Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-020 (Department of Administration. Office of Information Technology Services)

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Agency Number: 173-020
Department of Administration
Office of Information Technology Services

SERIES ID	0841-173
TITLE	DA 146-Specific Incidence Contracts
DESCRIPTION	Records documenting one-time orders from vendors for services, equipment or supplies.
RETENTION	See Comments
COMMENTS	Retain in office for 2 fiscal years then transfer these contracts to off-site storage and retain them for 5 years after the expiration of the lease, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Accounting Tech. Support & Planning

SERIES ID	0104-173
TITLE	A-Listings
DESCRIPTION	Computer printouts displaying the run cycle of batch jobs which have successfully run, as well as batch jobs which have not successfully run with error explanations.
RETENTION	002 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0105-173
TITLE	A-Listings for KIPPS Payroll
DESCRIPTION	Computer printouts displaying run cycles of batch jobs, both successful and unsuccessful, for use in the preparation of warrants for the KIPPS payroll system.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0106-173
TITLE	Billing Reports
DESCRIPTION	Computer printouts billing agencies for work processed by the Data Entry unit.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0107-173
TITLE	Blanks and Duplicates
DESCRIPTION	Handwritten log of duplicate warrants issued including an explanation of why a duplicate warrant was necessary.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0110-173
TITLE	CENPAY
DESCRIPTION	Computer printout documenting the day's beginning and ending warrant numbers for miscellaneous warrants.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0112-173
TITLE	Daily Activity Control Register
DESCRIPTION	Daily computer printout recording patches of vouchers received from Payroll which are to keyed into the MAPPER system.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0113-173
TITLE	Daily Activity Log
DESCRIPTION	Computer printout recording all jobs keyed, output or saved by the Data Entry unit and the time of day activity occurred.
RETENTION	002 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0114-173
TITLE	Daily Back-Up Tapes
DESCRIPTION	Magnetic tapes recording daily data entry performed by the Data Entry unit.
RETENTION	See Comments
COMMENTS	Retain tape for one week, erase, and then reuse the tape.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0115-173
TITLE	Data Entry Operator Statistics
DESCRIPTION	Computer printout documenting individual operator statistics and performance.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0116-173
TITLE	DISC Computer Charges
DESCRIPTION	Documents relating to charges to the Technical Support Unit from DISC including a summary report of the distribution of charges.
RETENTION	002 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0117-173
TITLE	DISC Maintenance Requests
DESCRIPTION	Forms printed for agency requesting the Technical Support unit for any change on computer programs.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0119-173
TITLE	File History Tape Library
DESCRIPTION	Daily printout of magnetic tape inventory used for reference purposes, as well as a handwritten log of the magnetic computer tapes used daily.
RETENTION	003 days
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0120-173
TITLE	Magnetic Tape Files of Jobs Completed by the Data Entry Unit
DESCRIPTION	Magnetic tapes containing the most recent copy of each data entry job keyed by the Data Entry unit.
RETENTION	See Comments
COMMENTS	Retain until no longer needed to back up data entry activity, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0121-173
TITLE	MAPPER Record Data Costs
DESCRIPTION	Computer printout relating to DISC charges accrued by the unit for reports concerning various services, program charges, equipment and computer costs.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0122-173
TITLE	Paymaster Payroll Totals
DESCRIPTION	Semimonthly printouts recording total payroll deductions for each payroll system including totals for regular paymaster, federal system paymaster, KIPPS paymaster, Regent's & 682 system paymaster.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0123-173
TITLE	Program Formats for Data Entry Jobs
DESCRIPTION	Computer printout detailing data elements of fields for data entry jobs performed by the Data Entry Unit.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0124-173
TITLE	Run Documentation
DESCRIPTION	Computer printouts which document the actual programs operating on the UNISYS computer system.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0126-173
TITLE	Savings Bonds Update Totals
DESCRIPTION	Monthly computer printout documenting the total amount of deductions for employees making savings bond purchases.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0127-173
TITLE	Standard Processing Control Report
DESCRIPTION	Daily computer printout processing the warrants and listing warrant numbers and amounts.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0128-173
TITLE	Title 19 Totals
DESCRIPTION	Computer printouts relating to the reconciliation of control totals and reports to show that the payroll for Title 19 programs (SRS) balance.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0129-173
TITLE	Unit Inventory
DESCRIPTION	Computer printout documenting the on-hand inventory of office supplies.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0130-173
TITLE	Voided Warrants Ledger Books
DESCRIPTION	Ledger books recording voided warrants with explanations for each void.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0131-173
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0132-173
TITLE	Warrant Register Totals
DESCRIPTION	Monthly computer printout relating to reconciliation of payroll systems with total amounts on time sheets.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Bureau of Administrative Services

SERIES ID	0855-173
TITLE	Agency Equipment Purchase File
DESCRIPTION	Copies of vouchers and supporting documentation relating to the purchases of telephone equipment made by state agencies.
RETENTION	010 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0854-173
TITLE	A T & T Equipment Billing File
DESCRIPTION	Records documenting the monthly equipment and service charges to each state agency from A T & T.
RETENTION	See Comments
COMMENTS	Retain until replacement equipment has been purchased, transfer to the records center for 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0856-173
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
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	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0857-173
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	005 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0858-173
TITLE	Certificate of Participation File
DESCRIPTION	Records documenting the administration of certificates of participation and purchases made with certificates of participation money.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0859-173
TITLE	Certificates of Participation Payment Records
DESCRIPTION	Records documenting the receipt of equipment, permission to proceed with payment, and payment schedules.
RETENTION	See Comments
COMMENTS	Retain individual file for 2 years after the last payment date.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0861-173
TITLE	Contracts for Equipment and Technical Services
DESCRIPTION	Contracts between DISC and vendors regarding the provision of equipment and technical services to the state of Kansas.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0862-173
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	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0863-173
TITLE	Directory File
DESCRIPTION	Records documenting the development of the state agency directory information for Southwestern Bell and KANS-A-N telephone directories.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0864-173
TITLE	DISC Payment Vouchers
DESCRIPTION	Copies of documents used to order and pay for goods and services : DA forms 100 thru 109 and DA 120.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0865-173
TITLE	DISC Systems Development Time Reports
DESCRIPTION	Hardcopy records documenting DISC charges to state agencies for systems development services.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately. This series is now part of the KOMAND billing.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0866-173
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	1986-07-31
K.A.R. NUMBER	53-2-086

SERIES ID	0867-173
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0868-173
TITLE	Inventory of Services and Equipment File
DESCRIPTION	Computer printout listing the services and equipment used by state agencies and leased from Southwestern Bell.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0869-173
TITLE	KOMAND File - Microfiche
DESCRIPTION	Microfiched records which document the IBM KOMAND billings and equipment rental to all state agencies for IBM computer services.
RETENTION	020 fisc yrs
COMMENTS	Retain microfiche 20 fiscal years to satisfy federal auditing requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0870-173
TITLE	Monthly Accounting Reports
DESCRIPTION	Monthly computer printouts generated and received by the Administrative Services Bureau which deal with internal accounting information.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0871-173
TITLE	Monthly Billing Reports - DISC
DESCRIPTION	Monthly computer printouts providing detail regarding the billing of agencies for DISC services.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0872-173
TITLE	Overtime Logs
DESCRIPTION	Logs documenting overtime worked by individual employees on a daily, weekly, or monthly basis.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0873-173
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	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0874-173
TITLE	Program Documentation/Source Code Listing
DESCRIPTION	Records documenting, in human-readable form, the description of computer programs that are on computer disk used for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain as long as relevant data is preserved. Once the computer program function has ceased, save the paper documentation for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0876-173
TITLE	Requests for Services from Systems Development
DESCRIPTION	Completed pre-printed forms documenting work requested from and work performed by the Systems Development Section of DISC.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0875-173
TITLE	Requests for Services from Systems Development
DESCRIPTION	Completed, pre-printed forms documenting work requested from and work performed by the Systems Development section of DISC.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0877-173
TITLE	Systems Development Correspondence File
DESCRIPTION	Records documenting general correspondence between the assistant deputy director of Systems Development and others concerning the set up of computer systems.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0878-173
TITLE	Systems Development Timekeeping Report
DESCRIPTION	Reports used by the assistant director of the Systems Development Section to monitor programmers' time spent on the various projects.
RETENTION	002 cldr yrs
COMMENTS	Billing data similar to reports kept on COM microfiche (KOMAND billing file).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0882-173
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.
RETENTION	020 fisc yrs
COMMENTS	Microfiche, then retain hard copy in office 1 fiscal year, transfer to the records center for 1 fiscal year, then destroy. Retain microfiche 20 fiscal years to satisfy federal auditing requirements, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0881-173
TITLE	Telephone Billing Records
DESCRIPTION	Micrographic record of billing information from all KANS-A-N calls made by state agencies.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0879-173
TITLE	Telephone Billing Records
DESCRIPTION	Computer printouts and "4 x 8" billing cards which document toll charges to state agencies by Southwestern Bell and A T & T.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0880-173
TITLE	Telephone Billing Records
DESCRIPTION	Completed, pre-printed forms and related documents summarizing telephone bills (line charges and services charges) of state agencies.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0883-173
TITLE	Timesheets - DISC
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	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0884-173
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Bureau of Information Services

SERIES ID	0885-173
TITLE	5081 Computer Cards - Aid to Indigent Defendants
DESCRIPTION	Computer cards used to record the Aid to Indigents Defense database and source documents providing a summary of the expenditures.
RETENTION	See Comments
COMMENTS	Retain the beginning of the fiscal year and the accumulation during the fiscal year in the DISC office. At the end of the fiscal year send the entire accumulation to the agency.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0886-173
TITLE	5081 Computer Cards - Back Up Information
DESCRIPTION	Computer cards used as the back up for source documents of KPERS and the Corporation Commission.
RETENTION	See Comments
COMMENTS	Retain cards until 3 months of information has been place on backup magnetic tape then destroy the cards.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0888-173
TITLE	Adds, Changes, Deletes to UCC1
DESCRIPTION	Completed, pre-printed forms submitted by agencies that are used in updating the Tape Management System.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0889-173
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	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0890-173
TITLE	Equipment Downtime Summary Reports
DESCRIPTION	Daily updated electronic records documenting downtime on equipment and software which is down in the central site computing area.
RETENTION	See Comments
COMMENTS	Retain while equipment is active and for 3 years after equipment is deactivated and out of DISC's control.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0891-173
TITLE	Information Center Software
DESCRIPTION	Software provided by the center to state agencies for their use.
RETENTION	See Comments
COMMENTS	Retain until improved software is available.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0892-173
TITLE	Information Management Detail Reports
DESCRIPTION	Reports regarding central site computing equipment giving a daily report of computer equipment, software activity and problems.
RETENTION	See Comments
COMMENTS	Retain for the life of the equipment plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0893-173
TITLE	Operating Systems - MVS
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0894-173
TITLE	Production Unit Shift Logs
DESCRIPTION	Daily logs completed by shift personnel on the events that occurred during their shift.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0895-173
TITLE	Requests for Job Submission to DISC Production Control Section
DESCRIPTION	Completed, pre-printed forms submitted by agencies requesting the Production Control Section to perform work. (Some agency work is scheduled by pre-established schedule.)
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0896-173
TITLE	System Channels to I/O Devices Configurations - IBM Systems
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0897-173
TITLE	System Channels to I/O Devices Configurations - Sperry System
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0898-173
TITLE	Tape Management System - (UCC1)
DESCRIPTION	Software system and database documents which directs the maintenance of computer tapes listing the current status of the tape library.
RETENTION	See Comments
COMMENTS	Database is stored on computer and should be retained permanently. Daily printouts are also generated and are to be retained for current day plus 5 prior days.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0899-173
TITLE	TEARS: Terminal Equipment Activity Reports
DESCRIPTION	Series of reports concerning maintenance activity associated with terminal equipment installed in the field providing a history of equipment on the UNIVAC and IBM systems, and used for billing.
RETENTION	See Comments
COMMENTS	Retain a history on equipment for 4 years. Deactivated equipment information is taken out of the active file and placed in a deactivated file within the computer and maintained permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-068

SERIES ID	0900-173
TITLE	User Availability of Hardware and Sperry System Software Reports
DESCRIPTION	Daily reports that provide information on up time on software and hardware for both the IBM and Sperry systems which also provide cumulative monthly and yearly data.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0901-173
TITLE	User File - Computer Operations Section
DESCRIPTION	Records documenting the interaction between the assistant director of the Computer Operations Section and various state agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0902-173
TITLE	Vendor File - Computer Operations Section
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0903-173
TITLE	Worksheets for Rate Development
DESCRIPTION	Records used to document the development of a rate structure for charges to be made to state agencies for DISC services.
RETENTION	004 fisc yrs
COMMENTS	Retain longer if audit has not occurred. Destroy after audit is complete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Bureau of Telecommunications

SERIES ID	0904-173
TITLE	Agency Equipment Form
DESCRIPTION	Copies of DA form 2733 used to maintain agencies' equipment records.
RETENTION	003 months
COMMENTS	Originals in the Monthly Billing Records in the Bureau of Administrative Services.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0905-173
TITLE	Budget Files
DESCRIPTION	Working files containing copies of the bureau's budgets and any supporting documentation.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Originals are in the Bureau of Administrative Services.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0908-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda documenting interaction between the Telecommunication Network Operations Section and state agencies.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 years, transfer to the records center for 4 years, then transfer to the archives. Supersedes general schedule requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0906-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda documenting interaction between the Telecommunications Bureau and other state agencies.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 4 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0907-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda regarding the Telecommunications Bureau's interaction with entities other than state agencies.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0909-173
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	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0910-173
TITLE	Inventory of Service and Equipment by Agency
DESCRIPTION	Computer listing of service and equipment used by state agencies owned and leased by Southwestern Bell.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0911-173
TITLE	Kansas Telephone Directories for State Agencies - Outdated File
DESCRIPTION	Records documenting state agencies requests for free telephone directories.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0912-173
TITLE	Long Distance Charges for State Agencies
DESCRIPTION	Copies of monthly reports detailing individual charges for state agencies.
RETENTION	003 months
COMMENTS	Originals in the Bureau of Administrative Services.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0913-173
TITLE	Other Charges and Credits Files
DESCRIPTION	Documents relating to monthly additions or deletions made to each agency's portion of the basic Southwestern Bell bill.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0914-173
TITLE	Request for Proposal File
DESCRIPTION	Studies prepared by the telecommunications engineer regarding the design and installation of telephone systems for state agencies.
RETENTION	See Comments
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0915-173
TITLE	Request for Proposal File - Centrex System
DESCRIPTION	Studies prepared by telecommunications staff members in the Centrex management section regarding the design and installation of telephone systems for state agencies in the Topeka area.
RETENTION	See Comments
COMMENTS	Retain while current plus 1 year after any installation has been completed and checked, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0916-173
TITLE	Shared Data Circuit Billing Files
DESCRIPTION	Documents related to billing state agencies for costs associated with the circuitry that ties outlying state agencies with the Capitol Complex area.
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	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0917-173
TITLE	Southwestern Bell Billing Ledger
DESCRIPTION	Completed, pre-printed forms containing cost information drawn from bills received from Southwest Bell listed by agency and line numbers.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0922-173
TITLE	Telephone Billing Records
DESCRIPTION	Copies of records providing a monthly summary of KANS-A-N line charges consisting of computer printouts, DA forms, and 4" x 8" billing cards from Southwestern Bell and A T & T.
RETENTION	003 months
COMMENTS	Originals are in the Bureau of Administrative Services.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0918-173
TITLE	Telephone Billing Records
DESCRIPTION	Copies of monthly computer printouts received from Southwestern Bell regarding line charges which provide a summary of the individual bills received by each agency.
RETENTION	003 months
COMMENTS	Originals are in the Bureau of Administrative Services.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0919-173
TITLE	Telephone Billing Records
DESCRIPTION	Copies of telephone service requests sent to A T & T and Southwestern Bell to make changes in agency telephone systems.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0921-173
TITLE	Telephone Billing Records
DESCRIPTION	Monthly computer printout regarding errors in KANS-A-N billing that require correction.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 years, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0920-173
TITLE	Telephone Billing Records
DESCRIPTION	Current fiscal year billing and work order records maintained to monitor telecommunications usage by state agencies.
RETENTION	See Comments
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0923-173
TITLE	Topographical, Aerial, Architectural Maps
DESCRIPTION	Maps and drawings which are used to assist Telecommunications engineers with site and area planning.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0924-173
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Director's Office

SERIES ID	0925-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Correspondence file documenting interaction between the DISC director's office and persons and organizations inside and outside of DISC.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0926-173
TITLE	Legislative Committee File - DISC Director
DESCRIPTION	Records documenting the interaction between DISC legislation and research and legislative committees.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0927-173
TITLE	Topical File - DISC Director
DESCRIPTION	Files containing mainly reference material including correspondence between the director of DISC and associations, consultants, and other states.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Information Resource Management

SERIES ID	0928-173
TITLE	Agency Information Technology Plans
DESCRIPTION	State agency-prepared plans regarding the agency's plans for subsequent fiscal year information technology.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0929-173
TITLE	Approval Letters
DESCRIPTION	Records documenting requests from state agencies for equipment, software and hardware, and DISC approval on those requests.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0930-173
TITLE	Audit Files - DISC
DESCRIPTION	Files documenting electronic audits done by DISC of data processing center in the state in accordance with KSA 75-4708(c).
RETENTION	See Comments
COMMENTS	Retain audit reports and working papers until agency is audited by legislative post-audit or an outside auditor. Dispose of working papers, then send audit reports to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

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