Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-010 (Department of Administration. Division of Purchases)

Page 1 of 1 showing 23 records of 23 total, starting on record 1

Agency Number: 173-010
Department of Administration
Division of Purchases

SERIES ID	0830-173
TITLE	46's Real Estate Lease Agreements
DESCRIPTION	Records containing pre-printed forms, correspondence, and requests to lease documenting contractual agreements for leasing space or buildings for state use.
RETENTION	See Comments
COMMENTS	Retain in central files while agreement is active. After agreements becomes inactive, retain for 1 year in office then transfer to off-site storage for 4 years and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0831-173
TITLE	Annual Bonds - Current and Expired
DESCRIPTION	Records documenting signed bonds sent to the state by vendors guaranteeing 5 percent of their bid if vendor forfeits an award.
RETENTION	See Comments
COMMENTS	Retain active bonds in the central files until they are inactive; retain expires bonds in the central files for 1 year then for 4 years in off-site storage, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0832-173
TITLE	Bidders Applications
DESCRIPTION	Pre-printed forms which are returned by vendors as a request that their business be placed on the state vendor list.
RETENTION	See Comments
COMMENTS	Retain in the office until records are transferred to the deletion files of bidders applications.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0833-173
TITLE	Consulting Contracts
DESCRIPTION	Contracts with consultants for state purposes.
RETENTION	015 fisc yrs
COMMENTS	Retain records for 5 years in office files, then send the records to accessible storage for 10 years, then selectively dispose when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0835-173
TITLE	Contracts - Architecture
DESCRIPTION	Documents regarding services rendered to the state by architectural firms.
RETENTION	010 cldr yrs
COMMENTS	Retain records for 5 years in office then 5 years at off-site storage. After transfer to the archives, purging can be done by the archives staff with review by the Division of Purchases.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0836-173
TITLE	Contracts - Food Service
DESCRIPTION	Documents regarding the contracting of food services for state entities.
RETENTION	See Comments
COMMENTS	Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0837-173
TITLE	Contracts - Open-End
DESCRIPTION	Records documenting on-going transactions for supplies, services and equipment. These are flexible contracts: all agencies may acquire goods from vendors by using this agreement.
RETENTION	See Comments
COMMENTS	Retain in the central filing area until the contract expires and for 1 year after expiration, then transfer to off-site storage for 4 years and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0834-173
TITLE	Contract Vendor Awards
DESCRIPTION	Supplemental documents for one contracting officer's purchases from vendors.
RETENTION	002 fisc yrs
COMMENTS	Retain records for the current year in office files, 1 year at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0838-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records containing correspondence to and/or from the director of the Purchase division.
RETENTION	005 cldr yrs
COMMENTS	Retain in office files for 5 years then transfer to archives for purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0840-173
TITLE	Currently Active Computerized Food Purchase Items
DESCRIPTION	Documents regarding the state purchases of food for state entities.
RETENTION	See Comments
COMMENTS	Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0839-173
TITLE	Current Open-End Contracts - Pharmaceuticals
DESCRIPTION	Records documenting the on-going transactions and include correspondence, bids, contracts, and awards for pharmaceutical supplies, services and equipment.
RETENTION	See Comments
COMMENTS	These are the original documents for purchases, not copies. Retain in the office until the records are no longer current, then transfer to off-site storage for 4 years and until destruction is approved by the Attorney General's office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0842-173
TITLE	DA-110's Disposition of Property
DESCRIPTION	Pre-printed forms documenting property traded-in during the purchase of other equipment.
RETENTION	006 fisc yrs
COMMENTS	Retain records in office for 2 fiscal years then for 4 years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0843-173
TITLE	Deletion Files of Bidders Applications
DESCRIPTION	Records documenting the deletion of bidders applications and correspondence from the bidders applications files to inactive deletion files.
RETENTION	See Comments
COMMENTS	After removal from the bidders applications file retain for 5 years in the office as deletion files of bidders applications, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0844-173
TITLE	Energy Files
DESCRIPTION	Files documenting a special project on energy done by the Division of Purchases.
RETENTION	015 cldr yrs
COMMENTS	Retain records in office for 5 years then 10 years at off-site storage, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0845-173
TITLE	Expired Bond Listing
DESCRIPTION	List of expired bonds.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0846-173
TITLE	Informational Circulars
DESCRIPTION	Records of departmental and divisional formal policy statements issued by the Department of Administration or the Division of Purchases.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0847-173
TITLE	Monetary Guarantee Receipts and Ledgers
DESCRIPTION	Records containing receipts from vendors to acknowledge receipt of monetary guarantee and ledgers of returned monetary guarantee receipts.
RETENTION	006 fisc yrs
COMMENTS	Retain for 2 fiscal years in office files and 4 fiscal years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0848-173
TITLE	Official Records of the Committee on Surety Bonds and Insurance
DESCRIPTION	Records documenting the operation of the Committee on Surety Bonds and Insurance containing correspondence, minutes, contracts, policies, bids and surety bonds.
RETENTION	015 cldr yrs
COMMENTS	Retain for 5 years in the office and then transfer to accessible off-site storage for 10 more years, then to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0849-173
TITLE	Purchase Requests - Internal
DESCRIPTION	Completed, pre-printed forms used to record the actual purchases of equipment, services and supplies.
RETENTION	006 fisc yrs
COMMENTS	Retain records for 3 fiscal years in office, then 3 fiscal years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0850-173
TITLE	Quotations
DESCRIPTION	Records documenting one-time purchases by state entities. Also contains requests for bids, pre-bid specifications, bids, tab sheets, and all returned bids.
RETENTION	005 fisc yrs
COMMENTS	Retain current year plus 2 months from the date of closing in the central filing area, then to off-site storage for 3 years and 10 months, and then selectively dispose when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1985-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0851-173
TITLE	Reading Files
DESCRIPTION	Copies of correspondence sent to vendors, agencies, and other entities from the Purchases division.
RETENTION	005 cldr yrs
COMMENTS	Retain in office for 5 years then transfer to archives for purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0852-173
TITLE	Small Business Files
DESCRIPTION	Special project correspondence concerning the business that the state does with small businesses.
RETENTION	015 cldr yrs
COMMENTS	Retain in office for 5 years then for 10 years at off-site storage, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0853-173
TITLE	Vouchers - Purchase
DESCRIPTION	Records documenting agency requests for equipment, services, and supplies.
RETENTION	006 fisc yrs
COMMENTS	Retain for 3 fiscal years in office, 3 fiscal years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068