Kansas Records Retention Schedules

Results of Query:

Agency Code: 000 (All General Schedules)
Search Type: State Records

Page 1 of 1 showing 128 records of 128 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(c), 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 2020-07-08
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)(4)(6)(12)(14)(15)(20)(21)(22)(27)(30)(32)(33)(45), KSA 60-426
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

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 and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0028-000
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	1996-01-18
K.A.R. NUMBER	53-2-107

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	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 year after publication, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

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

SERIES ID	0118-000
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

Agency Number: 000-002
State General Retention and Disposition Schedule
Fiscal

SERIES ID	0001-000
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0002-000
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

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	0013-000
TITLE	Batch Transmittal Forms
DESCRIPTION	Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents.
RETENTION	See Comments
COMMENTS	Retain in conjunction with transmitted documents.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

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	0034-000
TITLE	Delegated Audit Authority Vouchers
DESCRIPTION	Original payment vouchers specifying purchases made by an agency with delegated audit authority.
RETENTION	005 fisc yrs
COMMENTS	Division of Accounts and Reports does not maintain the original copies.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

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	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 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0081-000
TITLE	Petty Cash Records
DESCRIPTION	Documents related to petty cash accounting: DA-71 thru 73.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

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	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0092-000
TITLE	Purchase Orders - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0094-000
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0106-000
TITLE	STARS Reports: Yearly Financial
DESCRIPTION	Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210 etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0107-000
TITLE	Statements of Lost Warrants
DESCRIPTION	Copies of DA form 6 used to request re-issues of lost warrants.
RETENTION	curr fisc yr
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0116-000
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	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0125-000
TITLE	Vouchers - Accounts Payable
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109, and DA-120. May include travel and all supporting documentation for expenditures.
RETENTION	003 fisc yrs
COMMENTS	Schedule does not apply to Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0124-000
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series and other agency forms used to adjust financial account balances.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2017-07-27
K.A.R. NUMBER	53-2-131

SERIES ID	0126-000
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2017-07-27
K.A.R. NUMBER	53-2-075

SERIES ID	0127-000
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
COMMENTS	Includes all variations of forms, eg. DA-121E and 121R, etc.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2017-07-27
K.A.R. NUMBER	53-2-075

Agency Number: 000-003
State General Retention and Disposition Schedule
Communications

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	0072-000
TITLE	Mailing Lists
DESCRIPTION	Lists of names and addresses to whom mail is regularly sent.
RETENTION	See Comments
COMMENTS	Retain until updated, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 21-3914
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

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	Retain for one calendar year from date issued, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-10-13
K.A.R. NUMBER	53-2-169

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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0114-000
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls and fax transmissions.
RETENTION	6 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0115-000
TITLE	Telephone Accounting System Reports
DESCRIPTION	Computer generated reports listing all telephone calls made or received individual extensions within the agency.
RETENTION	003 fisc yrs
COMMENTS	Information may be in either paper or digital format.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0122-000
TITLE	Visitors Logs
DESCRIPTION	Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0123-000
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	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 000-004
State General Retention and Disposition Schedule
Facilities Management

SERIES ID	0007-000
TITLE	Architectural Plans, Drawings, Maps, and Specifications
DESCRIPTION	Records documenting physical plant of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted per K.S.A. 45-221(a)(12)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0018-000
TITLE	Building and Grounds Maintenance Records
DESCRIPTION	Documents associated with repairs and other maintenance to the physical plant of the agency - does not include Work Orders and Logs.
RETENTION	See Comments
COMMENTS	Retain a minimum of 3 fiscal years or until warranty is expired, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0020-000
TITLE	Capital Improvement Projects 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 archives for purging. See also Architectural Plans, Drawings, and Specifications.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0033-000
TITLE	Deeds for Real Estate
DESCRIPTION	Legal documents pertaining to the ownership of real property by state agencies.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0047-000
TITLE	Equipment Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc.
RETENTION	See Comments
COMMENTS	Retain for the life of the equipment, then transfer to new owner of equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0048-000
TITLE	Equipment Operation Records
DESCRIPTION	Documents related to the use of agency equipment (eg. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calculators, adding machines, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
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 forms 80 thru 83, DA-87, DA-110, monthly inventory reports, computer reports from 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
K.A.R. NUMBER	53-2-158

SERIES ID	0065-000
TITLE	Key Accountability Files
DESCRIPTION	Records relating 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 years after superseded, date of termination or date of expiration, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0066-000
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	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0073-000
TITLE	Material Safety Data Sheets
DESCRIPTION	Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the 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
K.A.R. NUMBER	53-2-108

SERIES ID	0090-000
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0100-000
TITLE	Security Records
DESCRIPTION	Security logs, sign-in sheets, security camera footage, security activity reports, incident reports, etc. relating to security provided for agency buildings and grounds.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10) See Atty Gen's Opinion 87-25.
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0101-000
TITLE	Security Reports - Routine
DESCRIPTION	Reports relating to routine incidents that do not require further investigation.
RETENTION	See Comments
COMMENTS	Retain 2 years after the date issued, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0119-000
TITLE	Vehicle Maintenance and Ownership Records
DESCRIPTION	Documents related to 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. See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
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	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	0006-000
TITLE	Applications for Examination
DESCRIPTION	Standardized form developed by the Department of Administration-Division of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0035-000
TITLE	Employee Notary Files
DESCRIPTION	Notary certification documents compiled on employees.
RETENTION	See comments
COMMENTS	Proof of certification is part of the Employee Personnel File. These files are convenience copy. Retain information until superceded, or 3 calendar years, then destroy.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0036-000
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents to create abstracted work history (appointment data and change of status information), a summary log of background checks and pertinent data, and transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(4)(6)
APPROVED	2009-04-09
K.A.R. NUMBER	53-2-159

SERIES ID	0037-000
TITLE	Employee Personnel Files--Convenience Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0038-000
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0039-000
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, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

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 no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 79-3234 & 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER	53-2-097

SERIES ID	0043-000
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203, applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(6)
APPROVED	2009-01-08
K.A.R. NUMBER	53-2-158

SERIES ID	0044-000
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form 9 completed by employee verifying eligibilty to work in the United States.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0045-000
TITLE	Equal Employment Opportunity Grievance Files
DESCRIPTION	Documents related to discrimination charges concerning employment made against an agency and subsequent investigations.
RETENTION	See Comments
COMMENTS	Retain 5 years after grievance is settled, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(4)(11)(25)
APPROVED	2019-01-17
K.A.R. NUMBER	53-2-202

SERIES ID	0046-000
TITLE	Equal Employment Opportunity Plans
DESCRIPTION	Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER	53-2-090

SERIES ID	0133-000
TITLE	Exit Interviews
DESCRIPTION	Records and materials related to discussions with employees leaving employment with an agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2008-01-24
K.A.R. NUMBER	53-2-154

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	0067-000
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

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	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	Variety of documents relating to the recruitment process for hiring employees to fill vacant positions.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0102-000
TITLE	SHaRP 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 Resources and Payroll Project.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-107

Agency Number: 000-006
State General Retention and Disposition Schedule
Purchasing/Procurement

SERIES ID	0014-000
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, bids, quotations, or estimates.
RETENTION	005 fisc yrs
COMMENTS	See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0026-000
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. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers - Purchase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0093-000
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
COMMENTS	See Vouchers - Purchase, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files. NOTE: Retain for 5 fiscal years if record is subject to KSA 75-3740(e).
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0109-000
TITLE	Supply Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to order expendable supplies for central supply rooms.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0121-000
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. NOTE: Retain for 5 fiscal years if record is subject to KSA 75-3740(e).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

Agency Number: 000-007
State General Retention and Disposition Schedule
Public Relations

SERIES ID	0021-000
TITLE	Clippings Files
DESCRIPTION	Newspaper clippings compiled regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal -- if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0086-000
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0089-000
TITLE	Programs and Invitations
DESCRIPTION	Documents related to official agency functions.
RETENTION	See Comments
COMMENTS	Retain all event planning materials for 3 fiscal years, then transfer 1 copy of program/invitation/final product(s) to the State Archives, destroy the remaining materials.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0091-000
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0103-000
TITLE	Speeches and Writings
DESCRIPTION	Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

Agency Number: 000-008
State General Retention and Disposition Schedule
Reference

SERIES ID	0083-000
TITLE	Photographic and Video Materials
DESCRIPTION	Photo-prints, negatives, slides, films, and videotapes.
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	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0113-000
TITLE	Technical Reference Files
DESCRIPTION	Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
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