Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-004 (Department of Administration. Personnel Services)

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Agency Number: 173-004
Department of Administration
Personnel Services

SERIES ID	0982-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interactions between agencies and the various sections and units within the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0540-173
TITLE	Annual Reports
DESCRIPTION	Reports on the accomplishments and activities of the Division of Personnel as a whole. The functions of the different sections within the divisions are explained. Statistical data and goals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0541-173
TITLE	Application for Overtime Credit - Department of Administration Employees
DESCRIPTION	Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION	See Comments
COMMENTS	Active records were not surveyed. Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0542-173
TITLE	Assessment Center Materials
DESCRIPTION	Documents pertaining to the assessment of applicants for Kansas Highway Patrol lieutenant, sergeant, and major.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0543-173
TITLE	Certificates of Application for the Position of Director of the EEO Office
DESCRIPTION	Records of employment applications for the specified position of director of the EEO Office.
RETENTION	See Comments
COMMENTS	These particular records are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0545-173
TITLE	Civil Court Cases Involving the Division of Personnel Services
DESCRIPTION	Files containing material relating to each specific civil court case involving the Division of Personnel. Includes correspondence between all parties involved and any supporting materials needed.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0546-173
TITLE	Conditional Employees in the Classified Service
DESCRIPTION	Records documenting the number of conditional employees in permanent positions in the state.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0547-173
TITLE	Correspondence - Routine
DESCRIPTION	General correspondence drafted on personal computers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0548-173
TITLE	Eligible Lists - Canceled
DESCRIPTION	Records listing people who were once considered for specific positions, and also give their exam scores and their addresses.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 20 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0549-173
TITLE	Employee Time Sheets - Payroll- Department of Administration Employees
DESCRIPTION	Records documenting the rate of pay, deductions, and other amounts as a part of each employees pay.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0550-173
TITLE	History of the Division of Personnel Services Material
DESCRIPTION	Records documenting the existence and history of the division of Personnel services. Materials included are report booklets on salaries of classified classes, policy and procedure manual, etc.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0551-173
TITLE	Individual Working Papers and Notes - Computerized
DESCRIPTION	Miscellaneous data and other files created and utilized by individual staff members for a wide variety of purposes related to personnel operations.
RETENTION	See Comments
COMMENTS	Retain until project completed then delete routine information, print remainder and retain with paper files according to approved retention schedules. Review files every 6 months.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0552-173
TITLE	Intergovernmental Personnel Act Grant Records
DESCRIPTION	Records documenting the grants given to specific projects of Kansas cities under the Intergovernmental Personnel Act. The total process is documented from application material to reports on expenses.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0553-173
TITLE	Item Rating Analysis Data and Results
DESCRIPTION	Data and reports resulting from studies of specific items in civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of project, then print and delete. Retain paper copy for 6 years, then destroy.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0554-173
TITLE	Job Analysis Questionnaire Data and Results
DESCRIPTION	Data, manipulated data, and reports resulting from survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of particular study, then print and delete. Retain additional 6 years on paper, then destroy.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0556-173
TITLE	KIPPS: Applicant Module, Mode 256, Type B, Personal Data
DESCRIPTION	Computer data regarding personal information in KIPPS database about applicants for examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after cancellation of score, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0557-173
TITLE	KIPPS: Applicant Module, Mode 256, Type C, Applicant Characteristic Surveys
DESCRIPTION	Data in the KIPPS database regarding demographics of applicants for examination.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for three years after cancellation of scores, then transfer to tape for additional three years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0558-173
TITLE	KIPPS: Applicant Module, Mode 256, Type D, Scoring and Availability
DESCRIPTION	Information in KIPPS database regarding applicant for examination civil service score and the applicants' work availability.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for three years after cancellation of scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0559-173
TITLE	KIPPS: Applicant Module, Mode 256, Type E, Exam Scheduling
DESCRIPTION	Computer data regarding scheduled civil service examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0560-173
TITLE	KIPPS: Applicant Module, Mode 256, Type F, Applicant Index
DESCRIPTION	Computer index to applicants for civil service examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after cancellation of all scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0561-173
TITLE	KIPPS: Applicant Module, Mode 256, Type G Certification Log (rids 1-12)
DESCRIPTION	Computer log of certified eligible lists requested by agencies in order to fill civil service vacancies.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of score, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0562-173
TITLE	KIPPS: Applicant Module, Mode 256, Type H, Transaction Log
DESCRIPTION	Computer data regarding circumstances of the entry of transactions into the system.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of scores, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0563-173
TITLE	KIPPS: Applicant Module, Mode 256, Type I, Transaction File
DESCRIPTION	Computer data regarding the nature of transactions entered into the system.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0565-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Evaluation Data
DESCRIPTION	Information on individual employees' performance evaluations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 5 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0567-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Position/Employee Cross Reference
DESCRIPTION	Cross reference file of position numbers and employee social security numbers.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0566-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Position Related Data
DESCRIPTION	Position attributes as stored in KIPPS database.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete. Note: this data is in rids 100-109.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0568-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Projected Salary Data
DESCRIPTION	Information regarding scheduled salary increases and performance evaluation due dates for individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete. Note: This data is in rids 130-130.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0569-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Termination and Leave Data
DESCRIPTION	Information on start and end dates for leave with pay, leave without pay, suspensions, and termination dates for individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete. Note: This data is in rids 120-129.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0570-173
TITLE	KIPPS: Employee Module, Agency Mode, Type H, Transaction File
DESCRIPTION	History file of employee transactions.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0571-173
TITLE	KIPPS: Employee Module, Agency Mode, Types B and C, Personal Data
DESCRIPTION	Data reflecting personal information on individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0572-173
TITLE	KIPPS: Employee Module, Mode 250, Type B, Work History
DESCRIPTION	Information regarding attributes of positions held by individual employees.
RETENTION	See Comments
COMMENTS	Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microform and then deleted.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0573-173
TITLE	KIPPS: Employee Module, Mode 252, Type C, Transaction Log
DESCRIPTION	Record of which computer operator updated employee database on which date.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain additional 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0574-173
TITLE	KIPPS: Employee Module, Mode 252, Type F, Soundex
DESCRIPTION	Index of current and former employees by phonetic name search.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0575-173
TITLE	KIPPS: Employee Module, Mode 252, Type H, Employee/Position Cross Reference
DESCRIPTION	Cross reference file of employee social security numbers and position numbers.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0576-173
TITLE	KIPPS: Employee Module, Mode 252, Type I, Length of Service
DESCRIPTION	Record in months and days of total time employee spent employed for state of Kansas.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0564-173
TITLE	KIPPS: Employee Module Mode 66, Types B and C, Work History
DESCRIPTION	Information in KIPPS database on attributes of positions held by individual employees.
RETENTION	See Comments
COMMENTS	Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microforms and then data deleted.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0555-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to insure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Transfer to the records center for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0577-173
TITLE	KIPPS: Position Module, Agency Mode, Type D, Position Data
DESCRIPTION	Position attributes as contained in KIPPS database.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain additional 3 years, then delete. this data is contained in RIDS 20-29.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0578-173
TITLE	KIPPS: Position Module, Agency Mode, Type H, Transaction File
DESCRIPTION	History file of position transactions.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after transaction date, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0579-173
TITLE	KIPPS: Position Module, Mode 252, Type D, Transaction Log
DESCRIPTION	Record of which operator updated position data base on which date.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0580-173
TITLE	Layoff Folders - Department of Administration Employees
DESCRIPTION	Records which are used to document layoffs within specific sections or divisions of the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0581-173
TITLE	MAPPER Rids
DESCRIPTION	Data manipulation files created from mainframe databases for a variety of personnel operation purposes.
RETENTION	See Comments
COMMENTS	Retain on mainframe for duration of associated project, then delete routine information, print remainder and store with other records in accordance with approved retention schedules.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0582-173
TITLE	Master File - Abolished Classes
DESCRIPTION	Records documenting the existence and description of job classes that have since been abolished.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0585-173
TITLE	Pass-Fail List by Name
DESCRIPTION	Computer-generated records listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0586-173
TITLE	Payroll Transactions - Department of Administration Employees
DESCRIPTION	Records documenting any changes that affect an employees payroll status.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0587-173
TITLE	Position Master Files
DESCRIPTION	Individual files containing documents that pertain to each specific job classification.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 15 years then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0588-173
TITLE	Pretest Results
DESCRIPTION	Computer files containing information from tests performed on civil service examinations to determine their effectiveness.
RETENTION	See Comments
COMMENTS	Retain in computer files until completion of associated study, then delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0589-173
TITLE	Provisional Employees in the Classified Service
DESCRIPTION	Records documenting the number of provisional employees in permanent position in the state.
RETENTION	See Comments
COMMENTS	These records are recommended for immediate destruction.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0591-173
TITLE	Skill Code Activity Database
DESCRIPTION	Computerized log of requests from agencies for the assignment or modification of skill codes for various state employee positions.
RETENTION	003 cldr yrs
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0592-173
TITLE	Skill Code Data Files
DESCRIPTION	Computer files containing information regarding personnel skill codes - used mainly for reference.
RETENTION	See Comments
COMMENTS	Review files semi-annually and delete all codes which have been discontinued for more than one year. This data is periodically published in personnel manuals.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0985-173
TITLE	Subject Files
DESCRIPTION	Variety of documents arranged by topic and used to conduct business.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0980-173
TITLE	Supervisor's Files
DESCRIPTION	Records used to document the activities of the individual, unit, project, and sections within the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0594-173
TITLE	Training and Experience Rating Form (Unassembled Exams)
DESCRIPTION	Forms containing the name of the potential employee, his/her social security number, examination name and number of the specific job, and the individual's score on the examination.
RETENTION	See Comments
COMMENTS	These are considered to be part of the application and are to be microfilmed with the application folder and retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0595-173
TITLE	Training Reference Materials
DESCRIPTION	Files containing memoranda, correspondence, and manuals concerning the training of employees.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planes Asst. Section

SERIES ID	0613-173
TITLE	Agency Files (Section)
DESCRIPTION	Files which are used to document interactions between agencies and Agency Services and Planned Assistance Section.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planned Asst. Section

SERIES ID	0596-173
TITLE	Agency Classification Agreements
DESCRIPTION	Originals of formal agreements made between Personnel Services and certain agencies giving those agencies the authority to create and allocate positions according to the duties of the positions.
RETENTION	See Comments
COMMENTS	Retain all current contracts plus 2 prior contracts in the office, transfer all older contracts to off-site storage for 10 years, and then to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0597-173
TITLE	Agency Files - Agency Operations Section
DESCRIPTION	Records which document the interactions between the Agency Operations Section (this section is now disbanded) and other state agencies.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0598-173
TITLE	Agency Files (Unit)
DESCRIPTION	Unit records which document personnel management specialist's interactions with assigned agencies.
RETENTION	005 fisc yrs
COMMENTS	Retain in office for 2 fiscal years and 3 fiscal years in office storage, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0599-173
TITLE	Applicant File - Agency Operation Section
DESCRIPTION	Correspondence received from applicants already examined or interviewed for civil service positions.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0600-173
TITLE	Applications for Employment - Microfilmed Copy
DESCRIPTION	Microfilmed copy of completed, pre-printed forms used to record applications for employment.
RETENTION	004 cldr yrs
COMMENTS	Retain in office for 2 years and in off-site storage for 2 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0601-173
TITLE	Benchmark Position Description Files
DESCRIPTION	Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification
RETENTION	See Comments
COMMENTS	Retain in the office until no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0602-173
TITLE	Central Subject File for Agency Services and Planned Assistance Activities
DESCRIPTION	Records which are used to document the on-going activities of the Agency Services and Planned Assistance Section.
RETENTION	008 cldr yrs
COMMENTS	Retain in office files for 3 years and in off-site storage for 5 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	0603-173
TITLE	Classification and Organizational Studies
DESCRIPTION	Files documenting the organizational maintenance of the classification system.
RETENTION	See Comments
COMMENTS	Retain in the office for 1 year after the completion of the study then send to the central files for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0604-173
TITLE	Classification Contract Agreements
DESCRIPTION	Documents which consist of copies of contracts recording signed agreements between Personnel Services and other agencies having classification authority, and related monthly reports.
RETENTION	See Comments
COMMENTS	Retain contract copies in the office as long as they are current. Once contracts are outdated destroy them. The monthly reports that are included in these files are to be retained for the current fiscal yr. in the office, then destroyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0605-173
TITLE	Exam Material Check Sheets
DESCRIPTION	Completed, pre-printed forms used to document persons taking exams as recorded by examination monitors.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0606-173
TITLE	Fish and Game Protector Assessment Files
DESCRIPTION	Documents pertain to the assessment of applicants for Fish and Game Protector positions.
RETENTION	004 cldr yrs
COMMENTS	Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0607-173
TITLE	Game Protector I Assessment Envelopes
DESCRIPTION	Documents used in assessing each of the applicants for the Game Protector I position.
RETENTION	004 cldr yrs
COMMENTS	Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0608-173
TITLE	Monitors Examination Record and Weekly Time Reports
DESCRIPTION	Computer-printed tally and check sheets for examination materials prepared by specific examination monitor at each of the specific examination sites. Weekly time reports records the hours worked.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0609-173
TITLE	Personnel Series File
DESCRIPTION	Correspondence, studies and forms prepared by the Division of Personnel Services and agencies to reallocate agency personnel staff to the new personnel series.
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

SERIES ID	0610-173
TITLE	Position Descriptions
DESCRIPTION	Records which document the duties and responsibilities of positions and also describe the education and experience requirements for positions.
RETENTION	See Comments
COMMENTS	Retain in the office as long as the position exists. When the position is abolished, transfer the position description to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0611-173
TITLE	Subject Files - Agency Operations Section
DESCRIPTION	Records which document the activities of the Agency Operations Section this section is now disbanded) or joint section projects.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0612-173
TITLE	Technical Files
DESCRIPTION	Current standards for evaluating unassembled exams for classified civil service jobs.
RETENTION	See Comments
COMMENTS	Retain current standards in the office updating each classification as needed. Dispose of the tech file for an exam when the class is abolished.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Benefits Section

SERIES ID	0959-173
TITLE	Alcohol and Controlled Substance Program Files
DESCRIPTION	Documents relating to policies and procedures established for drug and alcohol tests required by an applicant or employee for a Commercial Drivers License.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0960-173
TITLE	Alcohol and Controlled Substance Program Test Results
DESCRIPTION	Individual files relating to drug tests by an applicant to qualify for a commercial drivers license.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0961-173
TITLE	Consolidated Omnibus Reconciliation Act (COBRA) Course Files
DESCRIPTION	Documents relating to the COBRA courses offered to division staff.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the division's records room for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0974-173
TITLE	Drug Screening Program Files
DESCRIPTION	Contracts, reports, correspondence, training, problem resolution, technical assistance and research relating to the drug screening tests for designated classes of state employees.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)(30)
APPROVED	2018-04-19
K.A.R. NUMBER	53-2-199

SERIES ID	0964-173
TITLE	Group Health Carrier Files
DESCRIPTION	Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 8 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0963-173
TITLE	Insurance Grievance Forms
DESCRIPTION	Complaints, concerns, and grievances addressed to the section from employees regarding their personal group health insurance.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0935-173
TITLE	KanElect Enrollment Forms
DESCRIPTION	Form completed by state employees and used to enroll in the KanElect program.
RETENTION	007 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0936-173
TITLE	Shared Leave Files
DESCRIPTION	Documents relating to employees approved to receive shared leave.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Compensation and Benefits Section

SERIES ID	0618-173
TITLE	Class History Card File - Current and Abolished
DESCRIPTION	Card file detailing the history of actions regarding specific classes.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0622-173
TITLE	Classification Studies Central Files
DESCRIPTION	Documents relating to any classification actions.
RETENTION	See Comments
COMMENTS	Retain current year plus 6 years of hard copy in the central files, then microfilm significant material and discard original documents. Transfer microfilm to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0624-173
TITLE	Comprehensive Classification and Job Rate Studies Files
DESCRIPTION	Documents relating to data collected during the ten year comprehensive study of state employee position classifications.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0625-173
TITLE	Consolidated Omnibus Budget Reconciliation Act (COBRA) Files
DESCRIPTION	Documents relating to COBRA courses offered to staff.
RETENTION	See Comments
COMMENTS	Retain in office storage for 2 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0626-173
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	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0627-173
TITLE	Current Classes Master Files
DESCRIPTION	Documents describing the scope and purpose of specific and current job classifications within the state system.
RETENTION	See Comments
COMMENTS	Retain in office until class is abolished, then retain according to Abolished Classes Master File.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0628-173
TITLE	Employee Advisory Committee Files
DESCRIPTION	Correspondence and other documents relating to the Employee Advisory Committee.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0630-173
TITLE	Group Health Insurance Carrier Files
DESCRIPTION	Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION	010 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 8 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0632-173
TITLE	KanElect Enrollment Forms
DESCRIPTION	Form completed by state employees and used to enroll in the KanElect program.
RETENTION	007 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0633-173
TITLE	Minutes - Health Care Commission
DESCRIPTION	Proceedings of regular or special meetings of the Health Care Commission.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0636-173
TITLE	Technical Reference Files - Health Promotion
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	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 173-004
Department of Administration
Personnel Services
Director's Office

SERIES ID	0946-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interaction between the Director's Office and all state agencies.
RETENTION	020 cldr yrs
COMMENTS	Retain in office 5 calendar years, transfer to the division's records room for 15 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0637-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interaction between the Director's Office and all state agencies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0638-173
TITLE	Employee Personnel Files - Microfilm
DESCRIPTION	Micrographic records made of all documents on file for State of Kansas personnel hired before 1983.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0955-173
TITLE	Executive Orders and Directives
DESCRIPTION	Notebooks containing Executive Orders and Executive Directives issued by the Governor to state agencies regarding personnel issues.
RETENTION	030 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0956-173
TITLE	History Files
DESCRIPTION	Reports, manuals, etc. documenting the existence and history of the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0640-173
TITLE	Labor Relations Files
DESCRIPTION	Agency and subject files relating to labor relations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0642-173
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0643-173
TITLE	Old Files from the Directors Office
DESCRIPTION	Files containing correspondence notes, and memoranda which document the internal processes and external concerns of the Division of Personnel Services.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0957-173
TITLE	Personnel Policy Letters
DESCRIPTION	Letters and memoranda from the Governor, Secretary of Administration, and the director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION	020 cldr yrs
COMMENTS	Retain in office 20 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

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