Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-003 (Department of Administration. Architectural Services Division)

Page 1 of 1 showing 31 records of 31 total, starting on record 1

Agency Number: 173-003
Department of Administration
Architectural Services Division
Administration Section

SERIES ID	0509-173
TITLE	Annual Budgets - Division of Architectural Services
DESCRIPTION	Agency copies of budgets submitted by the division.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0510-173
TITLE	Architectural/Engineering Contracts and Ancillary Technical Services Contracts
DESCRIPTION	Records documenting the legal agreement between Architectural Services and private contractors. These are also referred to as architectural service contracts.
RETENTION	See Comments
COMMENTS	Retain for 20 years after the completion of contractors work, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0511-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records documenting general correspondence received and generated by the division director and section directors.
RETENTION	004 fisc yrs
COMMENTS	After office retention period transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0512-173
TITLE	EDA (Economic Development Administration) Project File
DESCRIPTION	Records documenting state construction projects funded by the federal EDA.
RETENTION	005 cldr yrs
COMMENTS	After office retention period transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0513-173
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Records document all current personnel transactions regarding Division of Architectural Services employees.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Arch./Eng./Interior Design Section

SERIES ID	0514-173
TITLE	Architectural Program Files
DESCRIPTION	Records documenting the development of the formal specifications and tracings.
RETENTION	006 cldr yrs
COMMENTS	This file contains some material that will go into the construction records file.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0515-173
TITLE	Consultant Planning Files - Mechanical Engineering Unit
DESCRIPTION	Records documenting the interaction between mechanical engineering unit staff and private architectural consultants hired outside of the state system.
RETENTION	See Comments
COMMENTS	Retain in office files until the project is completed, transfer to off-site storage for 3 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0516-173
TITLE	Engineering Working File
DESCRIPTION	Records documenting the calculations done on specific projects by the divisions mechanical engineering staff.
RETENTION	010 cldr yrs
COMMENTS	After the retention period in the office, dispose of at the discretion of the engineer.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0517-173
TITLE	Interiors Projects
DESCRIPTION	Records documenting the specific activities of the interior design unit.
RETENTION	006 cldr yrs
COMMENTS	Retain in office for 1 year and office storage for 5 yrs. then transfer to off-site storage until no longer useful. Then transfer to archives for purging. The majority of the files are filed in or with the construction records file.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Attorney's Office

SERIES ID	0518-173
TITLE	Attorney File - Civil Service Board and Construction Problems
DESCRIPTION	Records regarding Civil Service Board and construction problems, and their resolution by the staff attorney.
RETENTION	See Comments
COMMENTS	Retain in office for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0519-173
TITLE	Attorney's Files
DESCRIPTION	Records regarding construction problem resolution by the attorney of the division.
RETENTION	See Comments
COMMENTS	Retain in office area for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to state archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Capitol Complex/Space Mgmt. Section

SERIES ID	0520-173
TITLE	1981-86 Space Working Papers
DESCRIPTION	Background documents used for preparation of a space management report entitled "1981-86 Space".
RETENTION	See Comments
COMMENTS	It is recommended that these records be disposed of immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0521-173
TITLE	Analysis of Space Use Report Working Papers
DESCRIPTION	Background documents used for the development of space management standards.
RETENTION	See Comments
COMMENTS	Retain until 1989, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0522-173
TITLE	Capitol Complex Building Files
DESCRIPTION	Records documenting the activities and the problems that have occurred in buildings within the Capitol Complex, in Department of Administration-owned buildings.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then selectively purge material at the discretion of the Capitol Complex engineer/architect. Transfer purged material to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0523-173
TITLE	Construction Files for Capitol Complex Buildings
DESCRIPTION	Records documenting all construction and renovation activities done on Capitol Complex buildings.
RETENTION	See Comments
COMMENTS	Retain in office for 11 years transfer to office storage for retention until disposal of the building except for items purged by Capitol Complex engineer/architect upon their discretion. Upon disposal of the building transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0524-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records documenting the on-going Capitol Complex activities.
RETENTION	See Comments
COMMENTS	Retain in office until disposal of the building. Purging can then be done by the Capitol Complex engineer/architect. Transfer remaining records to the state archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0526-173
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Records documenting the interaction between this state agency and each leasing individual concerning the leasing of a building.
RETENTION	See Comments
COMMENTS	Retain in the office as long as the lease is active, then destroy upon expiration of the lease.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0525-173
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Records documenting leases between the state and private individuals who are leasing buildings to the state.
RETENTION	See Comments
COMMENTS	Retain the copy of the lease in the office while it is active and then for 5 years after expiration in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0527-173
TITLE	Prior Space Management Studies
DESCRIPTION	Space studies prepared by Governors planning section and the Division of Planning and Research.
RETENTION	See Comments
COMMENTS	Retain in office storage until no longer useful, and then transfer to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0528-173
TITLE	Special Projects File
DESCRIPTION	Records documenting the activities of state special projects personnel and associate engineers on projects requiring special approval by the legislature.
RETENTION	031 cldr yrs
COMMENTS	Retain in office files for 11 years and 15 years in off-site storage then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Construction Administration Section

SERIES ID	0529-173
TITLE	Engineering Unit Correspondence Files and Site Visit Notes - Active and Inactive
DESCRIPTION	Correspondence concerning state construction projects, site visit notes, and reports.
RETENTION	See Comments
COMMENTS	Retain in office for 5 years then transfer to off-site storage for 15 years, then transfer to state archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0530-173
TITLE	Test and Balance Reports
DESCRIPTION	Reports created by a contractor explaining the heating, ventilating, and electrical systems on projects overseen by this agency.
RETENTION	See Comments
COMMENTS	Retain in office for 10 years after completion of the project then transfer to off-site storage for 40 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Documents Section

SERIES ID	0531-173
TITLE	Capitol Area Architectural Study
DESCRIPTION	Records containing material regarding a 1968 privately contracted study of state space needs in the Capitol Complex area.
RETENTION	See Comments
COMMENTS	These records are needed for future planning and should be retained in the office until no longer useful, and then transferred to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0532-173
TITLE	Construction Records File
DESCRIPTION	Records documenting all aspects of the construction of individual projects from their initiation to completion.
RETENTION	See Comments
COMMENTS	Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0533-173
TITLE	Construction Tracings and Specifications
DESCRIPTION	Tracings graphically describe any state construction project. Specifications are written descriptions of all aspects of work to be done on state construction projects.
RETENTION	See Comments
COMMENTS	Retain in construction tracings and specifications in office storage until the particular building is disposed of, and then transfer with the building or to the state archives for permanent retention.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0534-173
TITLE	Shop Drawings
DESCRIPTION	Documents furnished by the contractor to the state architect/engineer for approval. Drawings show that the contractor understands what the architect or agency wants.
RETENTION	See Comments
COMMENTS	Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. Copy w/ agency that has building.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0535-173
TITLE	Soil Investigation Reports
DESCRIPTION	Reports documenting tests and findings of soil investigations done by geologists who were under state contract.
RETENTION	Permanent
COMMENTS	These records are the original reports. Information from these reports are incorporated into other files and reports.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Planning & Management Section

SERIES ID	0536-173
TITLE	Architect Eligibility Files
DESCRIPTION	Records documenting names, addresses, and statements of qualifications of architects and architectural firms approved by the state to qualify for state construction projects.
RETENTION	See Comments
COMMENTS	Retain files from March until the following March, then transfer to archives for purging. KSA 75-1250 legislation maintains that these records have an annual turnover.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0537-173
TITLE	Division of Architectural Services Planning Files - Active, Semi-Active, Inactive
DESCRIPTION	Records documenting the management of projects through the planning phase including all the developmental work done before specifications and tracings are created.
RETENTION	See Comments
COMMENTS	Retain active and semi-active records in office area until the project is complete, then sent the inactive file to off-site storage for 20 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0538-173
TITLE	Engineering Eligibility Files
DESCRIPTION	Records documenting names, addresses, statements of qualifications of engineers and engineering firms approved by the state to qualify for state construction projects.
RETENTION	See Comments
COMMENTS	Retain files from March until the following March, then transfer to the state archives for purging. KSA 75-5802 legislation maintains that these records have an annual turnover.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0539-173
TITLE	Estimating Budgets File for Capitol Improvements
DESCRIPTION	Records which document estimating work done by the division planning & management staff on proposed capital improvements for agency budgeting purposes.
RETENTION	See Comments
COMMENTS	Retain in the Planning & Management section for current plus 2 years, then transfer to off-site storage for 8 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068