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Kansas Records Retention Schedules

Results of Query:

Agency Code: 521 (Department of Corrections)

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Agency Number: 521-001
Department of Corrections
Central Office

SERIES ID 0069-521 
TITLE AIDS Information 
DESCRIPTION Documents and publications relating to the education and training of employees and inmates on the AIDS virus. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0188-521 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0281-521 
TITLE Accounts and Reports Run Documents 
DESCRIPTION Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0001-521 
TITLE Accreditation Records 
DESCRIPTION Documents related to periodic accreditation of the penal institution's). 
RETENTION See Comments 
COMMENTS Retain until re-accreditation is complete, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0060-521 
TITLE Affirmative Action Records 
DESCRIPTION Routine documents related to compliance with Affirmative Action guidelines: training logs, job applicant interview records, EEO reports, notes, correspondence, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0068-521 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0308-521 
TITLE Architectural Plans, Drawings, Maps, and Specifications 
DESCRIPTION Records documenting physical plant of facilities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0051-521 
TITLE Assignment Log 
DESCRIPTION A record of hours and projects completed by past information systems and research employees. 
RETENTION See Comments 
COMMENTS Obsolete record series--destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0524-521 
TITLE Attorneys' Working Files 
DESCRIPTION Working papers used or prepared by staff attorneys regarding litigation. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(25)&(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0047-521 
TITLE Audit Reports - Special 
DESCRIPTION Results of audits conducted by Department of Corrections auditor on specific internal projects. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0006-521 
TITLE Bond Issuance Records 
DESCRIPTION A Correctional facility actual bond issuance document: land description, trust documents, etc. 
RETENTION See Comments 
COMMENTS Retain until bond is paid off plus 3 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0273-521 
TITLE 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 005 fisc yrs 
COMMENTS Transfer to the State Archives for purging of duplicate materials. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0272-521 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
COMMENTS Transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0035-521 
TITLE CETA - Vocational Training Program Financial Records 
DESCRIPTION Financial reports and materials used to operate the CETA-Vocational Training Program: order vouchers, correspondence, interfund orders, worksheets, monthly disbursement records, etc. 
RETENTION 005 fisc yrs 
COMMENTS CETA records are subject to retention requirements in the Code of Federal Regulations: 20 CFR 676.35 et seq. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0092-521 
TITLE Capital Improvement Plans - Five Year 
DESCRIPTION Five year construction plans from each Kansas penal institution for outlining future projects and goals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0476-521 
TITLE Capital Improvement Project Files 
DESCRIPTION Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0041-521 
TITLE Capital Improvement Projects - Monthly Reports of 
DESCRIPTION Reports submitted by institutions regarding progress of ongoing projects and evaluations of completed projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0091-521 
TITLE Capital Improvement Projects - Preliminary Reports 
DESCRIPTION Preliminary reports issued by the Department of Corrections on construction projects under consideration. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(33) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0019-521 
TITLE Civil Rights and Civil Service Cases 
DESCRIPTION Wide variety of documents related to civil service and civil rights cases against the Department of Corrections: complaints & grievances, dispositions, interrogations, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 5 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(4)(11) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0073-521 
TITLE Community Correction County Files 
DESCRIPTION Documents and related material on county community correction programs and activities as monitored and evaluated by the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0074-521 
TITLE Community Correction County Plans 
DESCRIPTION Records regarding Kansas counties participating in the Community Correction program: correspondence, budget summaries, program proposals, etc. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0055-521 
TITLE Computer Programming - General 
DESCRIPTION Records which provide computer mapping for accounting, banking and payroll systems in the main computer bank: diagrams, computer printouts, record layouts. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0477-521 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0007-521 
TITLE Contracts - Communication/Information Systems 
DESCRIPTION Legal agreements with individuals and organizations regarding purchases of communication/information systems equipment and services. Includes all associated documents, eg. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0008-521 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda dealing exclusively with litigated cases and lawsuits. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0085-521 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0054-521 
TITLE Criminal Justice Coordinating Council - General 
DESCRIPTION Documents relating to the Criminal Justice Coordinating Council meetings: minutes, agendas, testimony, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0052-521 
TITLE Data Processing and Program Files 
DESCRIPTION Documents used as reference for programming the Department of Corrections main computer system: charts, diagrams, instructions, etc. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0100-521 
TITLE Disciplinary Action Files 
DESCRIPTION Documents related to inmate disciplinary cases. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 5 calendar years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0067-521 
TITLE Electronic Data Systems Summaries 
DESCRIPTION Computer printouts of the Electronic Data Systems summaries. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0005-521 
TITLE Employee Background Investigations 
DESCRIPTION Investigation documents on an applicants personal background. Note: correctional volunteers are also included. 
RETENTION See Comments 
COMMENTS Retain in conjunction with either "Employment Applications-Not Hired," "Employee Personnel Records," or "Volunteer Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0478-521 
TITLE Employee Grievances and Complaints - General 
DESCRIPTION Documents related to complaints and grievances against the Department of Corrections supervisors: correspondence, official disciplinary actions, actual complaints and grievances, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0110-521 
TITLE Employee Information Cards 
DESCRIPTION Information in abstract form relating to individual employees: name, title, address, social security number, date of employment, fingerprints, etc. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Employee Personnel Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0316-521 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0328-521 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and other similar or supporting documents and materials. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0521-521 
TITLE Employee Property Claim Files - Special Legislative 
DESCRIPTION Documents relating to Department of Corrections employees filing property loss claims over $500 and submitted to the Legislature for reimbursement of damaged goods. 
RETENTION See Comments 
COMMENTS Transfer to the individual Employee Personnel File and retain accordingly. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0337-521 
TITLE Employee Rosters - Security 
DESCRIPTION A listing of all security personnel. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0501-521 
TITLE Employee Security Files 
DESCRIPTION Documents relating to individual employee performance and personal problems within the facility: positive and negative performances, sexual harassment problems, physical confrontation reports, etc. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure, then merge with "Employee Personnel Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0325-521 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0090-521 
TITLE Employee Training Booklets - Parole 
DESCRIPTION Materials related to instructing and training parole officers: parole supervisor training, volunteer training and orientation booklet, etc. 
RETENTION See Comments 
COMMENTS Retain originals until no longer useful, then transfer to the State Archives. Destroy published copies. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0037-521 
TITLE Employee Training Files - Legal 
DESCRIPTION Documents related to training institution lawyers and Correctional Officers in the area of law and the enforcement thereof. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0089-521 
TITLE Employee Training Files - Medical and Mental Health Care 
DESCRIPTION Documents related to the medical and mental health training seminars and workshops provided for Department of Corrections employees. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0088-521 
TITLE Employee Training Files - Personnel 
DESCRIPTION Documents covering a wide range of training material. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0061-521 
TITLE Employment Application Assessment Forms 
DESCRIPTION Documented evaluations of interviewees by interviewers--used for termination, promotion and, demotion decisions. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0468-521 
TITLE Equal Employment Opportunity Annual Report Records 
DESCRIPTION Records used to compile annual reports for the Equal Opportunity Office: applicant assessment, exit interview forms, monthly employment reports, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0063-521 
TITLE Equal Employment Opportunity Audit Reports 
DESCRIPTION An annual audit done by the state EEO office to verify and approve the Department of Corrections EEO program and related activities: EEO training, recruitment procedures, complaint procedures, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0062-521 
TITLE Equal Employment Opportunity/Affirmative Action Complaints and Grievances 
DESCRIPTION Documents related to EEO and AA complaints and grievances against Department of Corrections: investigation report, correspondence, state EEO reporting procedures, disciplinary action taken, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0108-521 
TITLE Evidence Articles 
DESCRIPTION Physical evidence confiscated during an investigation by the central office investigator: liquor, guns, scissors, knives, stolen material, fans, bloody clothes, basketballs, etc. 
RETENTION See Comments 
COMMENTS Retain until legal section receives court approval for disposition of articles, then contact the State Archives for appraisal and disposition instructions. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0107-521 
TITLE Evidence Log 
DESCRIPTION Records of evidence confiscated during investigations: description of item, date received, type of case, case number, suspect room location, inmate name and number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0086-521 
TITLE Execution Files 
DESCRIPTION Records related to executions and individuals executed in Kansas. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0298-521 
TITLE Expungement Records 
DESCRIPTION Purged inmate information sealed from all disclosure. 
RETENTION See Comments 
COMMENTS Place in sealed envelope and retain, then transfer to the State Archives with other inmate files. 
DISPOSITION Archives 
RESTRICTIONS KSA 21-4619 et seq. 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0022-521 
TITLE Extradition Case Files 
DESCRIPTION Extradition requests issued by the Department of Corrections to other states: extradition requests, memos, letters, transfer papers, SRDC evaluations, etc. 
RETENTION See Comments 
COMMENTS Obsolete record series, immediately transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 &45-221(a)(11)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0002-521 
TITLE Fire and Safety Records 
DESCRIPTION Records regarding maintenance and inspections of Department of Correction penal institutions for fire, health, safety and other related issues. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years, then destroy, except for certification required by regulations to remain on file perpetually-retain these documents until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0036-521 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the State Archives, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0023-521 
TITLE Inmate Correspondence Files - Non-Routine 
DESCRIPTION Filed correspondence sent or received by inmates which is unusual or suspect. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0024-521 
TITLE Inmate Grievance Files - Central Office 
DESCRIPTION Dispositions, court proceedings, correspondence, etc. relating to grievances and complaints filed by inmates against the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0487-521 
TITLE Inmate Incident Report Records 
DESCRIPTION Records related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0070-521 
TITLE Inmate Medical Health Programs Management Review Records 
DESCRIPTION Documented monthly reports evaluating mental and medical health treatment programs in Kansas Penal institutions. 
RETENTION See Comments 
COMMENTS Obsolete record series - transfer to the State Archives, immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0523-521 
TITLE Inmate Property Claim Files - Special Legislative 
DESCRIPTION Documents relating to property loss claims over $500 filed by Department of Corrections inmates and submitted to the Legislature for reimbursement of damaged goods. 
RETENTION See Comments 
COMMENTS Retain until decision is reached plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0072-521 
TITLE Inmate Substance Abuse Reports and Programs 
DESCRIPTION Documents relating to the administration of substance abuse programs in Department of Corrections institutions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0025-521 
TITLE Interstate Compact Records 
DESCRIPTION Documents granting and verifying inmate parole to other states: renewal agreement, intergovernmental agreements, contracts, drafts, correspondence, etc. 
RETENTION See comments 
COMMENTS Retain until information is uploaded into the national offender tracking system, then destroy. Information is maintained at the federal level. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0095-521 
TITLE Interstate Compact Security Files 
DESCRIPTION Documents relating to the operation and handling of compact cases by the Department of Corrections: correspondence, compact case material, jail compacts, special management notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0484-521 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0527-521 
TITLE Investigation Reports 
DESCRIPTION Documents relating to the investigation of incidents and events involving correctional facility inmates and/or staff members including but not limited to assaults, contraband, deaths, escapes, and staff misconduct. 
RETENTION See Comments 
COMMENTS Retain until investigation is completed plus 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-4707 & K.S.A. 45-221(a)(10), (a)(29) 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0083-521 
TITLE Issued Warrant Cards 
DESCRIPTION Cards used to record the status of issued warrants. 
RETENTION See Comments 
COMMENTS Obsolete record series--destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0076-521 
TITLE Jail Inspection Files 
DESCRIPTION Documents and related material pertaining to the inspection of Kansas County jails: correspondence, inspection reports, blue ribbon committee minutes, tapes, photographs, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0038-521 
TITLE Jail Titles 
DESCRIPTION Receipts of expenditures accrued as a result of Department of Corrections inmates being held at Kansas County Jails: vouchers, payment stubs, invoices, receipt of invoices, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0065-521 
TITLE Job Vacancy Announcements 
DESCRIPTION Announcements disseminated to the public concerning job vacancies in the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0075-521 
TITLE Kansas Advisory Jail Standards and Procedures 
DESCRIPTION Documents covering policy and procedures for county jails to adopt and utilize in meeting Dept. of Corrections jail standards-see general schedule under Policy and Procedures Manuals & Statements. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. NOTE: This is a publication produced in large quantities by the Department of Corrections. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0078-521 
TITLE Kansas Probationers 
DESCRIPTION Completed forms used to request investigations of inmates for whom probationary status is being considered. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the system, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0064-521 
TITLE Labor Relations Records 
DESCRIPTION Documents and reference materials used in and resulting from labor negotiations and arbitrations: negotiation working files, notes, correspondence, union contractual agreement, etc. 
RETENTION 010 cldr yrs 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0003-521 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain until superseded or inactive plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0289-521 
TITLE Ledgers - General 
DESCRIPTION General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. 
RETENTION 003 fisc yrs 
COMMENTS Transfer to the State Archives for purging of duplicate material. This series includes only internal documents. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0033-521 
TITLE Legal Briefs 
DESCRIPTION Briefs filed with state, county and city courts in Kansas. 
RETENTION See Comments 
COMMENTS Retain until case is closed, plus 5 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0034-521 
TITLE Legal Case Files 
DESCRIPTION Documents and supporting material related to legal litigation: disposition, investigation reports, interrogation reports, court pleadings, correspondence, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 5 years, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0032-521 
TITLE Legal Case Files - Institutional 
DESCRIPTION Copies of documents and reports submitted by institution litigators on legal cases handled at the institution level: field notes, correspondence, case summaries and reports, etc. 
RETENTION See Comments 
COMMENTS Retain until case closed plus 5 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0018-521 
TITLE Legal Opinions 
DESCRIPTION Legal opinions issued by chief legal counsel relating to Department of Corrections cases and court judgments. 
RETENTION See Comments 
COMMENTS Retain until no longer needed, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0026-521 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills, drafts of legislation, copies of statutes, notes, correspondence and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0040-521 
TITLE Local Funds Records 
DESCRIPTION Computer printouts relating to the financial affairs of Department of Corrections canteens and monies distributed to inmates: canteen fund, inmate benefit fund, impact fund, inmate trust fund, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0057-521 
TITLE Master Configuration Record 
DESCRIPTION Complete instructions on main computer operations- used in cases of computer dysfunction. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0071-521 
TITLE Medical Health Subject Files 
DESCRIPTION Wide variety of documents relating to a range of medical and mental health issues: sex offender programs, dental programs, first aid handbook, mental health planning, Indians & corrections, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0198-521 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Formal agreements reached between state, local, and/or federal agencies. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0087-521 
TITLE Minutes 
DESCRIPTION Includes minutes of all boards, committees, and commissions upon which the Secretary of Corrections serves. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0526-521 
TITLE Offender Payments to Parole Division 
DESCRIPTION Monthly supervision fee payments and any additional payments required to made by offenders under KS Department of Corrections community supervision (parole). These documents are filed by staff in Central Office. 
RETENTION 005 Fiscal Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2010-04-08 
K.A.R. NUMBER 53-2-163 

SERIES ID 0080-521 
TITLE Parole Officer Caseload Records 
DESCRIPTION Computerized listings of parole officer individual parolees caseload. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0081-521 
TITLE Parole Violator Transfer Slips 
DESCRIPTION Completed forms documenting movement of parole violators from county jail to Department of Corrections institutions. 
RETENTION See Comments 
COMMENTS Retain until after individual enters the institution, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0042-521 
TITLE Payroll Adjustment Records 
DESCRIPTION Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262. 
RETENTION 003 fisc yrs 
COMMENTS This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0043-521 
TITLE Payroll Records - General 
DESCRIPTION Wide variety of documents associated with Department of Corrections inmate and personnel payroll records: money receipt memos, correspondence, overtime sheets, inmate payroll, batch sheets, etc. 
RETENTION See Comments 
COMMENTS These records are no longer retained as one series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0300-521 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats - often called "General Orders". 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0096-521 
TITLE Pre-Release and Work Release General Files 
DESCRIPTION Documents and related material concerning pre-release and work release programs and projects used for general operation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0520-521 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0030-521 
TITLE Public Relations Board - General 
DESCRIPTION Documents related to arbitration hearings and labor negotiations: notes, performance standards, position descriptions, correspondence, drafts of negotiations, actual contracts, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4)(15) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0053-521 
TITLE Purchasing Records - Computer and Telephone Equipment 
DESCRIPTION Requests and supporting materials submitted by institutions for purchase/service of electronic equipment: purchase orders, correspondence, memoranda, installation requests, service requests, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0216-521 
TITLE Recruitment and Hiring Documents 
DESCRIPTION All applicant documents accumulated during the hiring process. 
RETENTION 003 cldr yrs 
COMMENTS Materials for those persons hired are transferred to Employee Personnel Files. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0028-521 
TITLE Regulation Development Materials 
DESCRIPTION Wide variety of documents and material related to the drafting of the Department of Corrections Kansas Administration Regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0059-521 
TITLE Research Files - General 
DESCRIPTION Wide variety of research data used in writing and planning a range of Department of Corrections reports and interim projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0046-521 
TITLE Salary Projection Reports 
DESCRIPTION Projection of employee salaries over a certain time period: salary range, individual employee name, position title, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0509-521 
TITLE Sex Offender Treatment Program Files 
DESCRIPTION Personality and behavioral test results, notes, reports and other documents related to the Sex Offender Treatment Program operated under contract with the Dept. of Corrections. 
RETENTION 030 cldr yrs 
COMMENTS Transfer to the records center for 30 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1994-01-13  ; Revised 2014-05-30
K.A.R. NUMBER 53-2-099 

SERIES ID 0093-521 
TITLE Subject Files - Architecture 
DESCRIPTION Variety of documents relating to the design, construction and maintenance of the Department of Corrections projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0014-521 
TITLE Subject Files - Community Corrections 
DESCRIPTION Wide variety of documents related to a range of community correction issues: monitoring programs, inmate correspondence, population reports, vehicle logs, community correction plans, etc. 
RETENTION See Comments 
COMMENTS Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0058-521 
TITLE Subject Files - Computer Programs 
DESCRIPTION Wide variety of documents related to computer programming: DISC allocation, correspondence, notes, OBSCIS/MIS user group, data processing plan, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0013-521 
TITLE Subject Files - Deputy Secretary's 
DESCRIPTION Wide variety of documents related to the general operation of the Programs Division: juvenile advisory committee, legislative issues, letters, memos, notes, drug testing reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0194-521 
TITLE Subject Files - Education 
DESCRIPTION A wide range of documents relating to educational issues: budgets, contracts, correspondence, personnel, purchasing, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0017-521 
TITLE Subject Files - Information Systems and Research 
DESCRIPTION A wide variety of documents and materials related to entire range of correctional issues: monthly parole statistics, KDHE inspections, fire marshal reports, OBSCIS/MIS User group minutes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0097-521 
TITLE Subject Files - Institutions and Honor Camps 
DESCRIPTION Wide variety of documents related to specific programs and functions pertinent to certain penal institutions and honor camps. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0010-521 
TITLE Subject Files - Investigation 
DESCRIPTION Wide variety of documents related to groups, clans and organizations detrimental to the Kansas state penal institution inmate population: Ku Klux Klan, inmate deaths, Aryan Brotherhood, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0009-521 
TITLE Subject Files - Legal 
DESCRIPTION Wide variety of documents and related material related to Department of Corrections: litigation, legal legislation, and regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer needed, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0016-521 
TITLE Subject Files - Management Services Executive Manager 
DESCRIPTION A wide variety of documents concerning the daily operation of the Management Services division: personnel rosters, budget charts, court actions, etc. 
RETENTION See Comments 
COMMENTS Retain in accordance with general schedule (KAR 53-3-1) until no longer useful, then contact the State Archives for appraisal-if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0012-521 
TITLE Subject Files - Mental Health and Health Care 
DESCRIPTION Documents and related material covering a wide range of issues in the mental health and medical health care section of Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0015-521 
TITLE Subject Files - Personnel and Training 
DESCRIPTION A wide variety of documents relating to personnel and training issues: insurance files, labor relations, planned assistances, retirement systems, salary procedures, workforce planning project, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0011-521 
TITLE Subject Files - Public Information 
DESCRIPTION Wide variety of documents related to a breadth of Department of Corrections issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0084-521 
TITLE Subject Files - Secretary's 
DESCRIPTION Records regarding all aspects of the Department of Corrections activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0044-521 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0049-521 
TITLE Vehicle Operation Log 
DESCRIPTION Documents with vehicle usage records attached for preparing annual budgets and capital cash outlays: weekly gas and oil reports, summary logs, memos, etc. 
RETENTION See Comments 
COMMENTS Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0417-521 
TITLE Vendor Files 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0039-521 
TITLE Vouchers - Journal 
DESCRIPTION DA forms 35 series used to adjust financial account balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0045-521 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0048-521 
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 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0050-521 
TITLE Warrant Files 
DESCRIPTION Computer reports regarding materials received and monies disbursed by the Department of Corrections: batch sheets, warrant register, ombudsman expenses, etc. 
RETENTION crrt fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

SERIES ID 0066-521 
TITLE Workforce Information 
DESCRIPTION Documents and related material used in developing and implementing workforce standards. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-01-25 
K.A.R. NUMBER 53-2-083 

Agency Number: 521-010
Department of Corrections
All Facilities

SERIES ID 0284-521 
TITLE Accounting Records - General 
DESCRIPTION A variety of documents relating to financial matters including: telephone logs, warrants, receipts, payroll logs and receipts, budgets and related material, check stubs, bank statements, etc. 
RETENTION See Comments 
COMMENTS Retain and dispose of in accordance with general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0472-521 
TITLE Accounts and Reports Run Documents 
DESCRIPTION Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0411-521 
TITLE Administrative Segregation Reports 
DESCRIPTION Documents indicating when an inmate is locked in a cell for long periods of time. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to respective "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0517-521 
TITLE Alcohol/Drug Diagnostic Appraisal Records 
DESCRIPTION Supporting documentation used as a diagnostic tool during the intake processing to determine the level of substance abuse treatment the offender required. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0123-521 
TITLE Alpha Roster 
DESCRIPTION Documents used for reference and assignment of inmates to vacant cells. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0309-521 
TITLE Boiler Records 
DESCRIPTION Documentation of the boiler system used to ensure safe operating levels. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0282-521 
TITLE Building Inspection Records 
DESCRIPTION Documents regarding maintenance and inspections of fire and safety equipment, food areas, and other related issues. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0528-521 
TITLE Call-Out Records 
DESCRIPTION Memoranda and other communications to cellhouses indicating which inmates may attend meetings of organized, approved groups (e.g. religious groups, choirs, programs, etc.) 
RETENTION 001 fiscal year 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29), KSA 22-4707 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0402-521 
TITLE Canine Operations records 
DESCRIPTION Wide variety of documents related to the kennel operation and maintenance and dog training for those dogs working with the Department of Corrections: requisitions, correspondence, dog ownership papers, disposition records, vet bills, inspections and searches, search exercises, etc. 
RETENTION See Comments 
COMMENTS Retain until information is superseded or for 5 fiscal years, whichever is longer, then destroy and/or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0274-521 
TITLE Canteen Accounting Records 
DESCRIPTION Documents concerning financial affairs of the canteen: check ledgers, bank statements, ledgers, receipts, invoices, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0511-521 
TITLE Captain's Shift Log 
DESCRIPTION Facility security activity log indicating the date, time, shift supervisor, recorded incidents, etc. within all observation points within the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-142 

SERIES ID 0344-521 
TITLE Cellhouse Capacity Sheets 
DESCRIPTION Documents related to the cellhouse population capacity: population numbers, total, optimum number, etc. 
RETENTION 001 cldr yr 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0220-521 
TITLE Cellhouse and Tower Call-in Logs 
DESCRIPTION Documents of cellhouse and tower security post call-ins. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0301-521 
TITLE Chaplain's records 
DESCRIPTION Documents regarding a wide range of facility issues: inmate control sheet, attendance worship records, volunteer demographics information, correspondence, notes, sermons, logs of inmates' use of chaplaincy services, etc. 
RETENTION 001 calendar year 
COMMENTS Retain for 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy and/or delete. 
DISPOSITION See comments 
RESTRICTIONS Portions restricted per KSA 45-221(a)(29). 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0210-521 
TITLE Civil Service Examinations 
DESCRIPTION Examinations given to perspective employees as required by the Division of Personnel Services. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0212-521 
TITLE Civil Service Examinations - Correctional Officers 
DESCRIPTION Examinations given to applicants for correctional officer positions. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0211-521 
TITLE Classification Action Records 
DESCRIPTION Documents used to assess and evaluate employee classification position levels. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0099-521 
TITLE Clemency Records 
DESCRIPTION Documents related to requests by penal inmates for clemency. 
RETENTION See Comments 
COMMENTS Retain 3 years beyond governor's tenure, then transfer to the State Archives. This is pursuant to KSA 75-104(c). 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0364-521 
TITLE Clinic Administration Records 
DESCRIPTION Routine documents related to the administration of clinic: purchasing records, personnel memos, incident reports, inmate grievances, supply requisitions, fire inspection reports, etc. 
RETENTION See Comments 
COMMENTS See general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0101-521 
TITLE Commutation Certificates 
DESCRIPTION Documents authorizing terminated or reduced prison sentences for specific inmates. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0183-521 
TITLE Controlled Medication and Syringe Logs 
DESCRIPTION Documents concerning the use and distribution of controlled medication and narcotic syringe count sheets. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0139-521 
TITLE Correctional Officer Duty Roster 
DESCRIPTION Correctional officer daily assignment and duties. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0407-521 
TITLE Correctional Officer Equipment Issue Log 
DESCRIPTION Documents relating to the issuance of a variety of equipment: radio (hand-held), flashlights, bolt cutters, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0412-521 
TITLE Correctional Officer Medication File 
DESCRIPTION Monthly report of medication correctional officers are taking. 
RETENTION 001 month 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0513-521 
TITLE Correctional Officer Shift Log 
DESCRIPTION A facility activity log recording date, time, shift supervisor, recorded incidents, etc. 
RETENTION 005 cldr yrs 
COMMENTS See also Captain's Shift Log. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-4707 & 45-221(a)(29) 
APPROVED 2006-07-13 
K.A.R. NUMBER 53-2-148 

SERIES ID 0165-521 
TITLE Correctional Officer Uniform Issue Log 
DESCRIPTION Documents detailing the issuance of correctional officer uniforms: officer's name, type of clothing issued, date, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0224-521 
TITLE Correctional Staff After Hours Emergency Log 
DESCRIPTION Documents related to radio, telephone, and/or pager notifications during emergency situations. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0197-521 
TITLE Credit Card Logs 
DESCRIPTION Documents listing issued state credit cards. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0145-521 
TITLE Disciplinary Case Files 
DESCRIPTION Documents related to charges filed against an inmate for violations of facility rules and regulations. 
RETENTION See Comments 
COMMENTS Retain until case is closed, then place original report in "Inmate File" if found guilty. The remainder retain 3 years, then destroy. Destroy duplicates when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0515-521 
TITLE Disciplinary Case Log 
DESCRIPTION Log of inmate disciplinary cases: case number, inmate number, offense, class of offense, dates, disposition, etc. 
RETENTION 003 cldr yrs 
COMMENTS Retain 3 calendar years, then transfer to the archives for purging or sampling. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0134-521 
TITLE Disciplinary Case Tape Recordings and Transcripts 
DESCRIPTION Sound recordings of disciplinary hearings held by adjudicated panel. 
RETENTION See Comments 
COMMENTS Tapes may be erased after transcription. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0416-521 
TITLE Disciplinary Disposition Reports 
DESCRIPTION Daily summaries of disciplinary cases: inmate number, cell, case number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0510-521 
TITLE Disciplinary/Segregation Reports and Logs 
DESCRIPTION Reports and logs recording disciplinary and segregation incidents. 
RETENTION 003 cldr yrs 
COMMENTS Retain 3 calendar years, then transfer to the archives for purging or sampling. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-103 

SERIES ID 0380-521 
TITLE Dress-Out Cards 
DESCRIPTION Documents of inmate funds transferred to other facilities or elsewhere. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0185-521 
TITLE Drug Formulary 
DESCRIPTION Listing of drugs kept at the facilities. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0459-521 
TITLE Drug Screening Information Records 
DESCRIPTION Documents relating to routine drugs and screening tests for such drugs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0467-521 
TITLE Emergency Drills and Reports 
DESCRIPTION Documents relating to the completion of fire, tornado, and other related emergency drills by the facility personnel and inmates. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0406-521 
TITLE Emergency Plans, Maps, and Squad Assignments 
DESCRIPTION Documents related to the preparedness of security personnel in an emergency situation: maps, facility blueprints, assignments, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0440-521 
TITLE Employee Accident Reports 
DESCRIPTION Reports regarding accidents to employees: name, place, and cause of accident, nature, and location of injury on body, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707,45-221(a)(3)(4)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0330-521 
TITLE Employee Case Files 
DESCRIPTION Documents relating to employee legal problems with either supervisors or colleagues: correspondence, reports, disciplinary cases, court orders, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 3 years, then transfer to "Employee Personnel File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(25) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0460-521 
TITLE Employee Drug Test Records 
DESCRIPTION Documents detailing the testing of employee's urine samples for the presence of drugs. 
RETENTION See Comments 
COMMENTS Retain for employee's tenure, then transfer positive results to the "Employee Personnel File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0335-521 
TITLE Employee Fingerprint Cards 
DESCRIPTION Cards related to the fingerprinting of applicants for security purposes. 
RETENTION See Comments 
COMMENTS Cards are merged with either the "Employee Personnel Files" or "Employment Applications - Not Hired" and retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(10)(12)(30) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0334-521 
TITLE Employee Grievances and Complaints - General 
DESCRIPTION Documents related to complaints and grievances against supervisors: narratives, form 03101, investigation reports, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0479-521 
TITLE Employee Information Cards 
DESCRIPTION Information in abstract form relating to individual employees. 
RETENTION See Comments 
COMMENTS Retain 20 years after tenure of employee, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0215-521 
TITLE Employee Information Roster 
DESCRIPTION A roster listing in abstracted form employee personnel information: name, address, telephone number, position number, hire date, birthdate, salary, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0336-521 
TITLE Employee Interview Board Files 
DESCRIPTION Documents related to the filling of positions: list of eligible applicants, applicant assessments, applications - not hired, copy of successful applications, score sheets, & other supporting material. 
RETENTION 003 cldr yrs 
COMMENTS Material for those persons hired are transferred to "Employee Personnel Files" (q.v.). 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0213-521 
TITLE Employee Personnel Evaluation Log 
DESCRIPTION Documents used to schedule and control personnel evaluations: type of evaluation, date sent, date received, etc. 
RETENTION See Comments 
COMMENTS Retain until log book is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0434-521 
TITLE Employee Personnel Files - Director's Office 
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc. 
RETENTION See Comments 
COMMENTS Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0187-521 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Documents regarding individual employee financial and position status: salary plans, letters of reprimand, general financial data, etc. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0112-521 
TITLE Employee Position Description Cards 
DESCRIPTION Card listing of those employees who have (and who presently do) occupy a specific position. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0522-521 
TITLE Employee Property Claim Files 
DESCRIPTION Documents relating to property loss claims under $500 filed by Department of Corrections employees for reimbursement of damaged goods. 
RETENTION See Comments 
COMMENTS Transfer to individual Employee Personnel File and retain accordingly. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-2-132 

SERIES ID 0383-521 
TITLE Employee Termination Check-Out Sheets 
DESCRIPTION Forms used to ensure all actions associated with persons leaving employment have been completed. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0169-521 
TITLE Employee Training Manuals 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0113-521 
TITLE Employee Training Records - Individual 
DESCRIPTION Documents relating to individual employee training: qualifications of weapons, educational exams, supervisory workshops, CPR and First Aid instructions, etc. 
RETENTION See Comments 
COMMENTS Retain until end of employee tenure, then merge with "Employee Personnel File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0115-521 
TITLE Employee Training Videotapes 
DESCRIPTION Training videos shown as visual instructing aids: stress management, prison riots, basic correctional officers course, behavioral science materials, etc. 
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 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0189-521 
TITLE Employment Application Drug Test Records 
DESCRIPTION Documents detailing the testing of individual employment applicant's urine samples for the presence of drugs. 
RETENTION See Comments 
COMMENTS Retain if hired, in respective "Employee Personnel File" - if not, then place in "Employment Applicants-Not Hired" file. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0324-521 
TITLE Equal Employment Opportunity Reports 
DESCRIPTION Documents used to compile monthly and quarterly reports for submission to the Central Office regarding EEO issues. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0405-521 
TITLE Equipment Check-List 
DESCRIPTION Documents related to the control of ladders, ropes and other similar material issued to employees. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0502-521 
TITLE Evidence Articles 
DESCRIPTION Physical evidence confiscated during investigations by facility investigators: televisions, fans, radios, watches, drugs, weapons, personal property, clothing, canteen items, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed, then return appropriate articles, contact the State Archives for appraisal of appropriate articles. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0251-521 
TITLE Expenditure Control Log 
DESCRIPTION Documents of invoices sent to central office for processing. 
RETENTION See Comments 
COMMENTS Retain until log sheet is no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0482-521 
TITLE Expungement Records 
DESCRIPTION Purged inmate information sealed from all disclosure. 
RETENTION See Comments 
COMMENTS Place in sealed envelope and retain, then transfer to the State Archives with other inmate files. 
DISPOSITION Archives 
RESTRICTIONS KSA 21-4619 et seq. 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0102-521 
TITLE Extradition Records 
DESCRIPTION Documents of fugitives who are extradited from other states: warrant, court documentation, notification of pick-up, etc. 
RETENTION See Comments 
COMMENTS Retain until fugitive has been returned to Kansas, then transfer to Office of the Governor - in case of non-return, retain 30 years, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0349-521 
TITLE Facility Form-9's 
DESCRIPTION Passes allowing inmates to move throughout the facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0529-521 
TITLE Fire and Safety Records 
DESCRIPTION Logs, maintenance and inspection records, correspondence, inventories, evacuation plans, meeting records, training materials, and other records regarding fire and safety issues in correctional facilities. 
RETENTION See comments 
COMMENTS Retain for 5 fiscal years or until information is superseded, whichever is longer, then destroy. Certification information required by regulations to remain on file perpetually should be retained until superseded, then destroyed. 
DISPOSITION Destroy 
RESTRICTIONS Portions restricted per KSA 45-221(a)(12). 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0261-521 
TITLE Food Service Inmate Personnel Files 
DESCRIPTION Documents related to inmate food service positions: time reports, job descriptions, general kitchen rules, disciplinary reports, incident reports, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate's job assignment is complete plus 1 year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0254-521 
TITLE Food Service Logs 
DESCRIPTION Wide variety of logs created in the food service area: knife log, daily meal log, temperature log, caustic/toxic log, daily waste log, and dangerous tool inventory log. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0389-521 
TITLE Food Service Logs - General 
DESCRIPTION Wide variety of logs created separately, but stored together: perishable food log, tool control log, butcher shop log, inventory log, kitchen roster, refrigerator temp log, knife control sheets, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0293-521 
TITLE Food Service Menus 
DESCRIPTION Documents relating to a variety of menus available for use in daily meal preparation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0388-521 
TITLE Food Service Monthly Reports 
DESCRIPTION Basic statistical record of activities and inventory in the kitchen --includes completed form summary and supporting material. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0201-521 
TITLE Food Service Procedure Manuals 
DESCRIPTION Original copies of formal explanations of food service policies and procedures issued in collective manual or individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0409-521 
TITLE Gasoline Log 
DESCRIPTION Documents of gasoline pumped for state vehicles. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0384-521 
TITLE Gasoline and Oil Report 
DESCRIPTION Documents relating to gas and oil usage. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0341-521 
TITLE Hazardous Material Logs 
DESCRIPTION Documents related to use, storage, and disposition of various hazardous materials (caustic, toxic, and flammable substances). 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0452-521 
TITLE Health and Environment Inspection Reports 
DESCRIPTION Documents regarding inspections by the Department of Health and Environment, in and around the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0453-521 
TITLE Housekeeping Records 
DESCRIPTION A wide variety of documents relating to housekeeping matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0227-521 
TITLE Identification Badge Authorization Records 
DESCRIPTION Documents relating to the authorization of temporary identification badges for outside contractors to work within the facility walls. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0104-521 
TITLE Inmate Accident Reports 
DESCRIPTION Reports regarding accidents to inmates: name, place and cause of accident, nature and location of injury on body, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0280-521 
TITLE Inmate Accounts Records 
DESCRIPTION Documents related to administration of and accounting for funds directly related to inmates: bank stubs, trust funds, inmate receipts, inmate payroll, withdrawals, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0237-521 
TITLE Inmate Alias File Cards 
DESCRIPTION Cards relating to inmate alias names. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0400-521 
TITLE Inmate Alias Names 
DESCRIPTION Documents indicating alias names assigned to inmates for security and safety reasons. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility, then place card in individual inmate file. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0137-521 
TITLE Inmate Behavior Record 
DESCRIPTION Documents concerning observations of the behavior and attitudes of individual inmates, maintained for security reasons. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at facility, then place in respective "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0106-521 
TITLE Inmate Benefit Records 
DESCRIPTION Documents of inmate luxuries purchased from canteen profits: purchase request, invoices, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0260-521 
TITLE Inmate Classification Records 
DESCRIPTION Documents relating to the determination of and calculation of inmate classification levels. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then transfer with inmate file. Destroy duplicate copies when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0098-521 
TITLE Inmate Classification Records - Requests for Exceptions 
DESCRIPTION Penal institution unit teams requests for exceptions to inmates assigned security levels: correspondence, special classification review, custody classification, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0461-521 
TITLE Inmate Clearance Records 
DESCRIPTION Documents regarding inmate clearance forms and all supporting documentation. 
RETENTION 005 cldr yrs 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0410-521 
TITLE Inmate Clothing Records 
DESCRIPTION Documents related to the purchase, care, issuance, and inventory of inmate clothing. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0367-521 
TITLE Inmate Counseling Participation Files 
DESCRIPTION Documents of individual's participation in various counseling programs: inmate name, kind of counseling, date of assignment/removal, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate completes counseling program, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0255-521 
TITLE Inmate Counseling Records 
DESCRIPTION Documents related to inmate counseling sessions: notes, testing results, reports, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at the facility, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0176-521 
TITLE Inmate Counselor Caseload Lists 
DESCRIPTION Documents of counselor inmate caseload assignment. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0133-521 
TITLE Inmate Count Records 
DESCRIPTION Inmate head counts taken throughout each shift. 
RETENTION 006 months 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0153-521 
TITLE Inmate Delinquent Security Classification Printout Records 
DESCRIPTION Documents listing the inmates with delinquent security classification: next review date, current parole eligibility, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0233-521 
TITLE Inmate Dental Appointment Book 
DESCRIPTION Internal forms and calendars used to schedule inmate dental appointments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0404-521 
TITLE Inmate Diet Records - Special 
DESCRIPTION Documents related to inmates who need or request special diets. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then place in respective "Inmate Medical File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0171-521 
TITLE Inmate Drug Test Records 
DESCRIPTION Documents detailing the testing of individual inmate's urine samples for the presence of drugs. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0352-521 
TITLE Inmate Education - Diplomas 
DESCRIPTION Photocopies of inmate GED diplomas--originals are given to the inmates. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility, then merge with "Inmate Education File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0377-521 
TITLE Inmate Education - Vocational Training Program Administrative Records 
DESCRIPTION Documents relating to routine administrative activities: student drops, enrollment forms, correspondence, transfers, terminations, reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0379-521 
TITLE Inmate Education - Vocational Training Waiting List 
DESCRIPTION A listing of inmates waiting to participate in a vocational program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0351-521 
TITLE Inmate Education College Class Schedules 
DESCRIPTION Schedules of classes given each semester. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0305-521 
TITLE Inmate Education Files 
DESCRIPTION Questionnaires, progress reviews, class hours, profile sheets, etc. relating to the performance and progress of individual inmate enrolled in the various education programs. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the corrections system plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0117-521 
TITLE Inmate Education Program Classroom Attendance Records 
DESCRIPTION Documents of inmates daily and monthly attendance in education programs. 
RETENTION See Comments 
COMMENTS Retain until inmate either completes the educational training program or leaves the facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0124-521 
TITLE Inmate Education Program Enrollment Log 
DESCRIPTION Log indicating each inmate's status within the education program at the facility: enrollment date, completion date, drop-outs, name, inmate number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0353-521 
TITLE Inmate Education Program Enrollment Management Computer Reports 
DESCRIPTION Computer lists regarding current enrollment and waiting lists for those wishing to participate in programs and also those who have withdrawn. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0354-521 
TITLE Inmate Education Program Evaluation Reports 
DESCRIPTION Computer report of summary statistics regarding education programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0259-521 
TITLE Inmate Education Program General Classroom Report Records 
DESCRIPTION Documents related to general daily operation of educational programs. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0355-521 
TITLE Inmate Education Testing Files 
DESCRIPTION Listings of inmate scores on GED, SAT and other standard educational tests - somewhat duplicative of inmate educational files. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0418-521 
TITLE Inmate Evaluation Drafts 
DESCRIPTION Drafts of inmate evaluations. 
RETENTION See Comments 
COMMENTS Retain until superseded by final draft, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0518-521 
TITLE Inmate Files 
DESCRIPTION Primary documentation regarding individuals incarcerated with or supervised by Kansas Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain the entire paper file and imaged documents for 3 years after expiration of sentence. Purge both paper files and imaged documents retaining only the following documents either in paper or electronic format for 27 years after purging: Admission Data Sheet (Face Sheet), All Court Documents; Finger Print card; Photo; PSI Report; Affidavit of Common-Law Marriage, Death Certificate, Parole Certificate, Obituary, Discharge Certificate. Transfer paper medical and mental health file to the repository and retain for 10 years, then destroy. Data stored offline should be refreshed periodically to ensure data integrity. Some information from the Inmate File is kept permanently in Public Kansas Adult Supervised Population Electronic Repository (KASPER). 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

SERIES ID 0157-521 
TITLE Inmate Files - Unit Team 
DESCRIPTION Copies of primary file of records relating to individual inmates during incarceration and parole. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves penal system, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0174-521 
TITLE Inmate Furlough Records 
DESCRIPTION Documents relating to inmate furlough applications: pre-furlough investigation, furlough narratives, order of furlough, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate departs facility, then place original copies of furlough material in the inmate file - destroy duplicates when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0238-521 
TITLE Inmate Good Time Cards 
DESCRIPTION Cards used to post "good time" for individual inmates, cell location, and disciplinary actions. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves penal system, then transfer to appropriate inmate file. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0376-521 
TITLE Inmate Grievance Files - Facilities 
DESCRIPTION Correspondence, reports, and supporting documentation relating to grievances and complaints filed by inmates against the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0147-521 
TITLE Inmate Incident Report Records 
DESCRIPTION Documents related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 6 months, then place original in "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0247-521 
TITLE Inmate Information Cards - Security 
DESCRIPTION Cards listing abstracted information on individual inmates - used for security reference. Includes Escape Cards, Control Cards, and Identification Cards. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0258-521 
TITLE Inmate Information Data Sheets 
DESCRIPTION Abstracted record of individual inmate incarceration and parole information. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0419-521 
TITLE Inmate Interview and Check-Out Sheet Log 
DESCRIPTION Documents indicating inmate interviews with professional staff and those non-state professionals: inmate location, person interviewing, in/out time, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0346-521 
TITLE Inmate Ledgers 
DESCRIPTION Abstracted record of individual inmate incarceration and parole information. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0331-521 
TITLE Inmate Legal Files 
DESCRIPTION Documents relating to individual inmate's legal concerns and problems. 
RETENTION See Comments 
COMMENTS Retain until case is closed, then merge original copies with individual "Inmate Files" - destroy duplicate copies. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0155-521 
TITLE Inmate Location Master Listing 
DESCRIPTION A list identifying the whereabouts of inmates in the Department of Corrections. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0329-521 
TITLE Inmate Location Records 
DESCRIPTION Brief record of inmate whereabouts within the Corrections system. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves penal system, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0121-521 
TITLE Inmate Medicaid Cards 
DESCRIPTION Identification card used for reference in Medicaid cases: inmate name, date of birth, inmate number, and Medicaid number. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0186-521 
TITLE Inmate Medical Appointment Book 
DESCRIPTION Internal forms and calendars used to schedule inmate medical examinations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0250-521 
TITLE Inmate Medical Bill Listing 
DESCRIPTION A computer printout of inmate medical bills: inmate name, date, date paid, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0119-521 
TITLE Inmate Medical Cards 
DESCRIPTION Documents relating to inmate's medical history and current status: chronic health problems, immunization dates, date of birth, allergies, name and inmate number. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then merge with "Inmate Medical Records." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0120-521 
TITLE Inmate Medical Cost Master Listing 
DESCRIPTION Computer listing of inmate medical costs and other related services for the Department of Correction Facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0512-521 
TITLE Inmate Medical Logs 
DESCRIPTION Daily sick call, contact, lab test, medication logs, etc. documenting various aspects of inmate medical care. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0368-521 
TITLE Inmate Medical Scheduling Databases 
DESCRIPTION A collection of databases used for inmate waiting lists, program openings, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0369-521 
TITLE Inmate Medical Segregation Order Records 
DESCRIPTION Form memoranda ordering the beginning and the end of medical segregation for inmates. 
RETENTION See Comments 
COMMENTS Retain for period of segregation plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0232-521 
TITLE Inmate Medical X-Rays 
DESCRIPTION X-rays of inmates used for various medical purposes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0180-521 
TITLE Inmate Medical and Mental Health Records 
DESCRIPTION Documents of individual inmate medical care: medication records, medical history, lab reports, physical exam records, etc. 
RETENTION See Comments 
COMMENTS Original records are maintained by the releasing facility for two years after discharge from sentence. Ship to KDOC Repository for storage until a total of 10 years after discharge from sentence, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

SERIES ID 0370-521 
TITLE Inmate Medication Purchase Records 
DESCRIPTION Documents of drugs purchases for inmates: copies of invoices and vouchers. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0447-521 
TITLE Inmate Mental Health Call-Out Records 
DESCRIPTION Memoranda of mental health call-outs produced by the Psychology Section. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0226-521 
TITLE Inmate Mental Health Card File 
DESCRIPTION Documents identifying individual inmate counseling programs: inmate name and number, counseling programs, completion date, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0332-521 
TITLE Inmate Mental Health Case Hearing Records 
DESCRIPTION Documents relating to mental health case hearings: waivers, proposed transfers, clinical-psychological reports, tapes, correspondence, etc. 
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 KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0365-521 
TITLE Inmate Mental Health Clinical Services Reports 
DESCRIPTION Summary of psychological treatment while at the facility. 
RETENTION See Comments 
COMMENTS Original copies are placed in "Inmate File" -- duplicate copies, destroy after no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0421-521 
TITLE Inmate Mental Health Face Sheet Summaries 
DESCRIPTION Psychologist's evaluation of individual inmates entering the Department of Corrections penal system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0122-521 
TITLE Inmate Mental Health Records 
DESCRIPTION Documents related to individual inmate's mental health evaluations and treatments. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then merge with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0311-521 
TITLE Inmate Movement Records 
DESCRIPTION Document detailing the daily movement of individual inmates within and without the facility. Includes logs and card files. A.k.a. "drop sheets." 
RETENTION 005 cldr yrs 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0378-521 
TITLE Inmate Non-Participant Program Files 
DESCRIPTION Documents related to individual inmates who either quit or decline the opportunity to participate in the vocational programs. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0462-521 
TITLE Inmate Numerical Cards 
DESCRIPTION Documents used to locate an individual inmate by inmate number. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0464-521 
TITLE Inmate Out to Court Records 
DESCRIPTION Documents to cellhouses indicating which inmates are in court. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0304-521 
TITLE Inmate Parole Files 
DESCRIPTION Documents relating to an individual inmate's parole period: chronological logs, correspondence, mental health reports, parole plans, etc. 
RETENTION See Comments 
COMMENTS Retain until parolee is discharged from Department of Corrections, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0373-521 
TITLE Inmate Parole Files - Continued Cases 
DESCRIPTION Parole decisions on individual inmates who have been continued at the facility for further treatment and rehabilitation. 
RETENTION See Comments 
COMMENTS Retain until inmate is paroled or transferred, then place with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0125-521 
TITLE Inmate Payroll Records 
DESCRIPTION Documents related to inmate payroll accrual and disbursement. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0127-521 
TITLE Inmate Photographs 
DESCRIPTION Photo images, including moving pictures, of inmates. 
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 KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0170-521 
TITLE Inmate Population Records - OBSCIS 
DESCRIPTION Document detailing inmate transfers, releases, and length of stay at the facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0203-521 
TITLE Inmate Population Summary Record - Daily 
DESCRIPTION Documents related to inmate identification and housing location: inmate name and number, housing location, room number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0454-521 
TITLE Inmate Profile Records 
DESCRIPTION Documents regarding individual inmate's description, training, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility plus 5 years unless duplicated elsewhere, then destroy. If not duplicated, merged with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0483-521 
TITLE Inmate Property Claims Records 
DESCRIPTION Property loss claims (under $500) submitted by Department of Corrections inmates: correspondence, property loss claim forms, reimbursement amount, etc. 
RETENTION See Comments 
COMMENTS Retain until decision reached in case plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0141-521 
TITLE Inmate Property Records 
DESCRIPTION Inventory logs, communications, receipts, and other documents relating to individual inmate property. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years past inmate sentence discharge date, then destroy 
DISPOSITION Destroy 
RESTRICTIONS 45-221(a)(1) (29) & KSA 22-4707 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0149-521 
TITLE Inmate Protective Custody Release Records 
DESCRIPTION Documents relating to inmates refusal of protective custody even if security recommends the protection: inmate name and number, refusal date, witnesses, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility, then place in "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0105-521 
TITLE Inmate Psychological Testing Records 
DESCRIPTION Standardized psychological tests completed by inmates. 
RETENTION See Comments 
COMMENTS Retain as per psychological testing and evaluation standards, include test protocols in the respective "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0181-521 
TITLE Inmate Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency from inmates: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0318-521 
TITLE Inmate Receiving, Transfer, and Release Records 
DESCRIPTION Documents of inmates received into or transferred/released from the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0381-521 
TITLE Inmate Recreation and Welfare Fund Budgets 
DESCRIPTION Copies of budgets and subsequent appeals for expenditures from the inmate recreation and welfare fund submitted yearly to the director of the institution for approval. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0150-521 
TITLE Inmate Rights Waiver Records 
DESCRIPTION Documents relating to the facility advising the inmates of their constitutional rights. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at the facility, then transfer into "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0525-521 
TITLE Inmate Segregation Files 
DESCRIPTION Records relating to the placement and monitoring of individual inmates held in the segregation unit. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0463-521 
TITLE Inmate Sick Call Records 
DESCRIPTION Requests by inmates to go on sick call. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0372-521 
TITLE Inmate Sick Call Slips 
DESCRIPTION Requests by inmates to go on sick call. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0253-521 
TITLE Inmate Statistical Analysis Record - Daily 
DESCRIPTION Documents related to a wide range of inmate information: facility inmate assigned, inmate name and number, date, payroll, man-hours worked, inmate work assignments, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0450-521 
TITLE Inmate Statistical Analysis Record - Monthly 
DESCRIPTION Documents related to a wide range of inmate information gathered from the classification, nursing, and education divisions. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0207-521 
TITLE Inmate Substance Abuse Primary Treatment Operations Manual 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in collective manual of individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0371-521 
TITLE Inmate Substance Abuse Program Participation Notifications 
DESCRIPTION Copy of form letter sent to parole boards indicating an inmate's participation in Alcoholic Anonymous or Narcotics Anonymous programs. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0362-521 
TITLE Inmate Substance Abuse Treatment Attendance Sheets 
DESCRIPTION Log of attendance at Alcoholic Anonymous or Narcotics Anonymous meetings. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0206-521 
TITLE Inmate Substance Abuse Treatment Files 
DESCRIPTION Documents of an individual inmate's substance abuse treatment program. 
RETENTION See Comments 
COMMENTS Retain until inmate completes or terminates treatment program, then merge with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0361-521 
TITLE Inmate Substance Abuse Treatment Participation Records 
DESCRIPTION Card file index to inmates participating in Alcoholic Anonymous or Narcotics Anonymous programs. 
RETENTION See Comments 
COMMENTS Retain until information is no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0208-521 
TITLE Inmate Substance Abuse Treatment Program Participant Log 
DESCRIPTION Log of individual participation in substance abuse treatment programs: inmate name and number, ADAPT number, date, completion date, comments, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0209-521 
TITLE Inmate Suspended Card File 
DESCRIPTION Inmates who have suspended sentences: inmate name and number, date, action taken, comments, sentence imposed, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to individual "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0152-521 
TITLE Inmate Sworn Statements 
DESCRIPTION Formal statements submitted by either the accused or the witness in an investigation proceeding. 
RETENTION See Comments 
COMMENTS Merge with "Disciplinary Case Files" when appropriate and retain/dispose of them in conjunction therewith. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0420-521 
TITLE Inmate Transportation Log - Medical 
DESCRIPTION Documents of medical requirements resulting in transportation of individual inmates. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0144-521 
TITLE Inmate Visitation Logs 
DESCRIPTION Logged records of inmate visits: visitor's name, address, date, time, inmate's name and number, comments by officer, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0313-521 
TITLE Inmate Visitation Records 
DESCRIPTION Documents regarding individual inmate's visiting privileges. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then merge with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0154-521 
TITLE Inmate Work Assignment Records 
DESCRIPTION Listing of inmate work assignments: inmate name and number, pay classification, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0131-521 
TITLE Inmate Work Assignment Reports - Daily 
DESCRIPTION Documents of hours worked by each inmate in detail. 
RETENTION 003 fisc yrs 
COMMENTS Retain until report is complete, then transfer to inmate payroll clerk. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0193-521 
TITLE Inmate Work Attendance Log 
DESCRIPTION Documents relating to the daily work attendance of inmates: inmate's name, days worked, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0173-521 
TITLE Inmate Work Data Sheet 
DESCRIPTION Documents relating to inmate employment, work schedule, and transportation. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0178-521 
TITLE Inmate Work Detail Logs - Outside 
DESCRIPTION Documents detailing inmate outside work activity: inmate's name and number, time-in/out, control center officer, and date. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0264-521 
TITLE Inmate Work Detail Records 
DESCRIPTION Documents related to the daily work detail crews: needs assessment, work requests, man-hours worked, monthly reports, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0126-521 
TITLE Inmate Work Detail Roster - Daily 
DESCRIPTION Documents relating to individual inmate work detail. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0177-521 
TITLE Inmate Work Release Program Information 
DESCRIPTION Documents detailing approved inmate employment and work release program participation. 
RETENTION See Comments 
COMMENTS Retain until superseded or inmate completes work release assignment, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0175-521 
TITLE Inmate Work Release Program Participation 
DESCRIPTION Documents relating to individual inmate participation in the work release programs: budget sheets, conditions of work release agreements, employment verification, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate completes work release program plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0531-521 
TITLE Inmate mail records 
DESCRIPTION Includes opened inmate mail lists, inmate mail review log books, postage stamp issuance logs, legal mail logs, and other related materials regarding contraband, censored material, confiscation of material, and the general handling and control of mail sent to and received by inmates. 
RETENTION 003 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A 45-221(a)(10), K.S.A. 45-221(a)(12), K.S.A. 45-221(a)(29) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0239-521 
TITLE Interstate Compact Transfer Summary Records 
DESCRIPTION Summary documents relating to inmates considered for interstate transfer. 
RETENTION See Comments 
COMMENTS Retain until inmate is transferred, then place information for incoming inmates in inmate file - for those transferring from, send information to appropriate state correctional system. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0466-521 
TITLE Inventory Records - Inmate Files 
DESCRIPTION Documents related to the inventory of inmate files moved to other facilities. 
RETENTION See Comments 
COMMENTS Retain for 5 years after inmate has left facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0235-521 
TITLE Inventory Records - Medical Supplies 
DESCRIPTION Documents detailing amounts and types of medical supplies distributed to security observation areas within the facility. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0234-521 
TITLE Inventory Records - Narcotic Drugs 
DESCRIPTION Documents relating to narcotic drugs housed at the facility: volume of narcotics, date ordered, date received, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0219-521 
TITLE Inventory Records - Weapons, Ammunition, and Restraints 
DESCRIPTION Documents related to security equipment inventory management: number of weapons, ammunition, chemical agents, scat equipment, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0396-521 
TITLE Inventory Requisition Record 
DESCRIPTION Documents related to the monitoring of departments and divisions purchasing requests. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0465-521 
TITLE Islamic Information Records 
DESCRIPTION Documents relating to the Islamic religion for inmates and staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0138-521 
TITLE Key Control Inventory Records 
DESCRIPTION Documents relating to the location of key sets around the entire facility. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0314-521 
TITLE Key Issuance Log 
DESCRIPTION Documents relating to the control and issuing of facility key sets. 
RETENTION See Comments 
COMMENTS Retain until log sheet is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0221-521 
TITLE Key and Flashlight Issuance Log 
DESCRIPTION Documents relating to the control and issuing of facility security key sets and flashlights. 
RETENTION See Comments 
COMMENTS Retain until log sheet is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0530-521 
TITLE Laundry Records 
DESCRIPTION Logs and other records regarding the tracking and handling of inmate laundry. 
RETENTION 001 calendar year 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-174 

SERIES ID 0498-521 
TITLE Legal Case Files 
DESCRIPTION Documents and supporting material related to legal litigation: disposition, investigation reports, interrogation reports, court pleadings, correspondence, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 5 years, then transfer to the State Archives for purging of duplicate material. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0359-521 
TITLE Library Accession Register 
DESCRIPTION Documents detailing library accessions: accession number, author, title, publisher, year, source, etc. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0357-521 
TITLE Library Appointment Schedules - Law 
DESCRIPTION Internal forms and calendars used to schedule inmate appointments to use the law library. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0306-521 
TITLE Library Circulation Statistical Records 
DESCRIPTION Documents related to statistical data gathered on library usage. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0356-521 
TITLE Library Databases 
DESCRIPTION Documents relating to acquisition, accession, circulation, and other routine administrative operations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0360-521 
TITLE Library Detail Job Interview Sheets 
DESCRIPTION Documents relating to interviews of inmates for privileges of working in the library. 
RETENTION 003 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0307-521 
TITLE Library Material Inventory List 
DESCRIPTION Documents relating to an annual inventory of all library material. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0358-521 
TITLE Library Use Records 
DESCRIPTION Documents of law library's material usage including book and periodical check-outs, interlibrary loan, law library appointments and sign-ins, photocopies, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0292-521 
TITLE Meal Count Sheets 
DESCRIPTION Daily count of the number of individuals eating at Kansas Correctional Facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0279-521 
TITLE Meal Ticket Records 
DESCRIPTION Documents regarding meals sold to employees and other non-residents. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0390-521 
TITLE Mechanical Services Log 
DESCRIPTION Wide variety of logs created separately, but stored together: gas and oil report, parts log, tool control log, oil change log, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0455-521 
TITLE Media Requests Records 
DESCRIPTION Documents regarding requests by the media to interview individual inmates. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0278-521 
TITLE Obligation Reports 
DESCRIPTION Monthly internal computer reports regarding agency/institution financial status. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0222-521 
TITLE Outside Patrol Check Log 
DESCRIPTION Documents relating to outside patrol person security checks. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0345-521 
TITLE Parole Hearing Case Material 
DESCRIPTION Documents relating to the facility's parole hearings: public comments, correspondence, document list, parole hearing notes, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0256-521 
TITLE Parole Investigation Records 
DESCRIPTION Documents related to the pre-parole investigation period: parole eligibility recommendations, correspondence, compact applications, chronological notes, parole reports, etc. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure with Department of Corrections plus 1 year, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0441-521 
TITLE Payroll Direct Deposit Authorization Records 
DESCRIPTION Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. 
RETENTION See Comments 
COMMENTS Retain until no longer in effect plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0214-521 
TITLE Payroll Expenditure Computer Reports 
DESCRIPTION Internal monthly computer printout summarizing employee payroll: warrant registers, budgetary accounts, funding adjustments, agency expenditures, payroll verification, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0094-521 
TITLE Penal Institution Files 
DESCRIPTION Documents related to the activities and projects performed by each penal institution under the SW Operation division supervision: employee unions, surplus property, inspection reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0246-521 
TITLE Physical Therapist Files 
DESCRIPTION Documents relating to inmate physical therapy: time sheets, recreational schedules, activity descriptions, weekly activity rosters, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0392-521 
TITLE Printing Logs 
DESCRIPTION Wide variety of logs created separately, but stored together: shop press log, caustic/toxic material log, shipping log, etc. 
RETENTION See Comments 
COMMENTS Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0243-521 
TITLE Program Management Committee Dockets 
DESCRIPTION Documents relating to a committee assigned to discuss and determine final recommendations on highly controversial inmate issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0204-521 
TITLE Programs records 
DESCRIPTION Administrative records from a wide range of inmate-led and state-sponsored programs: correspondence, program evaluations, minutes, agendas, attendance and sign-in information, and other related materials. Includes pre-release programs. This record series does not include information about specific inmates' progress. 
RETENTION See comments 
COMMENTS Retain attendance records and sign-in sheets for any program for 1 fiscal year, then destroy and/or delete. Retain all other records for 3 fiscal years, then contact State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(29) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0397-521 
TITLE Purchasing Records - Property Order Control Record 
DESCRIPTION Sequential numbering of purchasing order account: date, purchase order issued, number, description of property, date, voucher number, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0317-521 
TITLE Radio (Hand-Held) Checkout Log 
DESCRIPTION Logged reports of issued hand-held radios to authorized correctional officers and staff. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0129-521 
TITLE Radio Usage Log 
DESCRIPTION A facility security activity log: radio traffic - call letters, and person using radio - date, time, shift supervisor, movements, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0315-521 
TITLE Security Logs - General 
DESCRIPTION Wide variety of logs created separately, but stored together: see Visitation Log, Weapons Log, Segregation and Disciplinary Log, Inmate Movement Log, etc. 
RETENTION See Comments 
COMMENTS Retain according to specific type of log as described in separate schedule entries. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0151-521 
TITLE Shakedown and Searches Files 
DESCRIPTION Documents relating to the shakedown and search of inmates and their property including the searcher's name, date, time, items found, inmate's name and number, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0508-521 
TITLE Special Management Notes 
DESCRIPTION Documents used for security references also known as the "hot sheet." 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then place in respective "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0299-521 
TITLE Subject Files - Classification and Records 
DESCRIPTION Documents covering a wide range of issues: correspondence, minutes, time sheets, surveys, inmate populations, counseling reports, attendance reports, etc.. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the State Archives for appraisal--if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0399-521 
TITLE Subject Files - Correctional Emergency Response Team 
DESCRIPTION Wide variety of routine administrative issues: types of weapons, officer's name, leader meeting minutes, correspondence, applications, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0265-521 
TITLE Subject Files - Disciplinary 
DESCRIPTION Wide variety of documents related to disciplinary issues: sentence notification, correspondence, fines, dispositions, returned evidence material documents, disciplinary reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. PORTIONS MAY BE RESTRICTED. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0295-521 
TITLE Subject Files - Food Service 
DESCRIPTION Documents covering a wide range of food service operation issues: correspondence, medication sheets, food orders, weekly cleaning sheets, leftover list, walk-in refrigerator temperature log, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0499-521 
TITLE Subject Files - Legal 
DESCRIPTION Wide variety of documents and related material related to legal issues: good time, inmate religion, legal exercises, sex harassment, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. PORTIONS MAY BE RESTRICTED. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4)(10)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0230-521 
TITLE Subject Files - Library 
DESCRIPTION Documents covering a wide range of library issues: work orders, receiving reports, books arrived check list, and other related material. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0323-521 
TITLE Subject Files - Medical 
DESCRIPTION Documents relating to a wide range of inmate medical issues: medication and medical supply lists, correspondence, needle counts, AIDs information, x-ray bills, education material, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0302-521 
TITLE Subject Files - Mental Health 
DESCRIPTION Documents covering a wide range of mental health issues: training programs, budgetary material, personnel information, notes, inmate recommendations, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0489-521 
TITLE Subject Files - Parole 
DESCRIPTION Wide array of documents related to a range of parole issues: compact statistics, Kansas Parole hearings, unusual occurrences, jail standards, inmate grievances, parole supervision meetings, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer needed, then transfer to the State Archives for purging of duplicate material. PORTIONS MAY BE RESTRICTED. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0231-521 
TITLE Subject Files - Recreation 
DESCRIPTION Documents covering a wide variety of recreation and activity issues: lesson plans, correspondence, work orders, inventories, training material, minutes, photographs, monthly reports, warranties, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the State Archives appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0179-521 
TITLE Syringe Count Log 
DESCRIPTION Logged record relating to the safety, security, and accountability of medical needles: types of needles, blades, syringes, dates, inmate numbers, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0143-521 
TITLE Tactical Observation and Sniper Squad (T.O.S.S.) Records 
DESCRIPTION Documents relating to the selection of and training of the T.O.S.S. unit. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0319-521 
TITLE Telephone Directory - Security 
DESCRIPTION Documents relating to internal and external telephone numbers of facility security personnel. 
RETENTION See Comments 
COMMENTS Retain until no longer needed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0111-521 
TITLE Telephone Number Reference Cards 
DESCRIPTION Telephone numbers of individuals who are contacted frequently by the director. 
RETENTION See Comments 
COMMENTS Destroy or update card as telephone number becomes obsolete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0244-521 
TITLE Telephone and Address Directory 
DESCRIPTION Documents relating to internal telephone numbers as well as a variety of frequent contacted telephone numbers and addresses. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0140-521 
TITLE Telephone and Intercom Directory 
DESCRIPTION Documents relating to internal telephone and intercom numbers as well as departmental-wide telephone numbers. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0320-521 
TITLE Tool Control Records 
DESCRIPTION Documents of tools checked out and in -- used for security control purposes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0103-521 
TITLE Traffic Control Logs - Non-Resident 
DESCRIPTION Documents relating to non-resident movements in and out of the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0415-521 
TITLE Vehicle Operation Log - Security 
DESCRIPTION Documents relating to vehicle movement in and out of the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0172-521 
TITLE Volunteer Files 
DESCRIPTION Documents relating to both individual volunteers and volunteer participation by the inmates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(29) K.S.A. 22-4707 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0398-521 
TITLE Warehouse Receiving Log 
DESCRIPTION Documents indicating received shipments into the institutional warehouse. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0395-521 
TITLE Weapons Qualification Card Files 
DESCRIPTION Documents of officers' qualifications to use weapons: name, test scores, dates, and instructors. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then place in individual "Employee Personnel Training File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0393-521 
TITLE Weapons Qualification Records - Firing Range Log 
DESCRIPTION Documents of individual scores at the weapons firing range: date, name, scores, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0394-521 
TITLE Weapons Qualification Records - Firing Range Score Cards 
DESCRIPTION Documents of individual officers firing scores--information then recorded in "Weapons Qualification Records - Firing Range Log." 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0321-521 
TITLE Weapons, Ammunition, and Restraints Logs 
DESCRIPTION Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0312-521 
TITLE Weapons, Ammunition, and Restraints Logs - Chemical Agents 
DESCRIPTION Documents regarding storage, issuance, and control of chemical agents and related equipment. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0128-521 
TITLE Weapons, Ammunition, and Restraints Logs - Control Center Emergency 
DESCRIPTION Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0262-521 
TITLE Weapons, Ammunition, and Restraints Logs - Emergency Equipment 
DESCRIPTION Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0385-521 
TITLE Work Register - Daily 
DESCRIPTION Daily register of maintenance supervisors work accomplishments. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0386-521 
TITLE Work Schedules and Reports - Weekly 
DESCRIPTION Schedules and reports associated with maintenance, renovation and new construction projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0516-521 
TITLE X-Ray Film 
DESCRIPTION X-Ray film produced on inmates during the course of medical treatment. 
RETENTION See Comments 
COMMENTS Retain 5 years from the date the film was taken, unless determined longer by the Department of Correction's legal staff or medical services provider. Disposition of the film will be through a silver reclamation project. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

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