Kansas Records Retention Schedules
Results of Query:
Agency Code: 000-100 (Local Government Records. General Schedule/All Offices)
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starting on record 1
Agency Number: 000-100
Local Government Records
General Schedule/All Offices
This is the general agency code for Local Records series.
SERIES ID |
0001-100 |
TITLE |
Accident Reports |
DESCRIPTION |
Documents related to accidents occurring in, on, or around the county office's facility(ies). |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain for 5 calendar years or longer if necessary, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
5 U.S.C. sec. 552(a) |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0002-100 |
TITLE |
Accounts Payable Records |
DESCRIPTION |
Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0003-100 |
TITLE |
Accounts Receivable Records |
DESCRIPTION |
Documents related to the collection of payments due the office: copies of invoices, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 fiscal years after last payment is received, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0004-100 |
TITLE |
Activity Report Records |
DESCRIPTION |
Internal documents used to compile statistics on office activities, traffic reports, activity logs, etc. |
RETENTION |
002 fisc yrs |
COMMENTS |
See also Employee Time Report Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0005-100 |
TITLE |
Adding Machine or Calculator Tapes |
DESCRIPTION |
Master tapes produced on business machines during bookeeping. |
RETENTION |
See Comments |
COMMENTS |
May be destroyed immediately unless required to document associated records; then retain in conjunction with those associated records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0006-100 |
TITLE |
Annual and Special Reports |
DESCRIPTION |
General and specific reports on office activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0007-100 |
TITLE |
Architectural Plans, Drawings, Maps, and Specifications |
DESCRIPTION |
Records documenting the physical plant of the offices and/or buildings owned or occupied by the local government. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer one copy to permanent storage and contact the local historical society for interest in retaining an extra copy. |
DISPOSITION |
Permanent |
RESTRICTIONS |
Portions per K.S.A. 45-221(a)(12) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0008-100 |
TITLE |
Audit Reports |
DESCRIPTION |
Results of audits conducted by local, state, federal and/or non-governmental auditing agencies. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until no longer useful, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0009-100 |
TITLE |
Banking Records |
DESCRIPTION |
Bank statements, deposit books and slips, check registers, and canceled checks. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0010-100 |
TITLE |
Batch Transmittal Forms |
DESCRIPTION |
Completed forms used to transmit documents for mass computer input. |
RETENTION |
See Comments |
COMMENTS |
Retain in conjunction with transmitted documents, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0011-100 |
TITLE |
Bid Records |
DESCRIPTION |
Documents related to requests for proposals, bids, quotations or estimates. |
RETENTION |
005 fisc yrs |
COMMENTS |
See also Purchasing Records, Vouchers and Requisitions, Accounts Payable Records, Contracts, and Vendor Files. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0012-100 |
TITLE |
Budget Preparation Files - Annual |
DESCRIPTION |
Documents used in the preparation of the annual office budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. |
RETENTION |
See Comments |
COMMENTS |
Retain until audit is completed, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0013-100 |
TITLE |
Budget Requests and Appeals - Annual |
DESCRIPTION |
Copies of budgets submitted yearly for approval and subsequent appeals. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0014-100 |
TITLE |
Building and Grounds Maintenance Records |
DESCRIPTION |
Documents associated with repairs and other maintenance to the physical plant of office - does not include Work Order and Logs. |
RETENTION |
See Comments |
COMMENTS |
Retain records of minor maintenance activities for 3 fiscal years, then destroy. Retain records of major maintenance activities permanently. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0015-100 |
TITLE |
Capital Improvement Projects Files |
DESCRIPTION |
Records related to construction projects: bids, specifications, plans, drawings, reports, notes, etc. |
RETENTION |
Permanent |
COMMENTS |
See also Architectural Plans, Drawings, and Specifications |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0016-100 |
TITLE |
Committee Files |
DESCRIPTION |
Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interoffice, and advisory committees. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0017-100 |
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 calendar years after the software is no longer installed, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0018-100 |
TITLE |
Computer System Documentation |
DESCRIPTION |
Records related to the development, implementation, modification, and use of computer programs and systems. |
RETENTION |
See Comments |
COMMENTS |
Retain and dispose of in conjunction with associated computer programs and systems. If data is not migrated to new system, retain al long as access to data is necessary. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0019-100 |
TITLE |
Contracts |
DESCRIPTION |
Legal agreements with individuals and organizations. Includes all associated documents. |
RETENTION |
See Comments |
COMMENTS |
Retain until expiration of contract plus 5 calendar years after conclusion of any court case, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0020-100 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record import events in the operational and organizational history of the office. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 5 calendar years, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0021-100 |
TITLE |
Correspondence - Routine |
DESCRIPTION |
Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0022-100 |
TITLE |
Deeds for Real Estate |
DESCRIPTION |
Legal documents pertaining to the ownership of real property by the office. |
RETENTION |
Permanent |
COMMENTS |
Retain in Register of Deeds Office. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0023-100 |
TITLE |
Employee Court Ordered Withholding Files |
DESCRIPTION |
Court orders issued by the district or other courts to withhold earning from county employees for garnishment, child support, tax levies, or other reasons and includes original writs or copies of writs of garnishment, recapitulations of amounts withheld and related documents. |
RETENTION |
See Comments |
COMMENTS |
Retain for length of stop order plus 1 year, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
2006-01-13
|
K.A.R. NUMBER |
53-2-146 |
SERIES ID |
0024-100 |
TITLE |
Employee Notary Files |
DESCRIPTION |
Notary certification files compiled on employees. |
RETENTION |
See Comments |
COMMENTS |
Proof of certification is part of the Employee Personnel File. These files are convenience copies. Retain information until superceded, or 3 calendar years, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2002-04-11
|
K.A.R. NUMBER |
53-2-131 |
SERIES ID |
0025-100 |
TITLE |
Employee Personnel Files |
DESCRIPTION |
Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials. |
RETENTION |
See Comments |
COMMENTS |
Full personnel file: retain for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees).
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: retain for an additional 12 calendar years, then destroy and/or delete.
Abstracted payroll history (name, title, year, hours, and pay rate): retain for 40 calendar years, then destroy and/or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted under KSA 45-221(a)(3)(4)(6)(9)(30), KSA 22-4701 et seq. |
APPROVED |
2013-04-11
|
K.A.R. NUMBER |
53-2-176 |
SERIES ID |
0026-100 |
TITLE |
Employee Personnel Files--Convenience Copies |
DESCRIPTION |
Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted under KSA 45-221(a)(4) |
APPROVED |
2004-01-08
|
K.A.R. NUMBER |
53-2-137 |
SERIES ID |
0027-100 |
TITLE |
Employee Position Descriptions |
DESCRIPTION |
Formal descriptions of duties and other characteristics of particular employment positions. Includes supporting documents. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded plus 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0028-100 |
TITLE |
Employee Time Report Records |
DESCRIPTION |
Records documenting time worked by individual employees on a daily, weekly, monthly or yearly basis including; time sheets, time cards, attendance reports, absence reports, wage and hour audits (FLSA compliance,) sign-in/out sheets, etc. |
RETENTION |
005 fisc yrs |
COMMENTS |
See also Leave Requests. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0029-100 |
TITLE |
Employee Training Course Materials |
DESCRIPTION |
Record copy of manuals, syllabi, textbooks and other training aids created for office sponsored employee training programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until training program is obsolete, then retain one copy of each manual, syllabus, and textbook permanently, destroy the remainder. See also Employee Training Records. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2018-04-09
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0030-100 |
TITLE |
Employee Training Records |
DESCRIPTION |
Correspondence, reports, and other programs relating to the operation of office 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 |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0031-100 |
TITLE |
Employee Withholding Allowance Certificates |
DESCRIPTION |
Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later). |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0032-100 |
TITLE |
Employment Applications - Not Hired |
DESCRIPTION |
Applications and supplementary materials, including background checks, submitted by unsuccessful applicants for employment. |
RETENTION |
See comments |
COMMENTS |
Retain for 003 calendar years, then destroy. If background check was performed, retain for 006 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted under KSA 45-221(a)(4)(30), KSA 22-4701 et seq. |
APPROVED |
2014-05-01
|
K.A.R. NUMBER |
53-2-180 |
SERIES ID |
0033-100 |
TITLE |
Employment Eligibility Verification Form |
DESCRIPTION |
Immigration and Naturalization Service (INS) form 9 completed by employee which is used to verify the legal residency status of the employee. |
RETENTION |
See Comments |
COMMENTS |
Retain for length of employee tenure plus 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0034-100 |
TITLE |
Equal Employment Opportunity Grievance Files |
DESCRIPTION |
Documents related to discrimination charges concerning employment made against an office and subsequent investigations. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after grievance is settled, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
KSA 45-221(a)(4)(11)(25) |
APPROVED |
2019-01-17
|
K.A.R. NUMBER |
53-2-202 |
SERIES ID |
0035-100 |
TITLE |
Equal Employment Opportunity Plans |
DESCRIPTION |
Documents related to office compliance with laws and regulations concerning EEO/AA Plans. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0036-100 |
TITLE |
Equipment Maintenance and Ownership Records |
DESCRIPTION |
Documents related to the legal ownership and maintenance of office equipment: legal titles, warranties, maintenance logs, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records, and Vehicle Ownership and Maintenance Records. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0037-100 |
TITLE |
Equipment Operation Records |
DESCRIPTION |
Documents related to the use of office equipment (e.g. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calendars, adding machines, etc. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Equipment Ownership and Maintenance Records. Roads and Bridges need to retain for the period they own the equipment. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0038-100 |
TITLE |
Expendable Items Supply Requests - Internal |
DESCRIPTION |
Documents used by subordinate organizations to order expendable supplies from central supply rooms. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 fiscal year after audit, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0245-000 |
TITLE |
Family and Medical Leave Act (FMLA) Records |
DESCRIPTION |
Forms and documentation for FMLA determinations for individual employees. Records may be paper or electronic. |
RETENTION |
3 cld years after completion or denial |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(1)(3) and 29 CFR 825.500 (g) |
APPROVED |
2017-01-19
|
K.A.R. NUMBER |
53-2-194 |
SERIES ID |
0039-100 |
TITLE |
Grant Files |
DESCRIPTION |
Variety of documents dealing with applications for federal, state, and private grants and the implementation of those received. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after the end of the grant period, transfer original applications, contracts, agreements, and annual and final performance reports to permanent storage and destroy remaining documents. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0040-100 |
TITLE |
Grant Files - Unfunded |
DESCRIPTION |
Applications and supporting documentation relating to federal, state, and private grants submitted by local entities which were not funded. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0041-100 |
TITLE |
Hearing and Meeting Transcripts and Electronic Media Recordings |
DESCRIPTION |
Records of public hearings and other meetings: audiotapes, videotapes, notes, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. Tapes can be reused. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-01-11
|
K.A.R. NUMBER |
53-2-125 |
SERIES ID |
0237-000 |
TITLE |
Hygrothermograph Data Logger Reports |
DESCRIPTION |
Hygrothermograph readings taken by staff in various areas which monitor the temperature and humidity levels to ensure that proper environmental conditions are maintained. |
RETENTION |
2 cldr years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2013-10-24
|
K.A.R. NUMBER |
53-2-178 |
SERIES ID |
0042-100 |
TITLE |
Imprest Fund |
DESCRIPTION |
Documents relating to the administration and accounting of the imprest fund which allows an office to use a local bank account as authorized by statute. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0043-100 |
TITLE |
Incident Reports |
DESCRIPTION |
Documents related to incidents occurring between the county office and any individual, group, corporation or government. |
RETENTION |
See Comments |
COMMENTS |
Retain for 5 calendar years or longer if necessary, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
5 U.S.C. sec. 552(a) |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0044-100 |
TITLE |
Income Tax Monitoring |
DESCRIPTION |
Work papers, logs, reconciliation's 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) and 5 USC 552 (a) |
APPROVED |
2002-04-11
|
K.A.R. NUMBER |
53-2-131 |
SERIES ID |
0045-100 |
TITLE |
Insurance Policies |
DESCRIPTION |
Documents such as insurance policy terms and binders. |
RETENTION |
See Comments |
COMMENTS |
Retain until canceled or expired, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled. |
DISPOSITION |
see Comments |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0109-100 |
TITLE |
Internal Memos - Policy Related |
DESCRIPTION |
Internal memos, e-mail and other correspondence that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 5 calendar years, then transfer to the permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2007-05-16
|
K.A.R. NUMBER |
53-2-151 |
SERIES ID |
0104-100 |
TITLE |
Internal Memos - Routine |
DESCRIPTION |
Internal memos, e-mail, or other correspondence which pertain to routine matters. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2007-05-16
|
K.A.R. NUMBER |
53-2-151 |
SERIES ID |
0046-100 |
TITLE |
Internal Revenue Service W-2 Tax Files |
DESCRIPTION |
Agency copy of employee wages and tax statements maintained by the office or payroll processor. |
RETENTION |
004 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted |
APPROVED |
2001-10-18
|
K.A.R. NUMBER |
53-2-128 |
SERIES ID |
0047-100 |
TITLE |
Inventory Records - Expendable Property |
DESCRIPTION |
Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0048-100 |
TITLE |
Inventory Records - Non-Expendable Property |
DESCRIPTION |
Records related to capital equipment inventory management: computer reports, internal documents, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded by new inventory plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0049-100 |
TITLE |
Kansas Public Disclosure Commission Statements of Substantial Interest |
DESCRIPTION |
Office copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0050-100 |
TITLE |
Leases - Real Property and Capital Equipment |
DESCRIPTION |
Documents related to the leasing of real estate and equipment. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or inactive plus 5 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0051-100 |
TITLE |
Leave Requests |
DESCRIPTION |
Internal forms used to request and authorize the taking of leave by employees. |
RETENTION |
005 fisc yrs |
COMMENTS |
See also Employee Time Report Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0052-100 |
TITLE |
Ledgers - General |
DESCRIPTION |
General records of financial receipts and expenditures normally used to monitor, manage, and verify office budget. |
RETENTION |
See Comments |
COMMENTS |
This series includes only internal documents. Retain in office 5 years, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0053-100 |
TITLE |
Legal/Public Notices |
DESCRIPTION |
Announcements appropriately published to notify the general public of an auction, legal proceeding, election, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0054-100 |
TITLE |
Legislation Reference Files |
DESCRIPTION |
Copies of bills, drafts of legislation, copies of statutes, notes, correspondence, and other miscellaneous documents related to various legislative activities or statutes applicable to the operation of the office. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0055-100 |
TITLE |
Mailing Lists |
DESCRIPTION |
Lists of names and addresses to whom mail is regularly sent. |
RETENTION |
See Comments |
COMMENTS |
Retain until updated, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 21-3914 |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0056-100 |
TITLE |
Material Safety Data Sheets |
DESCRIPTION |
Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or hazardous chemical is no longer on site, then destroy as required by CFR 1910.1200. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0057-100 |
TITLE |
Memoranda of Understanding or Agreement - Interoffice |
DESCRIPTION |
Formal agreements reached between state, local, and/or federal agencies. |
RETENTION |
See Comments |
COMMENTS |
Retain until agreement becomes inactive plus 5 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0058-100 |
TITLE |
Minutes |
DESCRIPTION |
Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0105-100 |
TITLE |
Organizational Charts |
DESCRIPTION |
Records documenting the office's current organizational structure. |
RETENTION |
003 cldr yrs |
COMMENTS |
Retain in office 3 calendar years, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2007-05-16
|
K.A.R. NUMBER |
53-2-151 |
SERIES ID |
0060-100 |
TITLE |
Payroll Adjustment Records |
DESCRIPTION |
Copies of documents and supporting materials used to make adjustments in office payroll accounts. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Payroll Deduction Authorization Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0061-100 |
TITLE |
Payroll Deduction Authorization Records - General |
DESCRIPTION |
Documents used to authorize various deductions from an 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 schedules not apply to W-4 Forms or Payroll Direct Deposit Authorization Record. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0062-100 |
TITLE |
Payroll Direct Deposit Authorization Records |
DESCRIPTION |
Completed forms used to authorize direct deposits of payroll checks in employee bank accounts. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer in effect plus 2 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0063-100 |
TITLE |
Payroll Warrant Registers |
DESCRIPTION |
Monthly listing of warrant checks issued to office employees for payroll purposes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0064-100 |
TITLE |
Petty Cash Records |
DESCRIPTION |
Documents related to petty cash accounting. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0065-100 |
TITLE |
Photographic and Video Materials |
DESCRIPTION |
Photo-prints, negatives, slides, films, and videotapes. |
RETENTION |
See Comments |
COMMENTS |
Retain permanently materials that document governmental programs and services. Other items may be offered to local historical societies or destroyed. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0106-100 |
TITLE |
Policy Statements |
DESCRIPTION |
Original copies of formal explanations of agency policies and procedures. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to permanent storage. Retain convenience copies until no longer useful, then destroy. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2007-05-16
|
K.A.R. NUMBER |
53-2-151 |
SERIES ID |
0067-100 |
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 |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0068-100 |
TITLE |
Press Releases |
DESCRIPTION |
Public information issued to the news media. |
RETENTION |
See Comments |
COMMENTS |
Retain one copy permanently, dispose of others. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0107-100 |
TITLE |
Procedures Manuals |
DESCRIPTION |
Original copies of agency procedures issued in a collective manual. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect, then retain 1 copy permanently, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2007-05-16
|
K.A.R. NUMBER |
53-2-151 |
SERIES ID |
0069-100 |
TITLE |
Programs and Invitations |
DESCRIPTION |
Documents related to official office functions. |
RETENTION |
See Comments |
COMMENTS |
Retain permanently one copy of documents related to official functions, dispose of others. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0070-100 |
TITLE |
Property Disposition Records - Non-Expendable |
DESCRIPTION |
Copies of forms and supporting documents used to remove capital equipment from the office inventory. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0071-100 |
TITLE |
Publications |
DESCRIPTION |
Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the office. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 1 year, then transfer 1 copy to permanent storage and destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0072-100 |
TITLE |
Purchase Requests - Internal |
DESCRIPTION |
Documents used by subordinate organizations to request purchases of goods and services through the office central purchasing office. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0073-100 |
TITLE |
Purchasing Records |
DESCRIPTION |
Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Vouchers and Requisitions, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0074-100 |
TITLE |
Receipts Records - Cash |
DESCRIPTION |
Records of cash received by the office: receipt slips, receipt books, receipt ledgers, etc. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0075-100 |
TITLE |
Records Management Records |
DESCRIPTION |
Documents related to the management of office records including completed survey forms, inventories, disposition and transfer records, and other miscellaneous materials such as correspondence or reference materials. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0111-100 |
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 permanently or transfer to permanent storage after 1 calendar year. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0076-100 |
TITLE |
Recruitment Files |
DESCRIPTION |
Variety of documents relating to the recruitment process for hiring employees to fill vacant positions. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions per K.S.A. 45-221(a)(4) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0108-100 |
TITLE |
Reorganization Studies |
DESCRIPTION |
Records documenting actual and proposed agency organizational structure. |
RETENTION |
003 cldr yrs |
COMMENTS |
Retain in office 3 calendar years, then transfer to permanent storage. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2007-05-16
|
K.A.R. NUMBER |
53-2-151 |
SERIES ID |
0077-100 |
TITLE |
Request for Access to Records |
DESCRIPTION |
Documents related to the requests for access to office records and office responses prepared pursuant to K.S.A. 45-218. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0078-100 |
TITLE |
Safety Inspection Files |
DESCRIPTION |
Documents related to routine and special safety inspections, including correspondence and follow-ups, by county offices or the State Department of Human Resources. |
RETENTION |
See Comments |
COMMENTS |
Retain county inspection files 5 calendar years, state inspections until superseded by another inspection. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0079-100 |
TITLE |
Sales and Use Tax Records |
DESCRIPTION |
Reports of retail sales and excise taxes due to the state submitted to the Department of Revenue by local governments acting as retailers with supporting documents. |
RETENTION |
3 tax yrs |
COMMENTS |
A tax year is the 12 month period beginning/ending when one actually files taxes (whether working on a fiscal or calendar year). Records must be kept 3 full years. See KSA 79-3609. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0080-100 |
TITLE |
Schedules - Office Activities |
DESCRIPTION |
Internal forms and calendars used to schedule employee or office activities (calendars and appointment books, etc.). |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0081-100 |
TITLE |
Scrapbooks, Memorabilia, and Photographic Albums |
DESCRIPTION |
Newsclippings, photo albums, etc. documenting office activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0110-100 |
TITLE |
Security Records |
DESCRIPTION |
Security logs, sign-in sheets, security camera footage, security activity reports, incident reports, etc. relating to security provided for buildings and grounds. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10) See Atty Gen's Opinion 87-25. |
APPROVED |
2008-04-24
|
K.A.R. NUMBER |
53-2-155 |
SERIES ID |
0082-100 |
TITLE |
Self-Insurance Claim Files |
DESCRIPTION |
Documents related to claims against county self-insured funds such as vehicle or equipment damage. |
RETENTION |
See Comments |
COMMENTS |
Retain until paid out or settled, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled. |
DISPOSITION |
see Comments |
RESTRICTIONS |
5 U.S.C. sec. 552(a) |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0083-100 |
TITLE |
Speeches and Writings |
DESCRIPTION |
Notes, drafts, and final versions of office related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. |
RETENTION |
See Comments |
COMMENTS |
Retain one copy of final version permanently, destroy all others. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0084-100 |
TITLE |
Statements of Lost Warrants |
DESCRIPTION |
Copies of forms used to request re-issues of lost warrants. |
RETENTION |
currt fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0085-100 |
TITLE |
System Users Access Records - Information Technology |
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, password files, firewall logs, and summary analyses/reports. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer of administrative value to the agency, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2005-04-14
|
K.A.R. NUMBER |
53-2-142 |
SERIES ID |
0086-100 |
TITLE |
Technical Reference Files |
DESCRIPTION |
Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0087-100 |
TITLE |
Telecommunications Logs |
DESCRIPTION |
Registers recording incoming and outgoing telephone calls and fax transmissions. |
RETENTION |
6 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0088-100 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Copies of computer billings received for telephone service. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0089-100 |
TITLE |
Travel Request and Authorization Records |
DESCRIPTION |
Records related to employee travel. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Travel Vouchers and Vehicle Operation Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0247-000 |
TITLE |
Underground Storage Tank Inspections |
DESCRIPTION |
Reports the monthly tank readings on underground storage tanks to document a facility's routine procedures such as leak detection, inventory control, tightness testing, monitoring and other activities required to prevent product releases into the environment as required by the Underground Storage Tank Act and 40 CFR 280.45. These are reported to the KDHE Storage Tank Section monthly. |
RETENTION |
5 cldr yrs |
COMMENTS |
KDHE Environment Division 264-002 is responsible for keeping the monitoring records for a period of 31 years. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1), KSA 65-34, 108(d) |
APPROVED |
2017-07-27
; Revised 2018-10-29 |
K.A.R. NUMBER |
53-2-196 |
SERIES ID |
0090-100 |
TITLE |
Vehicle Maintenance and Ownership Records |
DESCRIPTION |
Documents related to the legal ownership and maintenance of office vehicles: maintenance logs, legal titles, warranties, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0091-100 |
TITLE |
Vehicle Operation Records |
DESCRIPTION |
Documents related to the use of office-owned motor vehicles. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0092-100 |
TITLE |
Vendor Files |
DESCRIPTION |
Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. |
RETENTION |
005 fisc yrs |
COMMENTS |
See also Vouchers and Requisitions, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0094-100 |
TITLE |
Vital Statistics Records |
DESCRIPTION |
Registers, certificates, and statistical summaries of births, deaths, and marriages. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0095-100 |
TITLE |
Voice Mail Messages |
DESCRIPTION |
Sound recordings produced by a voice mail system designed to leave messages for the receiver. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0096-100 |
TITLE |
Vouchers and Requisitions - Purchase |
DESCRIPTION |
Copies of documents used to order and pay for goods and services. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0097-100 |
TITLE |
Vouchers - Journal |
DESCRIPTION |
Forms used to adjust financial account balances. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0098-100 |
TITLE |
Vouchers - Receipts |
DESCRIPTION |
Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0099-100 |
TITLE |
Vouchers - Travel |
DESCRIPTION |
Copies of documents used to certify the validity of claims for the reimbursement of travel expenses. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0100-100 |
TITLE |
Word Processing Files |
DESCRIPTION |
Electronic copies of documents produced with word processing programs. |
RETENTION |
See Comments |
COMMENTS |
When electronic documents are only copy, disposition must be in accordance with an approved schedule entry for the specific records series. When used to produce a hard copy that is maintained according to approved schedule delete when no longer useful. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0102-100 |
TITLE |
Worker's Compensation Files |
DESCRIPTION |
Correspondence, reports, financial records, and other records used to document a worker's compensation claim. |
RETENTION |
See Comments |
COMMENTS |
Retain full and final settlement (closed) files 5 calendar years, then destroy. Retain future medical or benefit payment files (open) until closed plus 5 calendar years, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Exempt from HIPAA Act Sec. 164.512(l) and (a); 5 USC 552(a); KSA 44-515(d) |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0103-100 |
TITLE |
Worker's Compensation Self-Insurance Permit Files |
DESCRIPTION |
Includes application, permit, and supporting documents for permit issued by Kansas Department of Human Resources, Workers Compensation Division. |
RETENTION |
See Comments |
COMMENTS |
Retain until cancelled or expired, plus 5 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
|
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0101-100 |
TITLE |
Work Orders and Logs |
DESCRIPTION |
Internal documents used to request and record requests for the performance of maintenance or other services. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
Agency Number: 000-100
Local Government Records
General Schedule/All Offices
Human Resources
This is the general agency code for Local Records series.
SERIES ID |
0242-000 |
TITLE |
Americans with Disabilities Act (ADA) Documentation |
DESCRIPTION |
Employee requests for reasonable accommodations and doctor's explanations as required for compliance with the Americans with Disabilities Act. Includes information regarding what is needed to make reasonable accommodations for individuals. Also includes any questions employees might have as well as documentation of any meetings, notifications, communications and training materials. Records may be paper or electronic. |
RETENTION |
6 Cld years after completion or denial |
COMMENTS |
Contains protected health information (PHI) and medical information, records must be maintained separately from the personnel file and do not include any complaints filed. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3)(4), & HIPAA Privacy Rule, 45 CFR Parts 160 and 164. |
APPROVED |
2016-10-20
; Revised 2018-10-29 |
K.A.R. NUMBER |
53-2-193 |
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