Kansas Records Retention Schedules
Results of Query:
Agency Code: 082-XXX (Office of the Attorney General. Multiple subunits/subunit not defined)
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starting on record 1
Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined
SERIES ID |
0049-082 |
TITLE |
Administrative Records |
DESCRIPTION |
Copies of policies, procedures, and other miscellaneous administrative documents pertaining to the divisions or the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain record copy of policies and procedures in accordance with General Schedule (see 0087-000). Retain remainder until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 and KSA 45-221(a)(1)(4)(6)(14)(16)(20) |
APPROVED |
2008-11-05
; Revised 2020-09-24 |
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0172-082 |
TITLE |
Case Files |
DESCRIPTION |
Pleadings/filings, research, case notes, interviews, correspondence, contracts, billings, complaint forms, appeal files, and other supporting documentation relating to criminal, consumer (including roofing registration), antitrust, medicaid fraud, fraud abuse litigation, and civil cases. Includes cases handled by outside counsel, charitable trust, and amicus curiae cases, as well as consumer protection enforcement actions and multi-state actions. Does NOT include any case files specifically outlined in other divisions, including but not limited to Cases on Appeal, Outstanding Warrants cases, Case Files-No-Charge Reports, Homicide cases, and Sex Offense cases. |
RETENTION |
See Comments |
COMMENTS |
Record copy may be paper or electronic. Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Retain remaining paper records and materials, as well as digital images in system, until the case is closed, plus 16 years. At conclusion of that time period, the State Archives, in consultation with the Attorney General's Office, will appraise the records and materials for transfer to Archives. If not accepted for transfer to Archives, destroy per Archives' assessment and written directive. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 22-4707, 38-2326, 45-221(a)(1)(2)(3)(4)(5)(10)(11)(14)(20)(25)(29)(30)(47), 60-226, 60-426, 75-723 |
APPROVED |
2019-01-10
|
K.A.R. NUMBER |
53-2-202 |
SERIES ID |
0179-082 |
TITLE |
Case Files- No Charge Reports |
DESCRIPTION |
Pleadings/filings, research, case notes, interviews, correspondence, and documents related to cases where no charges were filed. |
RETENTION |
See Comments |
COMMENTS |
Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Digital images in system are retained for six (6) years, then destroyed. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 22-4707, 38-2326,45-221(a)(1)(2)(3)(5)(10)(14)(20)(25)(29)(30)(47) |
APPROVED |
2011-01-27
; Revised 2018-04-16 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0200-082 |
TITLE |
Correspondence - of Legal Significance |
DESCRIPTION |
Correspondence affecting substantive rights, setting precedent, or recording important events in the operational and organizational history of the agency that are not associated with a particular case or matter. Includes requests for representation, demand letters, and responses thereto. |
RETENTION |
5 years |
DISPOSITION |
Archives |
RESTRICTIONS |
K.S.A. 45-221(a)(1)(11)(14)(20)(25)(30) |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0043-082 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Incoming and outgoing letters, email, and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. |
RETENTION |
5 years |
COMMENTS |
Retain in office 5 calendar years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(1)(14)(20)(25)(30) |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0044-082 |
TITLE |
Correspondence - Routine |
DESCRIPTION |
Incoming and outgoing letters, email, and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, correspondence with the public and public officials unrelated to a specific case or matter, etc. (Correspondence related to specific cases, or of legal significance, should be filed according to applicable guidelines.) |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(1)(14)(20)(25)(30) |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0201-082 |
TITLE |
Employee Case Status Reports |
DESCRIPTION |
Internal memos or other work product that is done during the preparation of a case to periodically update what active cases are assigned to the attorney and what the status of each of those cases is. This is an ever-changing document that gives a "snapshot" (name, court, and date filed) of what that attorney (or agent) is doing at the moment the report is generated. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(1)(25) |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0050-082 |
TITLE |
General Legal Services |
DESCRIPTION |
Records regarding legal assistance given by agency attorneys to state officials, employees, agencies, boards, and commissions: correspondence, reports, notes, publications, etc. May include records concerning legal advice given to a specific agency, board or commission regarding quasi-judicial proceedings in licensure, certification, registration, disciplinary or other similar matters. |
RETENTION |
Retain until matter is closed, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(2)(4)(5)(11)(14)(20)(25)(30) |
APPROVED |
2022-02-03
|
K.A.R. NUMBER |
53-2-212 |
SERIES ID |
0202-082 |
TITLE |
General Research |
DESCRIPTION |
Memoranda, email, correspondence, publications, newsletters, resource materials, etc., not related to any individual case (see Case Files). |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(1)(14)(20)(25) |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0203-082 |
TITLE |
Internal Memos - Policy Related |
DESCRIPTION |
Internal memos, e-mail, and other correspondence between agency staff that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 5 calendar years, then transfer to the archives for purging. Print out all electronic versions as issued and transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(1)(20) |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0133-082 |
TITLE |
Internal Memos - Routine |
DESCRIPTION |
Internal memos, e-mail, or other correspondence between agency staff which pertain to routine matters. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(20)(25)(30) |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0062-082 |
TITLE |
Legislative Materials |
DESCRIPTION |
Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, etc., related to various legislative activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
K.S.A. 45-221(a)(1)(14)(20)(25) |
APPROVED |
2011-01-27
|
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0726-082 |
TITLE |
Registry of Businesses |
DESCRIPTION |
Reports listing business names, registration status, owner name, and business location of entities/individuals required to register with the Attorney General's Office, including those involving roofing, private investigators, scrap metal, and bail enforcement. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2019-01-17
|
K.A.R. NUMBER |
53-2-202 |
SERIES ID |
0207-082 |
TITLE |
Special Commissions |
DESCRIPTION |
Applications, correspondence, and other miscellaneous documents concerning the special licensing and/or appointment of railroad police, special investigators, law enforcement officials, Assistant Attorneys General, and Special Assistant Attorneys General through the Kansas Attorney General's Office. |
RETENTION |
See Comments |
COMMENTS |
Retain until individual in question is no longer employed in the capacity to warrant the use of the special commissions, plus 5 years, then transfer to Archives. Supersedes Railroad Police Licensing Records (0030-082). |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 22-4707, 45-221(a)(1)(3)(6)(14)(20)(30), 75-3520 |
APPROVED |
2009-01-08
|
K.A.R. NUMBER |
53-2-158 |
SERIES ID |
0134-082 |
TITLE |
Subject Files |
DESCRIPTION |
Wide variety of documents related to full range of the agency's activities: correspondence, legal documents, publications, reports, briefs, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
SERIES ID |
0100-082 |
TITLE |
Task Force Files |
DESCRIPTION |
Reports, minutes, and other documents relating to activities of special task forces. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-01-13
; Revised 2019-07-30 |
K.A.R. NUMBER |
53-2-122 |
SERIES ID |
0037-082 |
TITLE |
Tax Returns for Non-Profit Organizations |
DESCRIPTION |
Copies of Internal Revenue Service forms 990F "Return of Private Foundation" and supporting documents required by IRS to be filed at the Office of the Attorney General. |
RETENTION |
5 years |
COMMENTS |
Retain in office 2 tax years, transfer to the records center for 3 tax years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2008-11-05
|
K.A.R. NUMBER |
53-2-157 |
Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined
Evidence
SERIES ID |
0211-082 |
TITLE |
Evidence Articles |
DESCRIPTION |
Tangible items or objects, regardless of form, collected or seized during an investigation by Special Agents, Investigators and other personnel in the Office of the Attorney General. |
RETENTION |
See comments |
COMMENTS |
Retain until assigned assistant attorney general obtains court approval for disposition of articles, then return or dispose of articles in accordance with court order. |
DISPOSITION |
See comments |
RESTRICTIONS |
KSA 45-221(a)(10), (11), (30) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0213-082 |
TITLE |
Evidence Check Out Log |
DESCRIPTION |
Form or database used to track release and return of evidence from an evidence storage location in or under the control of the Attorney General's Office. Information includes name/title of person(s) releasing and accepting evidence, date, time of release, time of return, reason for release and return, location, name of evidence custodian releasing or accepting return of evidence, and name of individual accepting or returning the evidence. |
RETENTION |
005 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10), (11) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0215-082 |
TITLE |
Evidence Control System Annual Inspection Report |
DESCRIPTION |
Reports of inspections made to the Attorney General documenting findings of inspection of evidence control system, including physical inspection of selected items of evidence and associated documentation, remarks on compliance with internal evidence control policies, and recommendations for corrective action, if any. |
RETENTION |
005 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10), (11), (30) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0210-082 |
TITLE |
Evidence Custody Receipt |
DESCRIPTION |
Copies of the Office of the Attorney General form completed by Special Agents, Investigators and other personnel to document evidence collected, as well as chain of custody. |
RETENTION |
See comments |
COMMENTS |
Retain until evidence articles returned or disposed of in accordance with court order, or until the conclusion of case and after expiration of appeal time, whichever is longer, plus ten (10) years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10), (11), (30) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0216-082 |
TITLE |
Evidence Inventory Log |
DESCRIPTION |
Form or database listing tangible items or objects held in evidence storage locations, including owner name and contact information, if known; date received; description of item or object; type of case; case number; location; date and type of disposition; and other identifying information. |
RETENTION |
Retain in office permanently. |
DISPOSITION |
Permanent |
RESTRICTIONS |
KSA 45-221(a)(10), (11), (30) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0212-082 |
TITLE |
Evidence Location Access Log |
DESCRIPTION |
Form or database used to track individual entry into and exit from evidence storage locations in or under the control of the Attorney General's Office. Information includes name/title of person entering, name of witness, date, time, location, and reason for access. |
RETENTION |
005 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10), (11) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0214-082 |
TITLE |
Vehicle Impoundment and Inventory Record |
DESCRIPTION |
Copies of the Office of the Attorney General form completed by Special Agents, Investigators and other personnel to document identifying information and condition of motor vehicles or other means of conveyance collected as evidence. Information includes date; time; location where vehicle towed, towing operator and identity of individual requesting tow; license, vehicle identification number (VIN), make, model, color, and odometer reading of vehicle; registered owner name, address, phone number and drivers license number; inventory of property left in vehicle; description of condition of vehicle; and other related information. |
RETENTION |
See comments |
COMMENTS |
Retain until conclusion of case and after expiration of appeal time, plus 10 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10), (11), (30) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined
Private Investigator Licensing
SERIES ID |
0028-083 |
TITLE |
Private Investigator Licensing Files |
DESCRIPTION |
Application, renewals, and supporting documentation relating to individuals and agencies seeking to apply for a private investigator license. |
RETENTION |
See Comments |
COMMENTS |
Retain until license has expired plus 5 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
5 USC sec. 552a |
APPROVED |
2004-07-08
; Revised 2012-12-07 |
K.A.R. NUMBER |
53-2-139 |
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