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Kansas Records Retention Schedules

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Agency Code: 143-020 (State Corporation Commission. Utilities Division)

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Agency Number: 143-020
State Corporation Commission
Utilities Division

SERIES ID 0201-143 
TITLE Accident Reports - Electric 
DESCRIPTION Accidents reported by jurisdictional utilities in accordance with KSA 66-132. Includes physical injuries and electrocutions of persons in contact with transmission or distribution lines, time, location, and circumstances. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 50 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0207-143 
TITLE Accident Reports - Gas 
DESCRIPTION Accident reports, operating reports, and other documents related to natural gas companies regulated by the KCC. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 50 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0186-143 
TITLE Accounting Section Workpapers 
DESCRIPTION Workpapers developed by the Accounting Section staff related to closed rate cases which are retained for use as examples in future rate cases or for use in appeals. These workpapers are not part of the docket file. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 40 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 66-1220a 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0189-143 
TITLE Annual Financial Reports 
DESCRIPTION Financial reports submitted annually by all public utilities regulated by the KCC. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 10 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0191-143 
TITLE Card Files 
DESCRIPTION Index to proceedings involving each utility company. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

SERIES ID 0197-143 
TITLE Contracts 
DESCRIPTION Legal agreements between utilities which have been approved by the KCC. 
RETENTION See Comments 
COMMENTS Retain originals until microfilmed, then destroy hard copy. Retain microfilm 30 years, then transfer to the archives. Security negatives are stored in the KSHS museum. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1992-10-08 
K.A.R. NUMBER 53-2-094 

SERIES ID 0199-143 
TITLE Correspondence - Routine 
DESCRIPTION Division copies of general internal and external correspondence and memos sent and received. 
RETENTION See Comments 
COMMENTS Retain 3 years and then discard if routine, retain 3 years and then transfer to archives if valuable in documenting policies and procedures of the agency (seek archival appraisal if needed). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0204-143 
TITLE Energy Cost Adjustments (ECA) 
DESCRIPTION Monthly or periodic report filed by regulated electric utilities documenting detailed adjustments to current energy costs. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0205-143 
TITLE Gas B.T.U. Report 
DESCRIPTION Report filed by jurisdiction utilities reflecting BTU content level (the measure of natural gas's ability to produce heat) and BTU/Mcf at certain locations on company's system. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0208-143 
TITLE Gas Meter Report 
DESCRIPTION Annual reports by jurisdictional utilities about meter tests. Includes number of meters tested by geographical area, percentage of inaccuracy for each meter tested, summarizes results of tests. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0209-143 
TITLE Purchased Gas Adjustment (PGA) Reports  
DESCRIPTION Monthly or periodic report filed by regulated gas utilities detailing adjustments made on rates charged to customers for gas. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0210-143 
TITLE Rate Design Workpapers 
DESCRIPTION Workpapers developed by the KCC staff in preparing recommendations to the Commission regarding utility company requests in formal and informal cases which may contain confidential or trade secrets. These workpapers are not part of the docket file. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 40 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 66-1220a 
APPROVED 2020-01-16 
K.A.R. NUMBER 53-2-205 

SERIES ID 0212-143 
TITLE Tariffs 
DESCRIPTION Documents listing rates charged by regulated utilities which have been approved by the KCC. 
RETENTION See Comments 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy permanently. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

SERIES ID 0216-143 
TITLE Wolf Creek Data Requests 
DESCRIPTION Documents related to requests submitted by the KCC staff to the owners of the Wolf Creek generating station for information related to rate cases. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0217-143 
TITLE Wolf Creek Docket Files 
DESCRIPTION Transcripts, orders, testimony, and other documents related to KCC proceedings in 4 cases involving the Wolf Creek generating station. 
RETENTION See Comments 
COMMENTS Retain originals 10 years, and until microfilmed or scanned, then transfer to archives. Retain microfilm or electronic copy permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2019-10-14
K.A.R. NUMBER 53-2-070 

Agency Number: 143-020
State Corporation Commission
Utilities Division
Pipeline Safety Section

SERIES ID 0431-143 
TITLE Kansas Universal Service Fund (KUSF) Banking Records 
DESCRIPTION Bank statements, correspondence, and other records related to the Kansas Universal Service Fund. 
RETENTION 5 fiscal years 
COMMENTS Retain hard copy until scanned and quality assurance is performed, then destroy. Retain electronic copy 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

SERIES ID 0423-143 
TITLE Pipeline Safety Incident Reports 
DESCRIPTION Reports pertaining to natural gas incidents such as explosions, personal injury, or damages over $5,000. Reports created after 2017 are retained electronically. 
RETENTION 10 calendar years 
COMMENTS Retain in office 5 calendar years, transfer to storage facility for 5 calendar years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-10-17  ; Revised 2019-10-16
K.A.R. NUMBER 53-2-132 

SERIES ID 0420-143 
TITLE Pipeline Safety Inspection Reports 
DESCRIPTION Reports completed on a field inspection that are used to compile the annual inspection report. 
RETENTION 10 calendar years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2019-10-17 
K.A.R. NUMBER 53-2-204 

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