Kansas Records Retention Schedules
Results of Query:
Agency Code: 000 (All General Schedules)
Search Type: State Records
Page 1 of 1 showing 111 records of 111 total,
starting on record 1
Agency Number: 000-001
State General Retention and Disposition Schedule
Administrative
SERIES ID |
0228-000 |
TITLE |
Administrative Rules and Regulations Files |
DESCRIPTION |
Records related to the process of proposing administrative rules and regulations (KARs) for adoption. May include drafts and final copies of proposed, revised, and/or revoked regulations, correspondence, legislation and bills affecting creation of regulations, meeting minutes and sign-in sheets from public hearings, notices of meetings, audio and video recordings, and other related records. |
RETENTION |
See Comments |
COMMENTS |
Maintain records in office for 3 calendar years per KSA 77-421(d), or until regulation is revoked, whichever is longer. Transfer meeting minutes, drafts and final copies of regulations, and correspondence to the State Archives, destroy other documents. This retention and disposition schedule does not affect the Secretary of State's, Attorney General's, or Department of Administration's records created through their statutory review and filing responsibilities. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2012-04-19
; Revised 2020-10-02 |
K.A.R. NUMBER |
53-2-171 |
SERIES ID |
0004-000 |
TITLE |
Agency Leadership Files |
DESCRIPTION |
Correspondence, reports, budgets, schedules, etc. of agency directors, assistant directors, or key policy decision-makers relating to the administration and operation of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until individual leaves position, then contact archives for appraisal - if not accepted, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(4)(6)(12)(14)(15)(20)(21)(22)(25)(27)(30)(32)(33)(45), KSA 60-426 |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0005-000 |
TITLE |
Annual and Special Reports |
DESCRIPTION |
General and specific reports on agency activities. |
RETENTION |
3 fiscal years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0008-000 |
TITLE |
Attorney General Opinions |
DESCRIPTION |
Opinions, letters of advice, copies of legislative bills, correspondence, research materials, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law. |
RETENTION |
5 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0009-000 |
TITLE |
Audit Reports |
DESCRIPTION |
Results of audits conducted by Legislative Division of Post-Audit and other state and/or federal auditing agencies. |
RETENTION |
5 fiscal years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0015-000 |
TITLE |
Board Packets |
DESCRIPTION |
Agenda, minutes, background information, etc. relating to meetings of a board or commission. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years, then transfer 1 packet to the archives and destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 75-4319 |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0022-000 |
TITLE |
Committee Files |
DESCRIPTION |
Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0027-000 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. These may include Capstone or non-Capstone account correspondence. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until employee leaves position, then retain permanently or transfer to an archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0028-000 |
TITLE |
Correspondence - Routine |
DESCRIPTION |
Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain only to routine matters and are not identified in another record series. |
RETENTION |
See Comments |
COMMENTS |
Retain until business is completed, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0251-000 |
TITLE |
Correspondence - Specific |
DESCRIPTION |
Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain to a specific government function. |
RETENTION |
See Comments |
COMMENTS |
Retain according to associated general or agency schedule entry (Ex: retain correspondence related to budget preparation files according to series 0016-000). |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0029-000 |
TITLE |
Customer Survey Forms |
DESCRIPTION |
Surveys compiled on customer satisfaction with the quality of service provided. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2002-07-18
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-131 |
SERIES ID |
0131-000 |
TITLE |
Governor's Proclamations |
DESCRIPTION |
Copies of proclamations issued by the Governor's Office related to various agency activities and functions. |
RETENTION |
5 calendar years |
COMMENTS |
Governor's Office maintains the original copy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2006-04-13
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-147 |
SERIES ID |
0052-000 |
TITLE |
Hearing and Meeting Transcripts and Electronic Media Recordings |
DESCRIPTION |
Transcripts, notes, and audio/visual recordings of agency hearings and meetings. |
RETENTION |
See Comments |
COMMENTS |
Retain 90 days, then transfer transcripts to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0069-000 |
TITLE |
Legislative Relations Files |
DESCRIPTION |
Copies of bills, drafts of legislation, notes, correspondence, testimony etc. relating to various legislative activities. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0071-000 |
TITLE |
Litigation Case Files |
DESCRIPTION |
Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities. |
RETENTION |
See Comments |
COMMENTS |
Retain precedent-setting litigation records not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives. Retain all other litigation records 5 years after case is closed, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), KSA 60-226, and KSA 60-426. Other restrictions may also apply for an individual agency. |
APPROVED |
2015-03-26
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-184 |
SERIES ID |
0074-000 |
TITLE |
Memoranda of Understanding or Agreement - Interagency |
DESCRIPTION |
Formal agreements reached between state, local, and/or federal agencies. Includes correspondence and other materials related to the adoption of an agreement or any amendments. |
RETENTION |
See Comments |
COMMENTS |
Retain until agreement becomes inactive plus 5 calendar years, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(14)(20)(25) |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0075-000 |
TITLE |
Minutes |
DESCRIPTION |
Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0076-000 |
TITLE |
Organizational Charts |
DESCRIPTION |
Records documenting the agency's current and proposed organizational structure. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0087-000 |
TITLE |
Policies and Procedures |
DESCRIPTION |
Original copies of policies and procedures which govern the operations of the agency. |
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 |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0088-000 |
TITLE |
Professional Organizations Files |
DESCRIPTION |
Documents relating to membership/participation in professional organizations. |
RETENTION |
2 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0095-000 |
TITLE |
Records Management Records |
DESCRIPTION |
Documents related to the management of agency records including completed survey forms, inventories, schedules, destruction notices, and other miscellaneous materials such as correspondence or reference materials. |
RETENTION |
See Comments |
COMMENTS |
Retain destruction notices permanently. Retain all other materials until superseded, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0249-000 |
TITLE |
Records of Unusual Importance or Exceptional Historical Interest |
DESCRIPTION |
Records that depict important unique situations of continuing interest, important policy transactions or decisions, or unusual noteworthy events. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0098-000 |
TITLE |
Request for Access to Records |
DESCRIPTION |
Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. |
RETENTION |
5 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0099-000 |
TITLE |
Schedules - Office Activities |
DESCRIPTION |
Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activies, vehicles, meeting rooms, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until business is completed, then destroy. Schedules of agency directors should be retained according to series 0004-000. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0108-000 |
TITLE |
Strategic Planning Files |
DESCRIPTION |
Variety of documents relating to the strategic planning process for the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0246-000 |
TITLE |
Training Records |
DESCRIPTION |
Correspondence, reports, and other records relating to the operation of training programs sponsored or performed by agency personnel to external organizations and individuals. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years or until superseded, whichever is sooner, then destroy. (See also Employee Training Records and Employee Training Course Materials) |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2017-01-19
; Revised 2020-04-27 |
K.A.R. NUMBER |
53-2-194 |
Agency Number: 000-002
State General Retention and Disposition Schedule
Fiscal
SERIES ID |
0001-000 |
TITLE |
Accounts Payable Records |
DESCRIPTION |
Records related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0002-000 |
TITLE |
Accounts Receivable Records |
DESCRIPTION |
Records related to the collection of payments due the agency: copies of invoices, correspondence, receipts, receipt books, cash reports, ledgers, DA-32 forms, etc. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0012-000 |
TITLE |
Banking Records |
DESCRIPTION |
Bank statements, deposit books and slips, check registers, and canceled checks. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0014-000 |
TITLE |
Bid Records |
DESCRIPTION |
Records related to requests for proposals, bids, quotations, or estimates. |
RETENTION |
See Comments |
COMMENTS |
Retain successful bids until expiration of contract plus 5 fiscal years, then destroy. Retain unsuccessful bids 5 fiscal years, then destroy. See also Accounts Payable Records and Contracts. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0016-000 |
TITLE |
Budget Preparation Files - Annual |
DESCRIPTION |
Documents used in the preparation of annual agency budget: correspondence, draft budget requests, reports, notes, and other miscellaneous materials. |
RETENTION |
5 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-03-26
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-184 |
SERIES ID |
0017-000 |
TITLE |
Budget Requests and Appeals - Annual |
DESCRIPTION |
Copies of budgets and supporting documents submitted yearly to the state legislature for approval and subsequent appeals. |
RETENTION |
5 fiscal years |
COMMENTS |
State Archives considers copies transferred through the Division of Budget to be the official record copy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-03-26
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0019-000 |
TITLE |
Business Procurement Card Documentation |
DESCRIPTION |
Original statements, receipts, logs, etc. detailing the types of purchases made by an agency through the business procurement card procedure. |
RETENTION |
5 fiscal years |
COMMENTS |
The Office of Accounts and Reports does not maintain the original copies. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0026-000 |
TITLE |
Contracts |
DESCRIPTION |
Legal agreements and supporting records signed by the agency and one or more parties for property use, products, or services. |
RETENTION |
See Comments |
COMMENTS |
Retain until expiration of contract plus 5 calendar years, then destroy. See also Accounts Payable Records and Bid Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0034-000 |
TITLE |
Delegated Audit Authority Vouchers |
DESCRIPTION |
Original payment vouchers specifying purchases made by an agency with delegated audit authority. |
RETENTION |
5 fiscal years |
COMMENTS |
The Office of Accounts and Reports does not maintain the original copies. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2020-09-22 |
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0118-000 |
TITLE |
Employee Travel Records |
DESCRIPTION |
Records related to employee travel, including, but not limited to travel requests and authorizations, receipts, and reimbursements. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0106-000 |
TITLE |
Financial Management System Reports |
DESCRIPTION |
Computer reports regarding agency financial status issued on a daily, monthly, and/or yearly basis from the Office of Accounts and Reports to the Statewide Management Accounting and Reporting Tool (SMART). |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or business is completed, then destroy. Schedule does not apply to originals maintained at the Office of Accounts and Reports. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0239-000 |
TITLE |
Grant Files - Grants Administered by State Agencies |
DESCRIPTION |
Records regarding the administration of grants awarded by a Kansas state agency to other state agencies and/or local entities. May include applications, correspondence, financial documentation, reports, and other related materials from managing individual grants. Also includes records related to the overall grant program administration, which may include but is not limited to drafts of materials, dissemination information, reference information, grant program rules and guidelines, and summary reports of program outcomes. |
RETENTION |
See Comments |
COMMENTS |
Retain individual grant files until final reports are received and audits, if necessary, performed + 1 year, then destroy. Retain unfunded grant applications for 1 year after decisions made and appeals, if any, completed, then destroy. Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2015-03-26
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-184 |
SERIES ID |
0238-000 |
TITLE |
Grant Files - Grants Applied for by State Agencies |
DESCRIPTION |
Applications, supporting documentation, correspondence, and other records relating to federal, state, and private grants applied for by a Kansas state agency. Includes both funded and unfunded/unaccepted grant application records. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 fiscal years after the end of the grant period, then transfer initial grant application and any annual and final reports to the State Archives; destroy the remaining documents. Destroy unsuccessful grant applications 5 fiscal years after notification application was not accepted. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2015-03-26
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-184 |
SERIES ID |
0053-000 |
TITLE |
Imprest Fund |
DESCRIPTION |
Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA-152 form "Checkbook Record--Imprest Fund." Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 forms, copies of supporting documentation and records on monthly reconciliations of fund. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2009-01-08
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-158 |
SERIES ID |
0068-000 |
TITLE |
Ledgers - General |
DESCRIPTION |
General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget. |
RETENTION |
3 fiscal years |
COMMENTS |
This series includes only internal documents. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0070-000 |
TITLE |
Lists of Outstanding Obligations |
DESCRIPTION |
Copies of forms submitted to the Office of Accounts and Reports to encumber funds from current fiscal year to pay for goods or services to be received during the following fiscal year. |
RETENTION |
2 fiscal years |
COMMENTS |
This series does not apply to the Office of Accounts and Reports. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2004-01-08
; Revised 2020-08-17 |
K.A.R. NUMBER |
53-2-137 |
SERIES ID |
0082-000 |
TITLE |
Photocopy Meter Reading Records |
DESCRIPTION |
Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines. |
RETENTION |
1 fiscal year |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2020-09-22 |
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0107-000 |
TITLE |
Statements of Lost Warrants |
DESCRIPTION |
Copies of DA-6 forms used to request re-issues of lost warrants. |
RETENTION |
1 fiscal year |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
Agency Number: 000-003
State General Retention and Disposition Schedule
Communications
SERIES ID |
0089-000 |
TITLE |
Agency Event Records |
DESCRIPTION |
Programs, invitations, planning materials, and other records related to agency events, ceremonies, or official functions. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 fiscal years, then transfer 1 copy of program/invitation/final product(s) of significant events to the archives. Destroy remaining materials as well as those related to routine events. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0072-000 |
TITLE |
Contact Information |
DESCRIPTION |
Mailing lists, email distribution lists, databases, and other records related to the contact details of constituents and others with whom the agency regularly communicates. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or obsolete, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(49) and KSA 45-230 |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0064-000 |
TITLE |
Kansas Register Submissions |
DESCRIPTION |
Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices, or other documents required by law to be submitted to the Kansas Register for publication. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 calendar year after submission, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0132-000 |
TITLE |
Legal and Public Notices |
DESCRIPTION |
Announcements published in the Kansas Register and the official newspapers to notify the general public of legal matters. |
RETENTION |
5 calendar years |
COMMENTS |
The Kansas Register is maintained permanently by the KSHS and the State Library. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2006-04-13
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-147 |
SERIES ID |
0227-000 |
TITLE |
Notices of Meetings |
DESCRIPTION |
Records related to notifying the public regarding an open meeting, including those notices mandated through the Kansas Open Meetings Act (KOMA). |
RETENTION |
1 calendar year from date issued |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-10-13
; Revised 2020-11-05 |
K.A.R. NUMBER |
53-2-169 |
SERIES ID |
0083-000 |
TITLE |
Photographic and Video Materials |
DESCRIPTION |
Photographs, negatives, slides, films, videotapes, and electronic recordings produced by or for the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until business is completed, then transfer all materials documenting agency history, significant programs, events, or projects to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0085-000 |
TITLE |
Postal Records |
DESCRIPTION |
Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2020-11-05 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0086-000 |
TITLE |
Press Releases |
DESCRIPTION |
Public information issued to the news media to inform the public about the agency's activities and accomplishments. |
RETENTION |
5 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0252-000 |
TITLE |
Publication Development Files |
DESCRIPTION |
Drafts, research materials, artwork, and other records related to the development, design, and production of agency-created publications. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 calendar year after completion of project, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0091-000 |
TITLE |
Publications |
DESCRIPTION |
Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform staff and/or a constituency about the activities of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 1 calendar year, then transfer 2 copies to the archives and destroy the remainder. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-01-18
; Revised 2020-12-01 |
K.A.R. NUMBER |
53-2-107 |
SERIES ID |
0103-000 |
TITLE |
Speeches and Writings |
DESCRIPTION |
Drafts and final versions of agency-related speeches, articles, talks, and other formal public communications published or given at meetings and conferences by agency directors, assistant directors, or key policy decision-makers. |
RETENTION |
5 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
; Revised 2022-02-28 |
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0114-000 |
TITLE |
Telecommunications Logs and Reports |
DESCRIPTION |
Registers and reports listing all incoming and outgoing telephone calls. |
RETENTION |
6 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-01-18
; Revised 2020-11-05 |
K.A.R. NUMBER |
53-2-107 |
Agency Number: 000-004
State General Retention and Disposition Schedule
Facilities Management
SERIES ID |
0018-000 |
TITLE |
Building and Grounds Maintenance Records |
DESCRIPTION |
Records associated with routine repairs and maintenance to facilities and grounds owned or operated by the state. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 fiscal years or until warranty is expired, then destroy. See also Work Orders and Logs. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0033-000 |
TITLE |
Deeds for Real Estate |
DESCRIPTION |
Legal documents pertaining to the ownership of real property by state agencies. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0065-000 |
TITLE |
Employee Access Records |
DESCRIPTION |
Records related to the issuance of keys, identification cards, building passes or similar instruments of access to agency facilities or equipment and maintained for accountability purposes. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years after superseded, date of termination, or date of expiration, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0047-000 |
TITLE |
Equipment Maintenance and Ownership Records |
DESCRIPTION |
Records related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain for life of the equipment, then transfer to new owner or destroy as appropriate. See also Equipment Operation Records and Vehicle Maintenance and Ownership Records. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0048-000 |
TITLE |
Equipment Operation Records |
DESCRIPTION |
Records related to the use of agency equipment (e.g. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, computers, printers, scanners, etc. |
RETENTION |
3 fiscal years |
COMMENTS |
See also Equipment Maintenance and Ownership Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0057-000 |
TITLE |
Inter-Agency Work Orders |
DESCRIPTION |
Forms used to request and record the performance of services from another state agency. |
RETENTION |
1 fiscal year |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0060-000 |
TITLE |
Inventory Records - Expendable Property |
DESCRIPTION |
Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0061-000 |
TITLE |
Inventory Records - Non-Expendable Property |
DESCRIPTION |
Records related to capital equipment inventory management: DA-82 and DA-87 forms, monthly inventory reports, computer reports from the Department of Administration, internal documents, correspondence, copies of original purchase records, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded by new inventory plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2009-01-08
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-158 |
SERIES ID |
0066-000 |
TITLE |
Leases - Real Property and Capital Equipment |
DESCRIPTION |
Records 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 |
1988-07-14
; Revised 2021-01-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0073-000 |
TITLE |
Material Safety Data Sheets |
DESCRIPTION |
Records related to precautions taken for the safe handling of various hazardous chemicals used in the routine operation of a facility. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR § 1910.1200. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0090-000 |
TITLE |
Property Disposition Records - Non-Expendable |
DESCRIPTION |
Records used to remove capital equipment from agency inventory. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0100-000 |
TITLE |
Security Monitoring Records |
DESCRIPTION |
Security reports, logs, and audio/visual footage relating to routine security monitoring of the agency's buildings, vehicles, equipment, premises, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain records related to incidents requiring further investigation until the matter is resolved plus 6 calendar years, then destroy. Retain routine records in which no incident has occurred 90 days, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10) |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0119-000 |
TITLE |
Vehicle Maintenance and Ownership Records |
DESCRIPTION |
Records related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain for life of the vehicle, then transfer to subsequent owner or destroy as appropriate. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2021-01-04 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0120-000 |
TITLE |
Vehicle Operation Records |
DESCRIPTION |
Documents related to use of state-owned motor vehicles. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0122-000 |
TITLE |
Visitor Logs |
DESCRIPTION |
Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities. |
RETENTION |
90 days |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0130-000 |
TITLE |
Work Orders and Logs |
DESCRIPTION |
Internal documents used to request and record requests for the performance of maintenance or other services. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-075 |
Agency Number: 000-005
State General Retention and Disposition Schedule
Personnel
SERIES ID |
0253-000 |
TITLE |
Americans with Disabilities Act (ADA) Accommodation Requests |
DESCRIPTION |
Records related to employee requests for reasonable accommodations under the Americans with Disabilities Act. Includes requests, doctors' explanations, documentation of meetings, notifications, correspondence, and training materials. Does not include complaints. Records contain protected health information (PHI) and medical information and must be maintained separately from the personnel file. |
RETENTION |
See Comments |
COMMENTS |
Retain 6 calendar years after completion or denial, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3)(4)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164 |
APPROVED |
2021-07-15
|
K.A.R. NUMBER |
53-2-210 |
SERIES ID |
0254-000 |
TITLE |
Americans with Disabilities Act (ADA) Grievance Files |
DESCRIPTION |
Records related to investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years after grievance is settled, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3)(4)(11)(25)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164 |
APPROVED |
2021-07-15
|
K.A.R. NUMBER |
53-2-210 |
SERIES ID |
0006-000 |
TITLE |
Applications for Examination |
DESCRIPTION |
Standardized form developed by the Department of Administration's Office of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0039-000 |
TITLE |
Employee Attendance and Leave Records |
DESCRIPTION |
Records documenting time worked by individual employees and any deviations from normal work hours. Includes time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, leave requests and authorizations, etc. |
RETENTION |
5 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0036-000 |
TITLE |
Employee Personnel Files |
DESCRIPTION |
Records associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials. |
RETENTION |
See Comments |
COMMENTS |
Retain full personnel file for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Retain abstracted work history (appointment data and change of status information, consistent with sound HR practice and legal counsel advice of meeting regulatory needs), a summary log of background checks, employment start date, employment end date, position titles and dates in each position an additional 12 calendar years, then destroy. Retain abstracted payroll history (name, title, year, hours, and pay rate) 40 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(3)(4)(6)(9)(30) and KSA 22-4701 et seq. |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0038-000 |
TITLE |
Employee Position Descriptions |
DESCRIPTION |
Formal descriptions of duties and other characteristics of particular employment positions. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded plus 3 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0040-000 |
TITLE |
Employee Training Course Materials |
DESCRIPTION |
Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-01-18
|
K.A.R. NUMBER |
53-2-107 |
SERIES ID |
0041-000 |
TITLE |
Employee Training Records |
DESCRIPTION |
Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-01-18
|
K.A.R. NUMBER |
53-2-107 |
SERIES ID |
0042-000 |
TITLE |
Employee Withholding Allowance Certificates |
DESCRIPTION |
Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or termination of employment plus 4 calendar years (whichever is later), then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) and KSA 79-3234 |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0043-000 |
TITLE |
Employment Applications - Not Hired |
DESCRIPTION |
Applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4)(6) |
APPROVED |
2009-01-08
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-158 |
SERIES ID |
0044-000 |
TITLE |
Employment Eligibility Verification Form |
DESCRIPTION |
Immigration and Naturalization Service (INS) form I-9 completed by employee verifying eligibility to work in the United States. |
RETENTION |
See Comments |
COMMENTS |
Retain for length of employee tenure plus 3 calendar years, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1998-01-08
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-114 |
SERIES ID |
0045-000 |
TITLE |
Equal Employment Opportunity Grievance Files |
DESCRIPTION |
Records related to discrimination charges concerning employment made against an agency and subsequent investigations. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years after grievance is settled, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4)(11)(25) |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0046-000 |
TITLE |
Equal Employment Opportunity Plans |
DESCRIPTION |
Records related to agency compliance with laws and regulations concerning Equal Employment Opportunity/Affirmative Action plans. |
RETENTION |
5 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0133-000 |
TITLE |
Exit Interviews |
DESCRIPTION |
Records related to discussions with employees leaving employment with an agency. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2021-04-15
|
K.A.R. NUMBER |
53-2-209 |
SERIES ID |
0255-000 |
TITLE |
Family and Medical Leave Act (FMLA) Records |
DESCRIPTION |
Employee requests and agency determinations for use of extended medical leave for personal or family-related emergencies. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years after completion or denial, then destroy. Retain any medical records pertaining to a workplace injury, illness, or exposure that leads to an OSHA investigation for the duration of employment plus 30 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(3), 29 CFR 825.500(g) |
APPROVED |
2021-10-21
|
K.A.R. NUMBER |
53-2-211 |
SERIES ID |
0102-000 |
TITLE |
Human Resources Management System Reports |
DESCRIPTION |
Computer reports concerning agency payroll issued on a periodic basis from the Office of Accounts and Reports to agencies in the Statewide Human Resource and Payroll System (SHaRP). |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0054-000 |
TITLE |
Income Tax Monitoring Files |
DESCRIPTION |
Work papers, logs, reconciliations and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments. |
RETENTION |
See Comments |
COMMENTS |
Retain 4 calendar years after date tax was due or paid then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
2002-07-18
|
K.A.R. NUMBER |
53-2-131 |
SERIES ID |
0077-000 |
TITLE |
Payroll Adjustment Records |
DESCRIPTION |
Copies of documents and supporting materials used to make adjustments in agency payroll accounts. |
RETENTION |
3 fiscal years |
COMMENTS |
This schedule does not apply to copies of these records maintained by the Office of Accounts and Reports. See also Payroll Deduction Authorization Records - General. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1993-07-15
; Revised 2020-08-27 |
K.A.R. NUMBER |
53-2-097 |
SERIES ID |
0078-000 |
TITLE |
Payroll Deduction Authorization Records - General |
DESCRIPTION |
Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1988-07-14
; Revised 2020-08-27 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0079-000 |
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 2 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0080-000 |
TITLE |
Payroll Warrant Registers |
DESCRIPTION |
Monthly listing of warrant checks issued to state agency employees for payroll purposes. |
RETENTION |
3 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1993-07-15
; Revised 2020-08-27 |
K.A.R. NUMBER |
53-2-097 |
SERIES ID |
0096-000 |
TITLE |
Recruitment Files |
DESCRIPTION |
Job announcements, postings, advertisements, outreach plans, and other records related to an agency's efforts to fill vacant positions. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(4) |
APPROVED |
1996-01-18
; Revised 2021-03-18 |
K.A.R. NUMBER |
53-2-107 |
Agency Number: 000-009
State General Retention and Disposition Schedule
Information Technology
SERIES ID |
0010-000 |
TITLE |
Audit Trail Files |
DESCRIPTION |
Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle. |
RETENTION |
See Comments |
COMMENTS |
Retain a minimum of 12 database/master file backup cycles, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0011-000 |
TITLE |
Automated Program Listing/Source Code |
DESCRIPTION |
Automated program code which generates the machine-language instructions used to operate an automated information system. |
RETENTION |
See Comments |
COMMENTS |
Retain for 3 system update cycles after is superseded or replaced, then destroy. |
DISPOSITION |
Detroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0023-000 |
TITLE |
Computer Run Scheduling Records |
DESCRIPTION |
Records used to schedule computer runs including daily schedules, run reports, and other records documenting the successful completion of a run. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer of administrative value to agency, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0024-000 |
TITLE |
Computer Software Licensing Files |
DESCRIPTION |
Documents proving the licensure and implementation of computer software programs by the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years after the contract or end user license agreement (EULA) has expired, or 5 years after the software is no longer installed, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0025-000 |
TITLE |
Computer Usage Logs |
DESCRIPTION |
Logs documenting computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer of administrative value to agency, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0030-000 |
TITLE |
Data Administration Policies |
DESCRIPTION |
Records of data processing policies including those covering access and security, data retention and disposition, and data ownership. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, obsolete or replaced, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0031-000 |
TITLE |
Data Documentation/Data Dictionary Records |
DESCRIPTION |
Records generally created during system development or modication and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, local relationships, and origin of the date elements. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0032-000 |
TITLE |
Data System Specifications |
DESCRIPTION |
Records necessary for using the system, user guides, system or substem definitions, system flowcharts, program descriptions and documentation, job control or workflow records, system specifications, and input and output specifications. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0051-000 |
TITLE |
Hardware and Software Documentation |
DESCRIPTION |
Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configurations, and equipment control systems. |
RETENTION |
See Comments |
COMMENTS |
Retain until the agency no longer uses related hardware or software and all data is tranferred to and made useable in the new hardware/software environment. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0056-000 |
TITLE |
Information Resources Management and Data Processing |
DESCRIPTION |
Agency IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision or related areas. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, obsolete or replaced, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0055-000 |
TITLE |
Information Technology Disaster Preparedness and Recovery Plans |
DESCRIPTION |
Records related to the protection and reestablishment of information technology services, equipment and data (back-up files) in case of a disaster. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded by revised plan, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0110-000 |
TITLE |
System Users Access Records |
DESCRIPTION |
Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, and password files. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer of administrative value to the agency, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0111-000 |
TITLE |
Tape Library Control Records |
DESCRIPTION |
Records to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings, control logs, and other data regarding the destruction of tape library electronic files. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0112-000 |
TITLE |
Technical Program Documentation |
DESCRIPTION |
Copy of program code/program flowcharts, program maintenance log, system change notices, original design documents, specifications, requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until all data in system has been migrated or destroyed. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0117-000 |
TITLE |
Test Database/Files |
DESCRIPTION |
Routine or benchmark data sets, related documentation, and test results contracted or used to test or develop a system. |
RETENTION |
See Comments |
COMMENTS |
Retain until the version of the system is no longer in use, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0128-000 |
TITLE |
Web Server Aggregate Reports |
DESCRIPTION |
Reports periodically generated from the Web transaction log data to indicate aggregate values and trends. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0129-000 |
TITLE |
Web Server Transaction Logs |
DESCRIPTION |
Raw data captured from the hypertext transfer protocol (HTTP) header during a Web transaction and stored in a log file. |
RETENTION |
006 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(12)(13)(14)(30) |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
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