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Kansas Records Retention Schedules

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Agency Code: 173-004 (Department of Administration. Personnel Services)

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

SERIES ID 0722-173 
TITLE Legislative Research and Information 
DESCRIPTION Research and data obtained for Senate and House bills which may have an impact on agencies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0725-173 
TITLE Personnel Regulations 
DESCRIPTION Proposals, updates, changes, bulletins, and issues related to personnel regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0726-173 
TITLE Personnel Regulations Research - General 
DESCRIPTION Background information gathered for development of personnel regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0727-173 
TITLE Public Hearing Files 
DESCRIPTION Meeting notes and comments from public hearings on regulation changes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0728-173 
TITLE SHaRP Regulation Revision History Files 
DESCRIPTION Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0729-173 
TITLE SHaRP Set-up Tables and Information 
DESCRIPTION Documentation used to set up system table for the SHaRP system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0730-173 
TITLE Subject Files - Human Resource Development Unit 
DESCRIPTION Variety of documents relating to the activities of the Human Resource Development unit. 
RETENTION See Comments 
COMMENTS Retain in unit 1 year, transfer to the central files for 5 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0731-173 
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit 
DESCRIPTION Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0732-173 
TITLE Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager 
DESCRIPTION Variety of documents relating to the interests and operation of the unit. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0733-173 
TITLE Technical Reference Files 
DESCRIPTION Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

SERIES ID 0734-173 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-01-08 
K.A.R. NUMBER 53-2-114 

Agency Number: 173-004
Department of Administration
Personnel Services
Program and Policy Development Sec.

SERIES ID 0737-173 
TITLE Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information 
DESCRIPTION Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants. 
RETENTION See Comments 
COMMENTS Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0738-173 
TITLE Local Health Officers Cards 
DESCRIPTION Nature and purpose of these records is unknown. 
RETENTION See Comments 
COMMENTS These records are no longer active and are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0739-173 
TITLE Overtime Pay Code File 
DESCRIPTION Records documenting changes in overtime status of various classes and positions. 
RETENTION See Comments 
COMMENTS Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0740-173 
TITLE Program and Policy Development Correspondence File 
DESCRIPTION Routine correspondence file for the program and policy development section. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0741-173 
TITLE Research and Development Generated Management Reports - Div. of Personnel Service 
DESCRIPTION Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force. 
RETENTION See Comments 
COMMENTS Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0742-173 
TITLE Supervisors' Files 
DESCRIPTION Records which are used to document the activities of the Training Development and Coordination section. 
RETENTION See Comments 
COMMENTS After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0743-173 
TITLE Test Exchange Agreement File 
DESCRIPTION Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned. 
RETENTION See Comments 
COMMENTS Retain in the office for as long as the agreement is in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

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

SERIES ID 0744-173 
TITLE Correspondence - Routine 
DESCRIPTION Records documenting interaction between the recruitment section and applicants for employment in the state system. 
RETENTION 002 cldr yrs 
COMMENTS Supersedes general schedule. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0746-173 
TITLE Service Award Files 
DESCRIPTION Files documenting approved and disapproved suggestions for service awards. 
RETENTION 011 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services
State Self Insurance Fund

SERIES ID 0999-173 
TITLE Accident Only Files - Closed 
DESCRIPTION Records documenting accidents reported by state employees that do not result in a self-insurance fund claim. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1000-173 
TITLE Attorney's Files 
DESCRIPTION Records documenting claims made by state employees who are represented by an attorney. 
RETENTION See Comments 
COMMENTS Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1012-173 
TITLE Closed Accident Only/Medical/Only of Time Files 
DESCRIPTION Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored. 
RETENTION See Comments 
COMMENTS Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1003-173 
TITLE State Employee Workers' Compensation Investigative Claim Files 
DESCRIPTION Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0994-173 
TITLE State Employee Workers' Compensation Legal Claim Files 
DESCRIPTION Documents relating to workers' compensation claims made by state employees who are represented by an attorney. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID 0978-173 
TITLE Abolished Classes - Microfilm 
DESCRIPTION Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0979-173 
TITLE Abolished Classes Master File 
DESCRIPTION Documents recording the existence and description of abolished job classes. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0966-173 
TITLE Applicant Registration Process File 
DESCRIPTION Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0954-173 
TITLE Applications for Employment - Electronic Copy 
DESCRIPTION Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0977-173 
TITLE Applications for Employment - Skills Registration Hard Copy 
DESCRIPTION Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment. 
RETENTION See Comments 
COMMENTS Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0967-173 
TITLE Assessment Center Materials - Kansas Highway Patrol 
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0968-173 
TITLE Central States Compensation Association Files 
DESCRIPTION Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states. 
RETENTION 050 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0969-173 
TITLE Certified Candidate Pools 
DESCRIPTION Records listing individuals eligible for a particular vacant position. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0971-173 
TITLE Class Specifications File 
DESCRIPTION Documents relating to current class specifications for all Kansas Civil Service classifications. 
RETENTION See Comments 
COMMENTS Retain most current version of specifications in the office, destroy outdated versions as specifications are revised. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0972-173 
TITLE Class Specifications Revision File 
DESCRIPTION Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications. 
RETENTION See Comments 
COMMENTS Retain in office as long as the classification is in existence, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0970-173 
TITLE Classification and Job Rate Studies 
DESCRIPTION Consultant reports and other documentation compiled for the on-going process of classification and job rate studies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0944-173 
TITLE Clerical Study Questionnaire 
DESCRIPTION Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature. 
RETENTION 004 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0965-173 
TITLE Constituent Files 
DESCRIPTION Correspondence received from applicants regarding state civil service employment. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0948-173 
TITLE Current Classes - Microfilm 
DESCRIPTION Current and previous microfilm editions of job classifications in the Kansas Civil Service. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0973-173 
TITLE Current and Abolished Class History Card File 
DESCRIPTION Cards which are used to maintain an ongoing history of actions regarding specific classes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

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

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

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

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

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

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

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

SERIES ID 1001-173 
TITLE Skills Development File 
DESCRIPTION Documents relating to the skills selection process including skills inventories and updates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0998-173 
TITLE Training and Experience Rating Form 
DESCRIPTION Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1002-173 
TITLE Workforce Report 
DESCRIPTION Annual workforce reports on statewide data and general or specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 
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