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Kansas Records Retention Schedules

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

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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 

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