a registration allowing for the operation of meat or poultry slaughter and/or processing within the state to ensure compliance with the Kansas Meat and Poultry Inspection Act and Regulations. 
RETENTION See Comments 
COMMENTS Retain in office until plant closes plus 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Administration Section

SERIES ID 0165-046 
TITLE Quarterly Activity Reports and Working Papers 
DESCRIPTION Internal documents used to compile statistics on agency activities including traffic reports, activity logs, etc. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0291-046 
TITLE Water Administration Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 003 fisc yrs 
COMMENTS Microfilm and destroy hard copy after 3 years. Transfer microfilm to the archives when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Chief Engineer

SERIES ID 0170-046 
TITLE Cease and Desist Orders 
DESCRIPTION Orders to individuals to cease and desist their practice of various inappropriate water-related activities. 
RETENTION See Comments 
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0173-046 
TITLE Field Office Files 
DESCRIPTION Copies of materials sent to the field office detailing the activities in the Topeka Central Office. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0176-046 
TITLE Intensive Groundwater Use Control Areas Files 
DESCRIPTION Documents related to intensive groundwater use control areas issues that come to official hearings. 
RETENTION See Comments 
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0177-046 
TITLE Legal Case Files - Convenience Copies 
DESCRIPTION Documents relating to water related enforcement case files and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Originals are maintained in the Office of the Secretary. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0179-046 
TITLE Meter Orders 
DESCRIPTION Orders to individuals with water rights detailing the requirements to place meters in operation. 
RETENTION See Comments 
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0182-046 
TITLE Quarterly Reports to the Department of Agriculture 
DESCRIPTION Quarterly reports made on agency activities. 
RETENTION See Comments 
COMMENTS Microfilm, then destroy the hard copy or transfer to the archives if microfilm does not meet archival standards. Retain microfilm according to the general schedule under "Annual and Special Reports." 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0183-046 
TITLE Reading Files 
DESCRIPTION Documents and publications on a wide variety of water issues which are used for reference purposes. 
RETENTION See Comments 
COMMENTS Microfilm, then destroy the hard copy. Retain microfilm until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0213-046 
TITLE River Compact Files 
DESCRIPTION Documents relating to all the various interstate river compacts including correspondence, minutes, reports, publications, legal documents and exhibits, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(10) 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0181-046 
TITLE Rules and Regulations - Background 
DESCRIPTION Background materials compiled on the development of policies and procedures. 
RETENTION See Comments 
COMMENTS Microfilm and destroy hard copy. Retain microfilm until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0261-046 
TITLE Subject Files 
DESCRIPTION Wide variety of documents relating to the activities and concerns of the chief engineer. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-102 

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Field Office

SERIES ID 0185-046 
TITLE Administrative Files 
DESCRIPTION Variety of documents related to the administration of the field offices. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0186-046 
TITLE Aerial Photographs 
DESCRIPTION Photographs taken of large tracts of land in southwest Kansas. 
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 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0187-046 
TITLE Canal Diversion Records 
DESCRIPTION Documents relating to water diverted from the Arkansas River and other waterways into irrigation systems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0258-046 
TITLE Cease and Desist Orders 
DESCRIPTION Orders to individuals to cease and desist their practice of various inappropriate water-related activities. 
RETENTION See Comments 
COMMENTS Merge with "Water Rights Appropriations Files" when appropriate and retain accordingly. Retain remainder until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0189-046 
TITLE County Books 
DESCRIPTION Log of water rights holders arranged by counties which is used as an index to water rights appropriations files. 
RETENTION See Comments 
COMMENTS Retain in conjunction with Water Rights Appropriations Files. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0190-046 
TITLE Drainage Measurement Notes 
DESCRIPTION Notes regarding drainage measurements of irrigation canals and other areas. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0192-046 
TITLE Intensive Groundwater Use Control Areas Files 
DESCRIPTION Documents related to intensive groundwater use control areas issues that come to official hearings. 
RETENTION See Comments 
COMMENTS Retain in conjunction with Water Rights Appropriations Files. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0195-046 
TITLE Meter Orders 
DESCRIPTION Orders to individuals with water rights detailing the requirements to place meters in operation. 
RETENTION See Comments 
COMMENTS Retain in conjunction with Water Rights Appropriations Files. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0196-046 
TITLE River Compact Files 
DESCRIPTION Documents relating to the various interstate river compacts including correspondence, minutes, reports, publications, legal documents and exhibits. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(10) 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0197-046 
TITLE Sunflower Co-op Files 
DESCRIPTION Water rights appropriations files related to the Sunflower Electric Co-op in Finney County. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0198-046 
TITLE Survey Plats 
DESCRIPTION Photocopies of land survey plats used to determine actual acreage involved in irrigation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0200-046 
TITLE Term Permits 
DESCRIPTION Documents related to the granting of short-term water use permits for up to 4 years plus extensions. 
RETENTION See Comments 
COMMENTS Retain 3 years past final extension, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0201-046 
TITLE Water Discharge Records 
DESCRIPTION Copies of reports of water discharged from reservoirs made on a daily basis. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. These are copies of reports created by the U. S. Corps of Engineers. The Topeka office also receives copies of the reports. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0202-046 
TITLE Water Measurement Computer Reports 
DESCRIPTION Computer printouts of water depth measurements from individual wells. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0206-046 
TITLE Water Rights Appropriations Files 
DESCRIPTION Documents relating to the application, review, granting, or disapproval of permits and certification of water rights to individuals and organizations including correspondence, form DWR-1-120.0, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0208-046 
TITLE Water Well Logs 
DESCRIPTION Copies of Health and Environment forms "Water Well Record" which record inspections of new wells made by the Department of Health and Environment which are used to monitor compliance with water laws. 
RETENTION See Comments 
COMMENTS Retain in conjunction with Water Rights Appropriations Files. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0209-046 
TITLE Water Well Measurement Records 
DESCRIPTION Completed U.S. Geological Survey forms recording well water levels throughout the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Technical Services

SERIES ID 0219-046 
TITLE Discharge Measurement Reports 
DESCRIPTION Forms used to record stream discharge data. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0175-046 
TITLE Groundwater Meetings District Records 
DESCRIPTION Wide variety of documents related to groundwater district meetings including rules, regulations, minutes, policies. 
RETENTION See Comments 
COMMENTS Microfilm, then destroy the hard copy or transfer to the archives if microfilm does not meet archival standards. Retain microfilm until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0220-046 
TITLE Groundwater Program Records 
DESCRIPTION Documents related to the administration of the Groundwater Program which controls and monitors the use of groundwater in the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0221-046 
TITLE Irrigation District Files 
DESCRIPTION Documents related to the establishment and administration of irrigation districts including petitions, applications, legal documents, correspondence, plans, drawings, reports. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0222-046 
TITLE Monthly Reservoir Operation Reports 
DESCRIPTION Statistical computer reports received from the U. S. Corps of Engineers regarding the operation of Kansas reservoirs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Earlier sub-series on microfilm. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0223-046 
TITLE Reference Files 
DESCRIPTION Variety of material used for reference on many aspects of water use including correspondence, reports, publications, drafts, speeches, legal documents, water rights files, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. Supersedes general schedule entry for "Technical Reference Files." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0224-046 
TITLE Reservoir Operations - Daily 
DESCRIPTION Data sheets received from the U. S. Corps of Engineers regarding intake/discharge levels of reservoirs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. The U. S. Geological Survey retains the database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0225-046 
TITLE Reservoir Operations - Monthly 
DESCRIPTION Monthly reports from the U. S. Corps of Engineers regarding intake/discharge levels of reservoirs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. The U. S. Corps of Engineers retains the database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0226-046 
TITLE Rural Water District Files 
DESCRIPTION Documents related to the establishment and administration of rural water districts including petitions, reports, correspondence, plans, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0227-046 
TITLE Special Investigation Case Files 
DESCRIPTION Documents related to special groundwater use investigations. 
RETENTION See Comments 
COMMENTS Retain 5 years after investigation is closed, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0228-046 
TITLE Storm Maps 
DESCRIPTION Maps of Kansas used to plot the rainfall of major storms. 
RETENTION See Comments 
COMMENTS Obsolete series, transfer immediately to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0216-046 
TITLE United States Geological Survey (USGS) Canal Diversion Records 
DESCRIPTION USGS reports prepared on water diversion from rivers to canals throughout the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. USGS retains the permanent copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0257-046 
TITLE Water Discharge Records 
DESCRIPTION Copies of reports of water discharged from reservoirs made on a daily basis. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. These are copies of reports created by the U. S. Corps of Engineers. The field offices also receives copies of the reports. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0229-046 
TITLE Water Level Measurements 
DESCRIPTION Documents relating to the measuring of water levels in wells. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0230-046 
TITLE Working Files 
DESCRIPTION Documents relating to issues and programs under consideration. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(20) 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Water Appropriation

SERIES ID 0232-046 
TITLE Aerial Photos and Maps 
DESCRIPTION Graphic representations of the land used in various manners by the division including photographs, and U. S. Geological Survey maps with markings. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. Supersedes general schedule retention requirements for "Photographic and Video Materials." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0231-046 
TITLE Subject Files - Administration 
DESCRIPTION Wide variety of documents maintained in working files for office use. 
RETENTION See Comments 
COMMENTS See general schedule (KSA 53-3-1) where applicable and contact the archives for appraisal of the remainder. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0259-046 
TITLE Sunflower Co-op Files 
DESCRIPTION Water rights appropriations files related to the Sunflower Electric Co-op in Finney County. 
RETENTION See Comments 
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0235-046 
TITLE Survey Plats 
DESCRIPTION Photocopies of land survey plats used to determine actual acreage involved in irrigation. 
RETENTION See Comments 
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0237-046 
TITLE Term Permits 
DESCRIPTION Documents related to the granting of short-term water use permits for up to 4 years plus extensions. 
RETENTION See Comments 
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm 3 years after final extension, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0238-046 
TITLE Verified Reports 
DESCRIPTION Documents related to the verification of water use and the continuance of water rights which are used in verification hearings. 
RETENTION See Comments 
COMMENTS Merged with Water Rights Appropriations Files. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0239-046 
TITLE Water Rights Appropriations Files 
DESCRIPTION Documents relating to the application, review, granting or disapproval of permits, and certification of water rights to individuals and organizations including correspondence, form DWR-1-120.0, etc. 
RETENTION See Comments 
COMMENTS Microfilm for Topeka Central Office, then transfer hard copy to field office--see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0240-046 
TITLE Water Source County Maps 
DESCRIPTION Maps depicting site of water rights appropriation sources. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. Replaces "County Books" to some extent. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Water Structures

SERIES ID 0241-046 
TITLE Administrative Records 
DESCRIPTION Variety of documents related to the routine administration of water structures including invoices, receipts, time sheets and logs, publications, vehicle records. 
RETENTION See Comments 
COMMENTS See general schedule (KAR 53-3-1) where applicable and contact the archives for the remainder, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0242-046 
TITLE Architectural and Engineering Drawings 
DESCRIPTION Technical drawings of bridges and other water structures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0264-046 
TITLE Channel Changes Files 
DESCRIPTION Applications, correspondence, maps, drawings, reports and studies and other exhibit material relating to any man-made changes created in waterway channels. 
RETENTION See Comments 
COMMENTS Microfilm files and plans and retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0268-046 
TITLE Dam Files 
DESCRIPTION Documents related to the construction of dams and associated structures that are not part of watersheds. 
RETENTION 030 cldr yrs 
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0269-046 
TITLE Drainage District Files 
DESCRIPTION Documents relating to the establishment and administration of drainage districts with regard to construction and management of water structures. 
RETENTION See Comments 
COMMENTS Microfilm files and plans and retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0270-046 
TITLE Farm Pond Files 
DESCRIPTION Documents relating to the construction of farm ponds. 
RETENTION See Comments 
COMMENTS This series is now part of Dam Files and should be retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0244-046 
TITLE Flood Control Project Files 
DESCRIPTION Miscellaneous documents related to flood control projects including correspondence, reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0245-046 
TITLE Flood Insurance Files 
DESCRIPTION Brochures related to flood insurance for specific communities sent by the various insurance companies. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0246-046 
TITLE Flood Plain Program Files 
DESCRIPTION Wide variety of documents related to the administration of the Flood Plain Management Program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0271-046 
TITLE Geological and Soil Mechanic Reports 
DESCRIPTION Copies of reports received from private and public sources which are used as a report library. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0272-046 
TITLE Index - Water Structures 
DESCRIPTION Index to the water structure plans. 
RETENTION See Comments 
COMMENTS Retain in conjunction with Water Structure Plans. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0247-046 
TITLE Irrigation Canal Charts 
DESCRIPTION Raw statistical data plotting the rate of water flow through irrigation canals which is used in report compilation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0265-046 
TITLE Levees Files 
DESCRIPTION Applications, correspondence, exhibits, etc. relating to the construction of levees and lagoons. 
RETENTION 030 cldr yrs 
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0248-046 
TITLE Miscellaneous Reports 
DESCRIPTION Wide variety of reports related to water structures and other geological issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0273-046 
TITLE National Dam Inspection Project Inventory Records 
DESCRIPTION Reports, survey sheets, hydrographic worksheets, charts, etc. relating to the national inventory of dams. 
RETENTION 030 cldr yrs 
COMMENTS Microfilm, destroy hard copy after 5 years or transfer to the records center for 25 years if microfilm does not meet archival standards, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0274-046 
TITLE National Dam Inspection Reports 
DESCRIPTION Reports made by the agency on dam inspections for the National Dam Inventory. 
RETENTION 030 cldr yrs 
COMMENTS Microfilm, then destroy hard copy after 5 years or transfer to the records center for 25 years if microfilm does not meet archival standards, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0253-046 
TITLE Sound Tapes 
DESCRIPTION Sound recordings of talks, hearings, and presentations. 
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 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0263-046 
TITLE Stream Obstruction Files 
DESCRIPTION Reports, maps, studies, drawings, etc. relating to stream obstructions. 
RETENTION 030 cldr yrs 
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0256-046 
TITLE Subject Files - Miscellaneous 
DESCRIPTION Wide variety of documents related to water structures as well as other water related issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

SERIES ID 0275-046 
TITLE Water Structure Plans 
DESCRIPTION Documents relating to construction plans for approved water structures. 
RETENTION 030 cldr yrs 
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0276-046 
TITLE Watershed Districts 
DESCRIPTION Documents relating to the establishment and administration of watershed districts with regard to construction and management of water structures. 
RETENTION 030 cldr yrs 
COMMENTS Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

Agency Number: 046-010
Department of Agriculture
Agricultural Commodities Assurance Program

SERIES ID 0104-046 
TITLE Anhydrous Ammonia Safety Check Files 
DESCRIPTION Reports prepared by board inspectors concerning possible violations of regulations regarding the safe handling, storage, and transportation of anhydrous ammonia as required by KSA 2-1212 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0105-046 
TITLE Commercial Fertilizers Registration Files 
DESCRIPTION Applications and supporting documents submitted annually to the board by individuals and firms to register the brand and grade of commercial fertilizer sold in the state as required by KSA 2-1202. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0106-046 
TITLE Custom Fertilizer Blender's License Files 
DESCRIPTION Applications submitted annually to the board by individuals and firms wishing to obtain a license to blend fertilizer according to specifications furnished by customers as required by KSA 2-1201. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0107-046 
TITLE Egg Inspection Violation Reports 
DESCRIPTION Reports prepared by board inspectors concerning possible violations of regulations relating to egg grading, labeling, and storage temperature requirements as required by KSA 2-2501 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0108-046 
TITLE Feed Complaint Files 
DESCRIPTION Reports investigated by the Board of Agriculture of investigations into complaints made against feed grain operators. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0109-046 
TITLE Feed Inspection Reports 
DESCRIPTION Reports summarizing inspections conducted by board staff of firms selling livestock and pet feed to ensure that all products are registered and meet state standards as required by KSA 2-1001 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0110-046 
TITLE Feed Lab Reports 
DESCRIPTION Reports prepared by the Board of Agriculture regarding lab tests conducted on feed samples to ensure compliance with standards as required by KSA 2-1009. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0111-046 
TITLE Feed Permit Files 
DESCRIPTION Applications, copies of permits, and other documents relating to firms seeking a permit to sell livestock and pet feed in the state as required by KSA 2-1001 et. seq. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after the cancellation of the permit, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0112-046 
TITLE Feeding Stuffs Tonnage and Inspection Fee Reports 
DESCRIPTION Semiannual reports submitted by firms to the Board of Agriculture listing the tonnage of livestock and pet feed sold which are used to assess the amount of inspection fees as required by KSA 2-1004. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0113-046 
TITLE Fertilizer Laboratory Reports 
DESCRIPTION Reports prepared by the Department of Agriculture regarding laboratory tests conducted on fertilizer samples to ensure compliance with state standards as required by K.S.A. 2-1206. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0114-046 
TITLE Fertilizer Stop Sale Orders 
DESCRIPTION Notifications issued to firms by the Board of Agriculture to stop the sale of fertilizer that is not registered, branded, or labeled in accordance with KSA 2-1201 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0121-046 
TITLE Interstate Seed Case Files 
DESCRIPTION Investigation reports compiled by the Board of Agriculture regarding out-of state firms selling improperly labeled seeds in Kansas. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0115-046 
TITLE Lime Registration Files 
DESCRIPTION Applications and supporting documents submitted by individuals and firms to the Board of Agriculture to register each quarry or stockpile of lime as required by KSA 2-2901 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0116-046 
TITLE Livestock Remedies Registration Files 
DESCRIPTION Applications and supporting documents submitted annually to the board by feed grain operators wishing to register to sell livestock remedies in the state as required by KSA 47-501 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0117-046 
TITLE Pet Food Violation Files 
DESCRIPTION Documents relating to investigations made by the Department of Agriculture inspectors of firms which failed to register commercial pet food for sale in the state as required by KSA 2-1001 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0123-046 
TITLE Plant Variety Protection Act Letters 
DESCRIPTION Documents relating to possible violations of the Plant Variety Protection Act (PL 91-577) which requires that certain seeds be sold only under a particular variety name. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0133-046 
TITLE Seed Business Registration Form 
DESCRIPTION Form completed by applicant applying for or renewing registration to sell agricultural seeds. 
RETENTION See Comments 
COMMENTS Retain until verified, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0124-046 
TITLE Seed Complaint Files 
DESCRIPTION Documents relating to investigations made by Board of Agriculture inspectors into complaints filed regarding possible violations of the Kansas Seed Law (KSA 2-1415 et. seq.). 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0125-046 
TITLE Seed Examination Reports 
DESCRIPTION Reports detailing the results of board analyses of the purity and germination levels of seeds sold in the state performed to ensure compliance with standards as required by KSA 2-1415 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0126-046 
TITLE Seed Lab Reports 
DESCRIPTION Reports prepared by the board regarding lab tests performed to check for noxious weed seeds at grain elevators to ensure the purity levels meet the standards set forth in KSA 2-1415 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0127-046 
TITLE Seed Stop Sale Orders 
DESCRIPTION Notifications issued to firms by the Board of Agriculture to stop the sale of seeds that do not meet the labeling, purity, and germination standards required by KSA 2-1415 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0118-046 
TITLE Soil Amendment Registration Files 
DESCRIPTION Applications and supporting documents submitted annually to the board by individuals and firms to register soil amendment products sold in the state as required by KSA 2-2801 et. seq. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0131-046 
TITLE Tissue Residue Investigation Files 
DESCRIPTION Documents relating to the investigation by inspectors into improper drug levels found in feed mill livestock to ensure compliance with standards. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

Agency Number: 046-012
Department of Agriculture
Agriculture Marketing

Sub-division began under the Department of Commerce.


SERIES ID 0006-300 
TITLE Subject Files 
DESCRIPTION Wide variety of documents relating to the administration and operation of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-10-07  ; Revised 2012-12-05
K.A.R. NUMBER 53-2-098 

Agency Number: 046-013
Department of Agriculture
Division of Conservation

The Kansas State Conservation Commission was merged into the Kansas Department of Agriculture and became the Division of Conservation on July 1, 2011.


SERIES ID 0309-046 
TITLE Commissioners' election records 
DESCRIPTION Election information and related records for members of the State Conservation Commission. May include notices of election sent to district supervisors, results and certificates of election, and information provided by individual commissioners, such as their emergency contacts and direct deposit information. 
RETENTION See comments 
COMMENTS Retain 2 years after commissioner's expiration of office, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted pursuant to K.S.A. 45-221(a)(4), (14), (30), and (49). 
APPROVED 2013-10-24 
K.A.R. NUMBER 53-2-178 

SERIES ID 0310-046 
TITLE Conservation District Documents 
DESCRIPTION Documents provided by statutory requirement per K.S.A. 2-1907 to the Division of Conservation by conservation districts. May include annual reports, audits of financial records, budgets submitted to the county, and district meeting minutes. 
RETENTION Permanent 
COMMENTS Records shall be maintained electronically and shall be offered annually to the State Archives for appraisal. Any legacy paper records will be transferred to the State Archives. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2014-01-23 
K.A.R. NUMBER 53-2-179 

Agency Number: 046-014
Department of Agriculture
Animal Health

The Kansas Animal Health Department was merged into the Kansas Department of Agriculture in 2011.


SERIES ID 0316-046 
TITLE Animal Health Information Management System 
DESCRIPTION Electronic system containing data and providing pdf and other attachments to manage information regarding account owners, premises, and animal traceability in Kansas. Includes information regarding licensing for veterinarians, feed lots, herds, disposal plants, and other related entities; inspections; vaccinations, quarantines, and disease tracking; complaints and investigations; livestock dealer registrations; and special programs.  
RETENTION See comments 
COMMENTS Retain all data until inactive plus 5 years, except certificates of veterinary inspection for horses, cattle, sheep, goats, swine, ratites, cervids, and domestic fowl, which shall be retained for 10 years, then destroy or delete. Records of inspections pursuant to the Pet Animal Act citing a deficiency or violation not resulting in an enforcement action shall be destroyed or deleted within 3 years after the division receives notice the deficiency or violation is remedied. 
DISPOSITION Destroy 
RESTRICTIONS Portions restricted pursuant to KSA 45-221(a)(20) and (25), KSA 47-674(g), and KSA 47-1709(d) and (i).  
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

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