Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-006 (Department of Administration. Office of Facilities and Property Management)

Page 1 of 1 showing 30 records of 30 total, starting on record 1

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management

SERIES ID	1078-173
TITLE	Waiting Lists - State Parking Lots / Garages
DESCRIPTION	Waiting lists for state employees year round and Legislative Services during session, for parking spaces in the state lots and garages.
RETENTION	Retain until superseded, then destroy or delete
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2013-07-18
K.A.R. NUMBER	53-2-177

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Building and Grounds Services

SERIES ID	0766-173
TITLE	Alphabetical Files
DESCRIPTION	Miscellaneous records which document the functions and activities of building and grounds personnel.
RETENTION	See Comments
COMMENTS	Retain in the office until disposal of the building. Purge documents which are mo longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0767-173
TITLE	Architectural Drawings Files
DESCRIPTION	Records consisting of architectural drawings for state buildings and grounds. The drawings are contained in flat files.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building or until no longer useful, then transfer to archives for purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0768-173
TITLE	Budgets for Building and Grounds Services
DESCRIPTION	Bound copies of fiscal year budgets for building and grounds services.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0770-173
TITLE	Building Data Files
DESCRIPTION	Records which document services and or equipment purchases made for specific Capitol Complex buildings.
RETENTION	See Comments
COMMENTS	Retain in the office until disposal of the building, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0771-173
TITLE	Building Plans
DESCRIPTION	Records which document the design, planning, and drawing of state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of building, then transfer to state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0772-173
TITLE	Capitol Complex Engineer's Files
DESCRIPTION	Records which document projects under the direction of the Capitol Complex engineer.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building, then transfer to state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0773-173
TITLE	Construction Projects
DESCRIPTION	Records documenting any special projects for state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building, and then transfer to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0774-173
TITLE	Contracts
DESCRIPTION	Records which document the purchase of services, equipment, and products by Building and Grounds Services for state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage area for 3 years after the contract expires, then dispose.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0775-173
TITLE	Contracts - Current
DESCRIPTION	Records which document the purchase of products and services used by building and grounds.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0776-173
TITLE	Contracts - Special
DESCRIPTION	Records which document the purchase of goods, products, and services for state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage until contract is terminated and is no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0769-173
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.
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	0777-173
TITLE	Leave Slips
DESCRIPTION	Pre-printed forms documenting leave for building and grounds employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0778-173
TITLE	Original-As-Built Drawings for State Office Building
DESCRIPTION	Records which consist of architect's and engineer's drawings for the State Office Building.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building and then transfer drawings to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0779-173
TITLE	Plan Holds
DESCRIPTION	Records consisting of prints of drawings or plans for buildings and grounds.
RETENTION	See Comments
COMMENTS	Retain in the office until disposal if the building and then transfer to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0780-173
TITLE	Purchase Requests - Internal
DESCRIPTION	Records which document purchases made by Building and Grounds.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0781-173
TITLE	State Office Building Commission Files
DESCRIPTION	Records which document the activities of the State Office Building Commission.
RETENTION	See Comments
COMMENTS	The State Office Building Commission was incorporated into the Capitol Area Complex.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0782-173
TITLE	Supervisor's Daily Reports
DESCRIPTION	Completed, pre-printed forms, kept by the supervisors, which document the daily activities of each employee, including the building or facility where the employee worked during a defined timeframe. Electronic spreadsheets to track employee time and location of work.
RETENTION	See Comments
COMMENTS	Retain paper forms until entered into the electronic spreadsheet and the entry is checked, then destroy; retain the electronic spreadsheets for 3 fiscal years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0784-173
TITLE	Vacant Position Files
DESCRIPTION	Records which provide a description of Building and Grounds employment vacancies, plus any and all applicant information.
RETENTION	See Comments
COMMENTS	Retain in office storage for 3 years or as long as legal action is pending. This file was started in 1982.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Mail Service

SERIES ID	0785-173
TITLE	Postage Meter Records
DESCRIPTION	Documents regarding the purchase of postage from the United States Postal Service.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Motor Pool

SERIES ID	0786-173
TITLE	Accident Files
DESCRIPTION	Documents pertaining to accidents involving state motor pool vehicles.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0787-173
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	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0788-173
TITLE	Billing File
DESCRIPTION	Documents regarding the use of the central motor pool by state agencies.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0789-173
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0790-173
TITLE	Gasoline Sales Billings
DESCRIPTION	Documents concerning all service station sales made by the Central Motor Pool to state agencies having their own vehicles.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0791-173
TITLE	Motor Pool Vehicle Gas Tickets
DESCRIPTION	Documents recording fuel costs for Central Motor Pool vehicles.
RETENTION	003 fisc yrs
COMMENTS	Retain in office for 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0792-173
TITLE	Payment Voucher Files - Office Copies
DESCRIPTION	Copies of vouchers recording payments made by the Central Motor Pool.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0793-173
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0794-173
TITLE	Vehicle Files
DESCRIPTION	Documents recording the history of each motor pool vehicle.
RETENTION	See Comments
COMMENTS	Retain in office for the life of the vehicle in state service plus 1 calendar year after the sale of the vehicle, transfer to the records center for 1 calendar year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0795-173
TITLE	Vehicle Registration Records
DESCRIPTION	Computer printouts and payment vouchers relating to vehicle registration fees paid by state agencies for agency owned vehicles.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096