Kansas Records Retention Schedules

Results of Query:

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

Page 1 of 1 showing 111 records of 111 total, starting on record 1

Agency Number: 000-001
State General Retention and Disposition Schedule
Administrative

SERIES ID	0228-000
TITLE	Administrative Rules and Regulations Files
DESCRIPTION	Records related to the process of proposing administrative rules and regulations (KARs) for adoption. May include drafts and final copies of proposed, revised, and/or revoked regulations, correspondence, legislation and bills affecting creation of regulations, meeting minutes and sign-in sheets from public hearings, notices of meetings, audio and video recordings, and other related records.
RETENTION	See Comments
COMMENTS	Maintain records in office for 3 calendar years per KSA 77-421(d), or until regulation is revoked, whichever is longer. Transfer meeting minutes, drafts and final copies of regulations, and correspondence to the State Archives, destroy other documents. This retention and disposition schedule does not affect the Secretary of State's, Attorney General's, or Department of Administration's records created through their statutory review and filing responsibilities.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2012-04-19 ; Revised 2020-10-02
K.A.R. NUMBER	53-2-171

SERIES ID	0004-000
TITLE	Agency Leadership Files
DESCRIPTION	Correspondence, reports, budgets, schedules, etc. of agency directors, assistant directors, or key policy decision-makers relating to the administration and operation of the agency.
RETENTION	See Comments
COMMENTS	Retain until individual leaves position, then contact archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(4)(6)(12)(14)(15)(20)(21)(22)(25)(27)(30)(32)(33)(45), KSA 60-426
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0005-000
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	3 fiscal years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0008-000
TITLE	Attorney General Opinions
DESCRIPTION	Opinions, letters of advice, copies of legislative bills, correspondence, research materials, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law.
RETENTION	5 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-04-10 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-134

SERIES ID	0009-000
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by Legislative Division of Post-Audit and other state and/or federal auditing agencies.
RETENTION	5 fiscal years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-075

SERIES ID	0015-000
TITLE	Board Packets
DESCRIPTION	Agenda, minutes, background information, etc. relating to meetings of a board or commission.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years, then transfer 1 packet to the archives and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted per KSA 75-4319
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0022-000
TITLE	Committee Files
DESCRIPTION	Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees.
RETENTION	3 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-116

SERIES ID	0027-000
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. These may include Capstone or non-Capstone account correspondence.
RETENTION	See Comments
COMMENTS	Retain in office until employee leaves position, then retain permanently or transfer to an archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0028-000
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain only to routine matters and are not identified in another record series.
RETENTION	See Comments
COMMENTS	Retain until business is completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0251-000
TITLE	Correspondence - Specific
DESCRIPTION	Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain to a specific government function.
RETENTION	See Comments
COMMENTS	Retain according to associated general or agency schedule entry (Ex: retain correspondence related to budget preparation files according to series 0016-000).
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0029-000
TITLE	Customer Survey Forms
DESCRIPTION	Surveys compiled on customer satisfaction with the quality of service provided.
RETENTION	3 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-07-18 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-131

SERIES ID	0131-000
TITLE	Governor's Proclamations
DESCRIPTION	Copies of proclamations issued by the Governor's Office related to various agency activities and functions.
RETENTION	5 calendar years
COMMENTS	Governor's Office maintains the original copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-147

SERIES ID	0052-000
TITLE	Hearing and Meeting Transcripts and Electronic Media Recordings
DESCRIPTION	Transcripts, notes, and audio/visual recordings of agency hearings and meetings.
RETENTION	See Comments
COMMENTS	Retain 90 days, then transfer transcripts to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0069-000
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills, drafts of legislation, notes, correspondence, testimony etc. relating to various legislative activities.
RETENTION	3 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0071-000
TITLE	Litigation Case Files
DESCRIPTION	Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities.
RETENTION	See Comments
COMMENTS	Retain precedent-setting litigation records not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives. Retain all other litigation records 5 years after case is closed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), KSA 60-226, and KSA 60-426. Other restrictions may also apply for an individual agency.
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0074-000
TITLE	Memoranda of Understanding or Agreement - Interagency
DESCRIPTION	Formal agreements reached between state, local, and/or federal agencies. Includes correspondence and other materials related to the adoption of an agreement or any amendments.
RETENTION	See Comments
COMMENTS	Retain until agreement becomes inactive plus 5 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(14)(20)(25)
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0075-000
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
RETENTION	3 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0076-000
TITLE	Organizational Charts
DESCRIPTION	Records documenting the agency's current and proposed organizational structure.
RETENTION	3 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-124

SERIES ID	0087-000
TITLE	Policies and Procedures
DESCRIPTION	Original copies of policies and procedures which govern the operations of the agency.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0088-000
TITLE	Professional Organizations Files
DESCRIPTION	Documents relating to membership/participation in professional organizations.
RETENTION	2 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-133

SERIES ID	0095-000
TITLE	Records Management Records
DESCRIPTION	Documents related to the management of agency records including completed survey forms, inventories, schedules, destruction notices, and other miscellaneous materials such as correspondence or reference materials.
RETENTION	See Comments
COMMENTS	Retain destruction notices permanently. Retain all other materials until superseded, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0249-000
TITLE	Records of Unusual Importance or Exceptional Historical Interest
DESCRIPTION	Records that depict important unique situations of continuing interest, important policy transactions or decisions, or unusual noteworthy events.
RETENTION	See Comments
COMMENTS	Retain 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0098-000
TITLE	Request for Access to Records
DESCRIPTION	Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218.
RETENTION	5 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-123

SERIES ID	0099-000
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activies, vehicles, meeting rooms, etc.
RETENTION	See Comments
COMMENTS	Retain until business is completed, then destroy. Schedules of agency directors should be retained according to series 0004-000.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0108-000
TITLE	Strategic Planning Files
DESCRIPTION	Variety of documents relating to the strategic planning process for the agency.
RETENTION	See Comments
COMMENTS	Retain until superseded, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0246-000
TITLE	Training Records
DESCRIPTION	Correspondence, reports, and other records relating to the operation of training programs sponsored or performed by agency personnel to external organizations and individuals.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years or until superseded, whichever is sooner, then destroy. (See also Employee Training Records and Employee Training Course Materials)
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2017-01-19 ; Revised 2020-04-27
K.A.R. NUMBER	53-2-194

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

SERIES ID	0001-000
TITLE	Accounts Payable Records
DESCRIPTION	Records related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0002-000
TITLE	Accounts Receivable Records
DESCRIPTION	Records related to the collection of payments due the agency: copies of invoices, correspondence, receipts, receipt books, cash reports, ledgers, DA-32 forms, etc.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0012-000
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-075

SERIES ID	0014-000
TITLE	Bid Records
DESCRIPTION	Records related to requests for proposals, bids, quotations, or estimates.
RETENTION	See Comments
COMMENTS	Retain successful bids until expiration of contract plus 5 fiscal years, then destroy. Retain unsuccessful bids 5 fiscal years, then destroy. See also Accounts Payable Records and Contracts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0016-000
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, reports, notes, and other miscellaneous materials.
RETENTION	5 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0017-000
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets and supporting documents submitted yearly to the state legislature for approval and subsequent appeals.
RETENTION	5 fiscal years
COMMENTS	State Archives considers copies transferred through the Division of Budget to be the official record copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-206

SERIES ID	0019-000
TITLE	Business Procurement Card Documentation
DESCRIPTION	Original statements, receipts, logs, etc. detailing the types of purchases made by an agency through the business procurement card procedure.
RETENTION	5 fiscal years
COMMENTS	The Office of Accounts and Reports does not maintain the original copies.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-123

SERIES ID	0026-000
TITLE	Contracts
DESCRIPTION	Legal agreements and supporting records signed by the agency and one or more parties for property use, products, or services.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy. See also Accounts Payable Records and Bid Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-075

SERIES ID	0034-000
TITLE	Delegated Audit Authority Vouchers
DESCRIPTION	Original payment vouchers specifying purchases made by an agency with delegated audit authority.
RETENTION	5 fiscal years
COMMENTS	The Office of Accounts and Reports does not maintain the original copies.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-09-22
K.A.R. NUMBER	53-2-123

SERIES ID	0118-000
TITLE	Employee Travel Records
DESCRIPTION	Records related to employee travel, including, but not limited to travel requests and authorizations, receipts, and reimbursements.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0106-000
TITLE	Financial Management System Reports
DESCRIPTION	Computer reports regarding agency financial status issued on a daily, monthly, and/or yearly basis from the Office of Accounts and Reports to the Statewide Management Accounting and Reporting Tool (SMART).
RETENTION	See Comments
COMMENTS	Retain until superseded or business is completed, then destroy. Schedule does not apply to originals maintained at the Office of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0239-000
TITLE	Grant Files - Grants Administered by State Agencies
DESCRIPTION	Records regarding the administration of grants awarded by a Kansas state agency to other state agencies and/or local entities. May include applications, correspondence, financial documentation, reports, and other related materials from managing individual grants. Also includes records related to the overall grant program administration, which may include but is not limited to drafts of materials, dissemination information, reference information, grant program rules and guidelines, and summary reports of program outcomes.
RETENTION	See Comments
COMMENTS	Retain individual grant files until final reports are received and audits, if necessary, performed + 1 year, then destroy. Retain unfunded grant applications for 1 year after decisions made and appeals, if any, completed, then destroy. Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0238-000
TITLE	Grant Files - Grants Applied for by State Agencies
DESCRIPTION	Applications, supporting documentation, correspondence, and other records relating to federal, state, and private grants applied for by a Kansas state agency. Includes both funded and unfunded/unaccepted grant application records.
RETENTION	See Comments
COMMENTS	Retain 5 fiscal years after the end of the grant period, then transfer initial grant application and any annual and final reports to the State Archives; destroy the remaining documents. Destroy unsuccessful grant applications 5 fiscal years after notification application was not accepted.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0053-000
TITLE	Imprest Fund
DESCRIPTION	Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA-152 form "Checkbook Record--Imprest Fund." Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 forms, copies of supporting documentation and records on monthly reconciliations of fund.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-01-08 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-158

SERIES ID	0068-000
TITLE	Ledgers - General
DESCRIPTION	General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION	3 fiscal years
COMMENTS	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-075

SERIES ID	0070-000
TITLE	Lists of Outstanding Obligations
DESCRIPTION	Copies of forms submitted to the Office of Accounts and Reports to encumber funds from current fiscal year to pay for goods or services to be received during the following fiscal year.
RETENTION	2 fiscal years
COMMENTS	This series does not apply to the Office of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08 ; Revised 2020-08-17
K.A.R. NUMBER	53-2-137

SERIES ID	0082-000
TITLE	Photocopy Meter Reading Records
DESCRIPTION	Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines.
RETENTION	1 fiscal year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-09-22
K.A.R. NUMBER	53-2-123

SERIES ID	0107-000
TITLE	Statements of Lost Warrants
DESCRIPTION	Copies of DA-6 forms used to request re-issues of lost warrants.
RETENTION	1 fiscal year
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

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

SERIES ID	0089-000
TITLE	Agency Event Records
DESCRIPTION	Programs, invitations, planning materials, and other records related to agency events, ceremonies, or official functions.
RETENTION	See Comments
COMMENTS	Retain 3 fiscal years, then transfer 1 copy of program/invitation/final product(s) of significant events to the archives. Destroy remaining materials as well as those related to routine events.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0072-000
TITLE	Contact Information
DESCRIPTION	Mailing lists, email distribution lists, databases, and other records related to the contact details of constituents and others with whom the agency regularly communicates.
RETENTION	See Comments
COMMENTS	Retain until superseded or obsolete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(49) and KSA 45-230
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0064-000
TITLE	Kansas Register Submissions
DESCRIPTION	Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices, or other documents required by law to be submitted to the Kansas Register for publication.
RETENTION	See Comments
COMMENTS	Retain 1 calendar year after submission, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0132-000
TITLE	Legal and Public Notices
DESCRIPTION	Announcements published in the Kansas Register and the official newspapers to notify the general public of legal matters.
RETENTION	5 calendar years
COMMENTS	The Kansas Register is maintained permanently by the KSHS and the State Library.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-147

SERIES ID	0227-000
TITLE	Notices of Meetings
DESCRIPTION	Records related to notifying the public regarding an open meeting, including those notices mandated through the Kansas Open Meetings Act (KOMA).
RETENTION	1 calendar year from date issued
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-10-13 ; Revised 2020-11-05
K.A.R. NUMBER	53-2-169

SERIES ID	0083-000
TITLE	Photographic and Video Materials
DESCRIPTION	Photographs, negatives, slides, films, videotapes, and electronic recordings produced by or for the agency.
RETENTION	See Comments
COMMENTS	Retain until business is completed, then transfer all materials documenting agency history, significant programs, events, or projects to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0085-000
TITLE	Postal Records
DESCRIPTION	Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-11-05
K.A.R. NUMBER	53-2-075

SERIES ID	0086-000
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media to inform the public about the agency's activities and accomplishments.
RETENTION	5 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0252-000
TITLE	Publication Development Files
DESCRIPTION	Drafts, research materials, artwork, and other records related to the development, design, and production of agency-created publications.
RETENTION	See Comments
COMMENTS	Retain 1 calendar year after completion of project, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0091-000
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform staff and/or a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year, then transfer 2 copies to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18 ; Revised 2020-12-01
K.A.R. NUMBER	53-2-107

SERIES ID	0103-000
TITLE	Speeches and Writings
DESCRIPTION	Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION	5 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0114-000
TITLE	Telecommunications Logs and Reports
DESCRIPTION	Registers and reports listing all incoming and outgoing telephone calls.
RETENTION	6 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18 ; Revised 2020-11-05
K.A.R. NUMBER	53-2-107

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

SERIES ID	0018-000
TITLE	Building and Grounds Maintenance Records
DESCRIPTION	Records associated with routine repairs and maintenance to facilities and grounds owned or operated by the state.
RETENTION	See Comments
COMMENTS	Retain 3 fiscal years or until warranty is expired, then destroy. See also Work Orders and Logs.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-133

SERIES ID	0033-000
TITLE	Deeds for Real Estate
DESCRIPTION	Legal documents pertaining to the ownership of real property by state agencies.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0065-000
TITLE	Employee Access Records
DESCRIPTION	Records related to the issuance of keys, identification cards, building passes or similar instruments of access to agency facilities or equipment and maintained for accountability purposes.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years after superseded, date of termination, or date of expiration, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-133

SERIES ID	0047-000
TITLE	Equipment Maintenance and Ownership Records
DESCRIPTION	Records related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc.
RETENTION	See Comments
COMMENTS	Retain for life of the equipment, then transfer to new owner or destroy as appropriate. See also Equipment Operation Records and Vehicle Maintenance and Ownership Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-075

SERIES ID	0048-000
TITLE	Equipment Operation Records
DESCRIPTION	Records related to the use of agency equipment (e.g. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, computers, printers, scanners, etc.
RETENTION	3 fiscal years
COMMENTS	See also Equipment Maintenance and Ownership Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-075

SERIES ID	0057-000
TITLE	Inter-Agency Work Orders
DESCRIPTION	Forms used to request and record the performance of services from another state agency.
RETENTION	1 fiscal year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-123

SERIES ID	0060-000
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-075

SERIES ID	0061-000
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related to capital equipment inventory management: DA-82 and DA-87 forms, monthly inventory reports, computer reports from the Department of Administration, internal documents, correspondence, copies of original purchase records, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2009-01-08 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-158

SERIES ID	0066-000
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Records related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-15
K.A.R. NUMBER	53-2-075

SERIES ID	0073-000
TITLE	Material Safety Data Sheets
DESCRIPTION	Records related to precautions taken for the safe handling of various hazardous chemicals used in the routine operation of a facility.
RETENTION	See Comments
COMMENTS	Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR § 1910.1200.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-108

SERIES ID	0090-000
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Records used to remove capital equipment from agency inventory.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-075

SERIES ID	0100-000
TITLE	Security Monitoring Records
DESCRIPTION	Security reports, logs, and audio/visual footage relating to routine security monitoring of the agency's buildings, vehicles, equipment, premises, etc.
RETENTION	See Comments
COMMENTS	Retain records related to incidents requiring further investigation until the matter is resolved plus 6 calendar years, then destroy. Retain routine records in which no incident has occurred 90 days, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0119-000
TITLE	Vehicle Maintenance and Ownership Records
DESCRIPTION	Records related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc.
RETENTION	See Comments
COMMENTS	Retain for life of the vehicle, then transfer to subsequent owner or destroy as appropriate.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2021-01-04
K.A.R. NUMBER	53-2-075

SERIES ID	0120-000
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to use of state-owned motor vehicles.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-08-13
K.A.R. NUMBER	53-2-075

SERIES ID	0122-000
TITLE	Visitor Logs
DESCRIPTION	Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities.
RETENTION	90 days
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2021-01-21
K.A.R. NUMBER	53-2-208

SERIES ID	0130-000
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-075

Agency Number: 000-005
State General Retention and Disposition Schedule
Personnel

SERIES ID	0253-000
TITLE	Americans with Disabilities Act (ADA) Accommodation Requests
DESCRIPTION	Records related to employee requests for reasonable accommodations under the Americans with Disabilities Act. Includes requests, doctors' explanations, documentation of meetings, notifications, correspondence, and training materials. Does not include complaints. Records contain protected health information (PHI) and medical information and must be maintained separately from the personnel file.
RETENTION	See Comments
COMMENTS	Retain 6 calendar years after completion or denial, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(4)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164
APPROVED	2021-07-15
K.A.R. NUMBER	53-2-210

SERIES ID	0254-000
TITLE	Americans with Disabilities Act (ADA) Grievance Files
DESCRIPTION	Records related to investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after grievance is settled, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(4)(11)(25)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164
APPROVED	2021-07-15
K.A.R. NUMBER	53-2-210

SERIES ID	0006-000
TITLE	Applications for Examination
DESCRIPTION	Standardized form developed by the Department of Administration's Office of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position.
RETENTION	3 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17 ; Revised 2021-03-18
K.A.R. NUMBER	53-2-090

SERIES ID	0039-000
TITLE	Employee Attendance and Leave Records
DESCRIPTION	Records documenting time worked by individual employees and any deviations from normal work hours. Includes time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, leave requests and authorizations, etc.
RETENTION	5 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2021-04-15
K.A.R. NUMBER	53-2-209

SERIES ID	0036-000
TITLE	Employee Personnel Files
DESCRIPTION	Records associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain full personnel file for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Retain abstracted work history (appointment data and change of status information, consistent with sound HR practice and legal counsel advice of meeting regulatory needs), a summary log of background checks, employment start date, employment end date, position titles and dates in each position an additional 12 calendar years, then destroy. Retain abstracted payroll history (name, title, year, hours, and pay rate) 40 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(3)(4)(6)(9)(30) and KSA 22-4701 et seq.
APPROVED	2021-04-15
K.A.R. NUMBER	53-2-209

SERIES ID	0038-000
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17 ; Revised 2021-03-18
K.A.R. NUMBER	53-2-090

SERIES ID	0040-000
TITLE	Employee Training Course Materials
DESCRIPTION	Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs.
RETENTION	See Comments
COMMENTS	Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0041-000
TITLE	Employee Training Records
DESCRIPTION	Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0042-000
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until superseded or termination of employment plus 4 calendar years (whichever is later), then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4) and KSA 79-3234
APPROVED	2021-04-15
K.A.R. NUMBER	53-2-209

SERIES ID	0043-000
TITLE	Employment Applications - Not Hired
DESCRIPTION	Applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.
RETENTION	3 calendar years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(6)
APPROVED	2009-01-08 ; Revised 2021-03-18
K.A.R. NUMBER	53-2-158

SERIES ID	0044-000
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form I-9 completed by employee verifying eligibility to work in the United States.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 calendar years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-01-08 ; Revised 2021-03-18
K.A.R. NUMBER	53-2-114

SERIES ID	0045-000
TITLE	Equal Employment Opportunity Grievance Files
DESCRIPTION	Records related to discrimination charges concerning employment made against an agency and subsequent investigations.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after grievance is settled, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(11)(25)
APPROVED	2021-04-15
K.A.R. NUMBER	53-2-209

SERIES ID	0046-000
TITLE	Equal Employment Opportunity Plans
DESCRIPTION	Records related to agency compliance with laws and regulations concerning Equal Employment Opportunity/Affirmative Action plans.
RETENTION	5 calendar years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-10-17 ; Revised 2021-03-18
K.A.R. NUMBER	53-2-090

SERIES ID	0133-000
TITLE	Exit Interviews
DESCRIPTION	Records related to discussions with employees leaving employment with an agency.
RETENTION	3 calendar years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2021-04-15
K.A.R. NUMBER	53-2-209

SERIES ID	0255-000
TITLE	Family and Medical Leave Act (FMLA) Records
DESCRIPTION	Employee requests and agency determinations for use of extended medical leave for personal or family-related emergencies.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years after completion or denial, then destroy. Retain any medical records pertaining to a workplace injury, illness, or exposure that leads to an OSHA investigation for the duration of employment plus 30 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3), 29 CFR 825.500(g)
APPROVED	2021-10-21
K.A.R. NUMBER	53-2-211

SERIES ID	0102-000
TITLE	Human Resources Management System Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Office of Accounts and Reports to agencies in the Statewide Human Resource and Payroll System (SHaRP).
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0054-000
TITLE	Income Tax Monitoring Files
DESCRIPTION	Work papers, logs, reconciliations and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments.
RETENTION	See Comments
COMMENTS	Retain 4 calendar years after date tax was due or paid then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0077-000
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts.
RETENTION	3 fiscal years
COMMENTS	This schedule does not apply to copies of these records maintained by the Office of Accounts and Reports. See also Payroll Deduction Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1993-07-15 ; Revised 2020-08-27
K.A.R. NUMBER	53-2-097

SERIES ID	0078-000
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14 ; Revised 2020-08-27
K.A.R. NUMBER	53-2-075

SERIES ID	0079-000
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0080-000
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	3 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1993-07-15 ; Revised 2020-08-27
K.A.R. NUMBER	53-2-097

SERIES ID	0096-000
TITLE	Recruitment Files
DESCRIPTION	Job announcements, postings, advertisements, outreach plans, and other records related to an agency's efforts to fill vacant positions.
RETENTION	3 calendar years
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(4)
APPROVED	1996-01-18 ; Revised 2021-03-18
K.A.R. NUMBER	53-2-107

Agency Number: 000-009
State General Retention and Disposition Schedule
Information Technology

SERIES ID	0010-000
TITLE	Audit Trail Files
DESCRIPTION	Data generated during the creation of a master file or database used to validate a master file or database during a processing cycle.
RETENTION	See Comments
COMMENTS	Retain a minimum of 12 database/master file backup cycles, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0011-000
TITLE	Automated Program Listing/Source Code
DESCRIPTION	Automated program code which generates the machine-language instructions used to operate an automated information system.
RETENTION	See Comments
COMMENTS	Retain for 3 system update cycles after is superseded or replaced, then destroy.
DISPOSITION	Detroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0023-000
TITLE	Computer Run Scheduling Records
DESCRIPTION	Records used to schedule computer runs including daily schedules, run reports, and other records documenting the successful completion of a run.
RETENTION	See Comments
COMMENTS	Retain until no longer of administrative value to agency, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0024-000
TITLE	Computer Software Licensing Files
DESCRIPTION	Documents proving the licensure and implementation of computer software programs by the agency.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after the contract or end user license agreement (EULA) has expired, or 5 years after the software is no longer installed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0025-000
TITLE	Computer Usage Logs
DESCRIPTION	Logs documenting computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage.
RETENTION	See Comments
COMMENTS	Retain until no longer of administrative value to agency, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0030-000
TITLE	Data Administration Policies
DESCRIPTION	Records of data processing policies including those covering access and security, data retention and disposition, and data ownership.
RETENTION	See Comments
COMMENTS	Retain until superseded, obsolete or replaced, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0031-000
TITLE	Data Documentation/Data Dictionary Records
DESCRIPTION	Records generally created during system development or modication and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, local relationships, and origin of the date elements.
RETENTION	See Comments
COMMENTS	Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0032-000
TITLE	Data System Specifications
DESCRIPTION	Records necessary for using the system, user guides, system or substem definitions, system flowcharts, program descriptions and documentation, job control or workflow records, system specifications, and input and output specifications.
RETENTION	See Comments
COMMENTS	Retain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0051-000
TITLE	Hardware and Software Documentation
DESCRIPTION	Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configurations, and equipment control systems.
RETENTION	See Comments
COMMENTS	Retain until the agency no longer uses related hardware or software and all data is tranferred to and made useable in the new hardware/software environment.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0056-000
TITLE	Information Resources Management and Data Processing
DESCRIPTION	Agency IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision or related areas.
RETENTION	See Comments
COMMENTS	Retain until superseded, obsolete or replaced, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0055-000
TITLE	Information Technology Disaster Preparedness and Recovery Plans
DESCRIPTION	Records related to the protection and reestablishment of information technology services, equipment and data (back-up files) in case of a disaster.
RETENTION	See Comments
COMMENTS	Retain until superseded by revised plan, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0110-000
TITLE	System Users Access Records
DESCRIPTION	Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, and password files.
RETENTION	See Comments
COMMENTS	Retain until no longer of administrative value to the agency, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0111-000
TITLE	Tape Library Control Records
DESCRIPTION	Records to control the location, maintenance, and disposition of magnetic media in a tape library including list of holdings, control logs, and other data regarding the destruction of tape library electronic files.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0112-000
TITLE	Technical Program Documentation
DESCRIPTION	Copy of program code/program flowcharts, program maintenance log, system change notices, original design documents, specifications, requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs.
RETENTION	See Comments
COMMENTS	Retain until all data in system has been migrated or destroyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0117-000
TITLE	Test Database/Files
DESCRIPTION	Routine or benchmark data sets, related documentation, and test results contracted or used to test or develop a system.
RETENTION	See Comments
COMMENTS	Retain until the version of the system is no longer in use, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0128-000
TITLE	Web Server Aggregate Reports
DESCRIPTION	Reports periodically generated from the Web transaction log data to indicate aggregate values and trends.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0129-000
TITLE	Web Server Transaction Logs
DESCRIPTION	Raw data captured from the hypertext transfer protocol (HTTP) header during a Web transaction and stored in a log file.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(12)(13)(14)(30)
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124