Kansas Records Retention Schedules
Results of Query:
Agency Code: 000 (All General Schedules)
Search Type: State Records
Page 1 of 1 showing 136 records of 136 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, tape recordings, and other related records. |
RETENTION |
See comments |
COMMENTS |
Maintain records in office for 3 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
|
K.A.R. NUMBER |
53-2-171 |
SERIES ID |
0004-000 |
TITLE |
Agency Director's Files |
DESCRIPTION |
Correspondence, reports, budgets, etc. relating to the administration and operation 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. |
APPROVED |
2001-10-18
|
K.A.R. NUMBER |
53-2-128 |
SERIES ID |
0005-000 |
TITLE |
Annual and Special Reports |
DESCRIPTION |
General and specific reports on agency activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
|
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0008-000 |
TITLE |
Attorney General Opinions |
DESCRIPTION |
Opinions, letters of advice, copies of legislative bills, correspondence, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 5 calendar years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
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 |
005 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
|
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 until no longer useful, then transfer 1 packet to the archives and destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted |
APPROVED |
2001-10-18
|
K.A.R. NUMBER |
53-2-128 |
SERIES ID |
0016-000 |
TITLE |
Budget Preparation Files - Annual |
DESCRIPTION |
Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-03-26
|
K.A.R. NUMBER |
53-2-184 |
SERIES ID |
0017-000 |
TITLE |
Budget Requests and Appeals - Annual |
DESCRIPTION |
Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 through 518 and associated supporting documents. |
RETENTION |
005 fisc yrs |
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
|
K.A.R. NUMBER |
53-2-184 |
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 |
003 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
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 Surveys Forms |
DESCRIPTION |
Surveys compiled on customer satisfaction with the quality of service provided. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2002-07-18
|
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 |
005 cldr yrs |
COMMENTS |
Governor's Office maintains the original copy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2006-04-13
|
K.A.R. NUMBER |
53-2-147 |
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 005 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 005 fiscal years after notification application was not accepted. |
DISPOSITION |
See comments |
RESTRICTIONS |
None |
APPROVED |
2015-03-26
|
K.A.R. NUMBER |
53-2-184 |
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
|
K.A.R. NUMBER |
53-2-184 |
SERIES ID |
0052-000 |
TITLE |
Hearing and Meeting Transcripts and Electronic Media Recordings |
DESCRIPTION |
Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then contact the archives for appraisal - if not accepted by the archives, then destroy. |
DISPOSITION |
See Comments |
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 |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0058-000 |
TITLE |
Internal Memos - Policy Related |
DESCRIPTION |
Internal memos, e-mail, and other correspondence 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. Print out all electronic versions as issued and transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0059-000 |
TITLE |
Internal Memos - Routine |
DESCRIPTION |
Internal memos, e-mail, or other correspondence which pertain to routine matters. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0062-000 |
TITLE |
Kansas Public Disclosure Commission Statements of Substantial Interest |
DESCRIPTION |
Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
|
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0063-000 |
TITLE |
Kansas Quality Management (KQM) Files |
DESCRIPTION |
Variety of documents relating to the planning, implementation, and documentation of KQM for the agency. |
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 |
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 |
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 |
005 cldr yrs |
COMMENTS |
The Kansas Register is maintained permanently by the KSHS and the State Library. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2006-04-13
|
K.A.R. NUMBER |
53-2-147 |
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 |
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 |
0070-000 |
TITLE |
Lists of Outstanding Obligations |
DESCRIPTION |
Copies of DA forms 118 submitted to Division 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 |
002 fisc yrs |
COMMENTS |
This series does not apply to Division of Accounts and Reports. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2004-01-08
|
K.A.R. NUMBER |
53-2-137 |
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 for purging. Retain all other litigation records 5 years after case is closed, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426. Other restrictions may also apply for an individual agency. |
APPROVED |
2015-03-26
|
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 contact the archives for appraisal - if not accepted for transfer to the archives then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(14)(20)(25). |
APPROVED |
2015-03-26
|
K.A.R. NUMBER |
53-2-184 |
SERIES ID |
0075-000 |
TITLE |
Minutes |
DESCRIPTION |
Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
|
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0076-000 |
TITLE |
Organizational Charts |
DESCRIPTION |
Records documenting the agency's current organizational structure. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0084-000 |
TITLE |
Policy Statements |
DESCRIPTION |
Original copies of formal explanations of agency policies and procedures. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0088-000 |
TITLE |
Professional Organizations Files |
DESCRIPTION |
Documents relating to membership/participation in professional organizations. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
|
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, and other miscellaneous materials such as correspondence or reference materials. |
RETENTION |
See Comments |
COMMENTS |
Retain survey forms, schedules, and inventories until superseded, then destroy. Contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1993-07-15
|
K.A.R. NUMBER |
53-2-097 |
SERIES ID |
0097-000 |
TITLE |
Reorganization Studies |
DESCRIPTION |
Records documenting actual and proposed agency organizational structure. |
RETENTION |
003 cldr yrs |
COMMENTS |
Retain in office 3 calendar years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
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 |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
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 no longer useful, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
K.A.R. NUMBER |
53-2-123 |
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 no longer useful or superseded, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0246-000 |
TITLE |
Training Records |
DESCRIPTION |
Correspondence, reports, and other records relating to the operation of agency sponsored training programs 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
|
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 |
SERIES ID |
0120-000 |
TITLE |
Vehicle Operation Records |
DESCRIPTION |
Documents related to use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
|
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 |
003 fisc yrs |
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 |
0003-000 |
TITLE |
Adding Machine or Calculator Tapes |
DESCRIPTION |
Master tapes produced by business machines during bookkeeping. |
RETENTION |
See Comments |
COMMENTS |
May be destroyed immediately unless required to document associated records-then retain in conjunction with those associated records. |
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 |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
|
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 |
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 |
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 |
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 |
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 form 152- "Checkbook Record--Imprest Fund." Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 JVs, copies of supporting documentation and records on monthly reconciliations of fund. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2009-01-08
|
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 |
003 fisc yrs |
COMMENTS |
This series includes only internal documents. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
|
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0077-000 |
TITLE |
Payroll Adjustment Records |
DESCRIPTION |
Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262. |
RETENTION |
003 fisc yrs |
COMMENTS |
This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1993-07-15
|
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 (q.v.) or Payroll Direct Deposit Authorization Record (q.v.). |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1988-07-14
|
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 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 |
0080-000 |
TITLE |
Payroll Warrant Registers |
DESCRIPTION |
Monthly listing of warrant checks issued to state agency employees for payroll purposes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1993-07-15
|
K.A.R. NUMBER |
53-2-097 |
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 |
0102-000 |
TITLE |
SHaRP Reports |
DESCRIPTION |
Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. |
RETENTION |
See Comments |
COMMENTS |
Retain electronic or paper copy 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2017-07-27
|
K.A.R. NUMBER |
53-2-107 |
SERIES ID |
0104-000 |
TITLE |
STARS Reports: Daily Financial |
DESCRIPTION |
Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in 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: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101 etc. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
|
K.A.R. NUMBER |
53-2-090 |
SERIES ID |
0105-000 |
TITLE |
STARS Reports: Monthly Financial |
DESCRIPTION |
Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in 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, DAFR8300, DAFR8280, DAFR8070, DAFR8101 etc. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-10-17
|
K.A.R. NUMBER |
53-2-090 |
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 |
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 |
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 |
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 |
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 |
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 |
0087-000 |
TITLE |
Procedures Manuals |
DESCRIPTION |
Original copies of agency procedures issued in a collective manual. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
|
K.A.R. NUMBER |
53-2-124 |
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 |
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 |
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 |
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 |
New Search