Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-100 (Local Government Records. General Schedule/All Offices)

Page 2 of 2 showing 12 records of 112 total, starting on record 101
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Agency Number: 000-100
Local Government Records
General Schedule/All Offices

This is the general agency code for Local Records series.

SERIES ID	0092-100
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	005 fisc yrs
COMMENTS	See also Vouchers and Requisitions, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0094-100
TITLE	Vital Statistics Records
DESCRIPTION	Registers, certificates, and statistical summaries of births, deaths, and marriages.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0095-100
TITLE	Voice Mail Messages
DESCRIPTION	Sound recordings produced by a voice mail system designed to leave messages for the receiver.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0097-100
TITLE	Vouchers - Journal
DESCRIPTION	Forms used to adjust financial account balances.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0098-100
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0099-100
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0096-100
TITLE	Vouchers and Requisitions - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0100-100
TITLE	Word Processing Files
DESCRIPTION	Electronic copies of documents produced with word processing programs.
RETENTION	See Comments
COMMENTS	When electronic documents are only copy, disposition must be in accordance with an approved schedule entry for the specific records series. When used to produce a hard copy that is maintained according to approved schedule delete when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0101-100
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0102-100
TITLE	Worker's Compensation Files
DESCRIPTION	Correspondence, reports, financial records, and other records used to document a worker's compensation claim.
RETENTION	See Comments
COMMENTS	Retain full and final settlement (closed) files 5 calendar years, then destroy. Retain future medical or benefit payment files (open) until closed plus 5 calendar years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Exempt from HIPAA Act Sec. 164.512(l) and (a); 5 USC 552(a); KSA 44-515(d)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0103-100
TITLE	Worker's Compensation Self-Insurance Permit Files
DESCRIPTION	Includes application, permit, and supporting documents for permit issued by Kansas Department of Human Resources, Workers Compensation Division.
RETENTION	See Comments
COMMENTS	Retain until cancelled or expired, plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

Agency Number: 000-100
Local Government Records
General Schedule/All Offices
Human Resources

This is the general agency code for Local Records series.

SERIES ID	0242-000
TITLE	Americans with Disabilities Act (ADA) Documentation
DESCRIPTION	Employee requests for reasonable accommodations and doctor's explanations as required for compliance with the Americans with Disabilities Act. Includes information regarding what is needed to make reasonable accommodations for individuals. Also includes any questions employees might have as well as documentation of any meetings, notifications, communications and training materials. Records may be paper or electronic.
RETENTION	6 Cld years after completion or denial
COMMENTS	Contains protected health information (PHI) and medical information, records must be maintained separately from the personnel file and do not include any complaints filed.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4), & HIPAA Privacy Rule, 45 CFR Parts 160 and 164.
APPROVED	2016-10-20
K.A.R. NUMBER

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