Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-004 (State General Retention and Disposition Schedule. Facilities Management)

Page 1 of 1 showing 16 records of 16 total, starting on record 1

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COMMENTS	Retain 3 calendar years after superseded, date of termination, or date of expiration, then destroy.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