Kansas Records Retention Schedules

Results of Query:

Agency Code: 173 (Department of Administration)

Page 1 of 1 showing 493 records of 493 total, starting on record 1

Agency Number: 173-001
Department of Administration
Office of the Secretary

SERIES ID	0018-173
TITLE	Governor's Fellow Program Records
DESCRIPTION	Records concern the Governor's internship program which places administrative interns in various state agencies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0039-173
TITLE	Unclassified Position Appointments Made by the Governor
DESCRIPTION	Records contain various documents which pertain to the filling of unclassified positions by the Governor.
RETENTION	See Comments
COMMENTS	Retain in the office for the term of the Governor and then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 173-001
Department of Administration
Office of the Secretary
ADA Coordinator

SERIES ID	1046-173
TITLE	ADA Coordinator Grievance Files
DESCRIPTION	Documents relating to the ADA coordinator's investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 3 fiscal years after case is closed, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(11) until case is closed
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports

SERIES ID	1080-173
TITLE	Agency Service Desk Requests
DESCRIPTION	Documentation of agency service requests and central response/resolution provided for issues submitted via service desk ticket.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Accounting Control Unit

SERIES ID	0044-173
TITLE	Joint Committee Claims Against the State
DESCRIPTION	Claims files against the state and processed by a special committee on claims under K.S.A. 46-913.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-07-16
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Central Services Team

SERIES ID	0042-173
TITLE	Claims Files
DESCRIPTION	Claims that are filed against the state for payments under KSA 46-920 to 46-925.
RETENTION	7 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Financial Integrity Team

SERIES ID	0087-173
TITLE	Schedule - Office Activities
DESCRIPTION	Annual report prepared by the federal reporting team and sent to the U.S. Bureau of Census to satisfy requests for information made by the census bureau.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-07-16
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Fiscal Services Unit

SERIES ID	0095-173
TITLE	Capitol Complex Building Purchase Records
DESCRIPTION	Records contain documents and contracts regarding the purchase of Capitol Complex buildings.
RETENTION	050 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-07-16 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-071

SERIES ID	0098-173
TITLE	Fiscal Records - Governor's Office
DESCRIPTION	Documents regarding all fiscal activities of the Office of the Governor: vouchers, inventory, payroll, accounting reports, warrant register printouts, daily, monthly, and annual accounting system reports, etc.
RETENTION	See Comments
COMMENTS	Retain until expiration of current terms plus 3 years. (See KSA 75-104)
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 75-104
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Administration
Setoff Team

SERIES ID	0506-173
TITLE	Setoff Records
DESCRIPTION	Documents relating to the recoupment of funds owed to the state by administratively garnished payments and accounts receivable write-off requests made to individuals for refunds, payroll, unemployment, etc.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Administrative Services Section
Municipal Services Team

SERIES ID	0236-173
TITLE	Social Security Business Files
DESCRIPTION	Documents relating to the social security coverage (218 agreement) of municipal entities. These agreements are social security contracts with the federal government.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Accounting Services
Appropriations/Master Lease Team

SERIES ID	1014-173
TITLE	1099 Records
DESCRIPTION	Copies of 1099 forms and supporting documentation filed with the Internal Revenue Service.
RETENTION	007 cldr yrs
COMMENTS	Returned paper copies are retained; Full file is stored electronically.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(1) and 5 USC Sec. 552a
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	0139-173
TITLE	Excise Tax Refund Copies
DESCRIPTION	Copies of federal forms 720 (Quarterly Excise Tax Return) filed with the IRS.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Accounting Services
Financial Integrity Team

SERIES ID	0158-173
TITLE	Annual Financial Report
DESCRIPTION	Report providing the financial position and operations of the various funds and the general long term obligation of the State for a particular fiscal year. K.S.A. 75-3735.
RETENTION	005 fisc yrs
COMMENTS	Transfer to archives annually and retain on website for 5 years.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Services Team
Fiscal Services Unit

SERIES ID	0099-173
TITLE	Fiscal Records - Lt. Governor's Office
DESCRIPTION	Documents and records regarding fiscal activities of the Lieutenant Governor's office. Includes vouchers, personnel files, payroll, monthly and annual CASK reports, printouts, and office inventory.
RETENTION	See Comments
COMMENTS	Retain until expiration of current term plus three years.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-07-16 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Director, Office of the

SERIES ID	0188-173
TITLE	Policy Files - Statewide Permanent Agency and Subject Files
DESCRIPTION	Correspondence, reports, directives, policy statements, and other documents related to division and department policy that have been extracted from Agency Correspondence & Misc. Subject Files series.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Financial Integrity Team

SERIES ID	0103-173
TITLE	Kansas Register Submission Certification
DESCRIPTION	Copy of submission form and work papers prepared by the staff for publication in the Kansas Register as required by KSA 65-34,117(b).
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Municipal Accounting Section
Office Review Unit

SERIES ID	0224-173
TITLE	Audit Reports of Kansas Municipalities
DESCRIPTION	Audits prepared by independent auditors and filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-04-10 ; Revised 2017-01-03
K.A.R. NUMBER	53-2-134

SERIES ID	0213-173
TITLE	Budgets - Kansas Municipalities
DESCRIPTION	Budgets and related documents filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10 ; Revised 2017-01-03
K.A.R. NUMBER	53-2-134

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Payroll

SERIES ID	1074-173
TITLE	Court Ordered Withholding (COWs)
DESCRIPTION	Accounting records, remittance data, and document files for all court ordered withholdings including Chapter 60 and 61 garnishments, Income Withholding Orders, bankruptcy wage earner plans (WEP), IRS levies, and Federal student loan garnishments (CNG).
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1075-173
TITLE	Federal Forms 1042
DESCRIPTION	Forms and supporting documentation relating to Internal Revenue Service forms 1042.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1051-173
TITLE	Federal W-2 and W-2C Reports
DESCRIPTION	W-2 and W-2C forms required to be filed with the Federal Internal Revenue Service.
RETENTION	007 cldr yrs
COMMENTS	Returned paper copies retained until April 15th then destroy; Full file is stored electronically.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A..45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1076-173
TITLE	Income Withholding Orders (IWOs) for Terminated Employees
DESCRIPTION	Income withholding orders generated on terminated state employees.
RETENTION	007 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1077-173
TITLE	Payroll System Control and Balancing Reports
DESCRIPTION	Variety of reports, work papers, queries, etc. relating to separate payroll accounts including but not limited to KPAY018, KPAY224, KREGPAY3, KPAYTRS1, Balance payroll to accounting spreadsheet, Cycle Balancing Spreadsheets, Paycycle Reports, Regent edits and work papers, direct deposit balancing work papers and KPay210 EFT.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-147

SERIES ID	1054-173
TITLE	SHaRP Paycheck Data by Employee
DESCRIPTION	KPAYSUM Report containing individual state employee paycheck information.
RETENTION	008 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1044-173
TITLE	W-2 and W-2C Workpapers
DESCRIPTION	Moving Expense Listing, Year End Verifying Reports, Negative Amounts, Deferred Compensation Analysis, VTSA Analysis, Form Totals, Sample Test W-2 prints, etc. relating to the supporting documentation for federal W-2 and W-2C forms.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Statewide Consolidated Reporting
Financial Integrity Team/Federal Reporting Team

SERIES ID	0159-173
TITLE	Annual Financial Report - Work Papers
DESCRIPTION	Schedules, accounts analyses, and other documents used to prepare the annual financial report. Including benefit, canteen, trust funds reconciliation reports and statements; investment reconciliation of trust funds; all local bank accounts statements and reconciliations; agency submitted DA-XX forms for accounts receivable, capital assets, legal liabilities, other liabilities, non-monetary transactions, construction commitments, pollution remediation, service concession arrangements, SEFA, and all other ACFR workpapers.
RETENTION	7 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Systems and Procedures Section

SERIES ID	0492-173
TITLE	Forms Library
DESCRIPTION	Records regarding forms revisions for statewide financial and accounting policies issued by the Department of Administration.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	0505-173
TITLE	Policy and Procedures Manual Filings
DESCRIPTION	Records regarding statewide financial and accounting policies issued by the Department of Administration.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

SERIES ID	0644-173
TITLE	Personnel Policy Letters - Agencies
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	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0646-173
TITLE	SHaRP Implementation Files
DESCRIPTION	Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system.
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	0958-173
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to the interests of the Division of Personnel Services.
RETENTION	020 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0647-173
TITLE	Subject Files - Director
DESCRIPTION	Documents relating to a variety of internal activities of the Personnel Services Director's Office.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 173-004
Department of Administration
Personnel Services
Division of Personnel

SERIES ID	0648-173
TITLE	Notice of Position Classification and Position Inventories
DESCRIPTION	Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count.
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
DOA Personnel Office

SERIES ID	0649-173
TITLE	Active Employee Individual Files
DESCRIPTION	Records containing all relevant information and materials concerning employees currently employed by the state in the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain records in the active files until the employee resigns or is terminated, then transfer that file to the Resigned Employee Individual File.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0945-173
TITLE	Applicant Information in Response to Specific Vacancy File
DESCRIPTION	Copies of certified eligible lists, employment summaries, interview notes, postings, and recruitment advertisements, etc. relating to applicant responses for vacant positions.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0650-173
TITLE	Applicant Responses to Registers
DESCRIPTION	Records contain applicant responses to certified registers for civil service positions in the department. Also included are copies of certified registers, expired certified registers and list of eligible
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0993-173
TITLE	Application for Overtime Credit File
DESCRIPTION	Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0947-173
TITLE	Back-Up Information for Personnel Actions File
DESCRIPTION	Records providing documentation and back-up information used to trace the naturalization of a personnel action such as reallocation and terminations.
RETENTION	See Comments
COMMENTS	Once the personnel action is completely final, the file is purged at the discretion of the personnel office who disposes of material that is not needed and retains those documents of importance permanently in the office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1005-173
TITLE	Bargaining Unit Records
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and includes grievances filed in those units if the Labor Relations Section was involved in those grievances.
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	0652-173
TITLE	Copies of Supplementals
DESCRIPTION	Records documenting any exceptions to individual Department of Administration employees pay warrants. They also provide a paper trail to trace any changes that need to be made in warrant amounts.
RETENTION	current
COMMENTS	The Division of Accounts and Reports has the originals of these records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1007-173
TITLE	Dummy Warrant Registers
DESCRIPTION	Bi-weekly computer printouts providing dummies of warrants which are used to check any discrepancies before distributing them to state employees.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0654-173
TITLE	Employee Roster Cards
DESCRIPTION	Files containing one card for each employee, currently employed or resigned, and classified or unclassified. Cards provide a summary of each employees state service.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0655-173
TITLE	Examination Monitors Weekly Time Sheets and Check Sheets
DESCRIPTION	Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site.
RETENTION	004 cldr yrs
COMMENTS	Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1008-173
TITLE	Layoff Folders
DESCRIPTION	Records documenting layoffs within specific sections or divisions of the Department of Administration.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0656-173
TITLE	Leave Record Cards
DESCRIPTION	Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0657-173
TITLE	Leave Slips
DESCRIPTION	Records document the specific dates and number of hours that a particular employee takes leave.
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	1009-173
TITLE	Master File #1 - Promotional
DESCRIPTION	Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1010-173
TITLE	Meet and Confer Files
DESCRIPTION	Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1011-173
TITLE	Payroll Transactions File
DESCRIPTION	Records documenting any changes that affect a Department of Administration employee's status.
RETENTION	See Comments
COMMENTS	Transfer to individual personnel file and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0658-173
TITLE	Position Descriptions - Department of Administration
DESCRIPTION	Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0997-173
TITLE	Public Relations Board Files
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units.
RETENTION	Permanent
COMMENTS	Retain in agency permanently or transfer to the archives.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0659-173
TITLE	Resigned Employee Individual Files
DESCRIPTION	Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service.
RETENTION	See Comments
COMMENTS	Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0660-173
TITLE	Rules and Regulations Booklets
DESCRIPTION	These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain permanently in office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1006-173
TITLE	Supplemental Pay Warrants
DESCRIPTION	Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0661-173
TITLE	Weekly Time Reports or Time Sheets and Employee Leave Reports
DESCRIPTION	Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Human Resource Mgmt and Diversity

SERIES ID	0662-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interactions between agencies and the Human Resource Management and Diversity Section.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 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	0665-173
TITLE	Answer Sheets
DESCRIPTION	Completed answer sheets submitted by applicants at the examination centers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0666-173
TITLE	Applications for Employment - Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0667-173
TITLE	Certified Register of Eligibility
DESCRIPTION	Register listing persons who have met the required score on the application examination to be eligible for the position specified.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, 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	0668-173
TITLE	Conditional Appointments
DESCRIPTION	Records documenting appointment of conditional employees.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0670-173
TITLE	Correspondence - Routine - Applicant Examination Unit
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	Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0671-173
TITLE	Delegated Authorities Agreements
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resource functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0672-173
TITLE	Drug Screening Program - Test Results
DESCRIPTION	Individual files relating to the drug tests for an applicant or employee.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0674-173
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0675-173
TITLE	Job Analysis Questionnaire Data
DESCRIPTION	Computer data compiled from a 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 delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0676-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0677-173
TITLE	Layoff and Re-employment Lists
DESCRIPTION	Documents relating to DA235 layoff cards and lists regarding persons laid off from state service.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 3 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	0678-173
TITLE	Non-Competitive Promotion Examination Log Sheet
DESCRIPTION	KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0680-173
TITLE	Pass-Fail by Name List
DESCRIPTION	KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, 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	0681-173
TITLE	Requests for Selective Certification Registers
DESCRIPTION	Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office 1 year, 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	0682-173
TITLE	SHaRP Transaction Files - Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0684-173
TITLE	Subject File - Human Resource Management and Diversity Section
DESCRIPTION	Documents relating to the various activities of the Human Resource Management and Diversity Section.
RETENTION	008 cldr yrs
COMMENTS	Retain in office for 3 years, transfer to the records center for 5 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	0685-173
TITLE	Technical Files
DESCRIPTION	Documents relating to 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 technical file for an exam when the class is abolished.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0688-173
TITLE	Unclassified Position Files
DESCRIPTION	Records documenting unclassified positions appointed by the Governor.
RETENTION	See Comments
COMMENTS	Retain in file for the duration of the current administration plus 2 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0689-173
TITLE	Validation Study Reports
DESCRIPTION	Records documenting the validation of selection instruments.
RETENTION	See Comments
COMMENTS	Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, 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
Information Services

SERIES ID	1055-173
TITLE	Agency Visits Files
DESCRIPTION	Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1056-173
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 until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1057-173
TITLE	Central Subject Files - Agency Services and Planned Assistance
DESCRIPTION	Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1058-173
TITLE	Classification Guidelines
DESCRIPTION	Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1059-173
TITLE	Delegated Authorities Agreements File
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resources functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1060-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 6 calendar years, then destroy. Transfer employee records to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1061-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION	065 cldr yrs
COMMENTS	Transfer to the records center for 65 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1062-173
TITLE	Layoff Actions File
DESCRIPTION	Documents relating to state employees laid off from state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1063-173
TITLE	SHaRP Computer System Employee Length of Service Data
DESCRIPTION	Record listing the months and days of total time an individual state employee worked for the state of Kansas.
RETENTION	065 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1064-173
TITLE	SHaRP Computer System Employee Performance Data
DESCRIPTION	Information gathered from an individual state employee's performance evaluations.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1065-173
TITLE	SHaRP Computer System Employee Personal Data
DESCRIPTION	Data reflecting personal information gathered on an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1066-173
TITLE	SHaRP Computer System Employee Position Related Data
DESCRIPTION	Information gathered on an individual state employee's position attributes.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1067-173
TITLE	SHaRP Computer System Employee Termination and Leave Data
DESCRIPTION	Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Employee Work History Data
DESCRIPTION	Information gathered on the attributes of positions held by an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Implementation Files
DESCRIPTION	Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP).
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1070-173
TITLE	SHaRP Computer System Set-Up Tables and Related Information Files
DESCRIPTION	Documentation used to set the system table for the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1071-173
TITLE	SHaRP Computer System State Employee Leave Accrual Data
DESCRIPTION	Data maintained on an individual state employee's leave accrual.
RETENTION	005 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1072-173
TITLE	SHaRP Computer System State Employee Workers Compensation Data
DESCRIPTION	Information maintained on workers' compensation hours and dollar amounts paid to state employees.
RETENTION	Permanent
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1073-173
TITLE	SHaRP Computer System Transaction Files
DESCRIPTION	Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

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

SERIES ID	0690-173
TITLE	Conditional Appointments - Agencies w/o KIPPS Terminals and Printers
DESCRIPTION	These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment.
RETENTION	005 cldr yrs
COMMENTS	Retain at off site storage for 4 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0691-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0692-173
TITLE	KIPPS Run Writer's Files
DESCRIPTION	Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs.
RETENTION	See Comments
COMMENTS	These records are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0693-173
TITLE	KIPPS System Access Files
DESCRIPTION	Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database.
RETENTION	See Comments
COMMENTS	Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0694-173
TITLE	KIPPS Transaction Files, Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0695-173
TITLE	Layoff and Reemployment Lists for All Agencies
DESCRIPTION	Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies.
RETENTION	006 cldr yrs
COMMENTS	Retain for 3 years in office files and 3 years at off-site storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0696-173
TITLE	Maintenance Requests
DESCRIPTION	Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0697-173
TITLE	Requests for Registers - Selective Certification
DESCRIPTION	Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION	3.5 cldr yrs
COMMENTS	Retain at off-site storage for 3 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Learning Services & Orgz Wellness

SERIES ID	0984-173
TITLE	Employee Suggestion and Service Award Files
DESCRIPTION	Records documenting approved and non-adopted suggestions for service awards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Legal and Labor Relations Section

SERIES ID	0943-173
TITLE	State Self-Insurance Fund Attorney Files
DESCRIPTION	Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0937-173
TITLE	State Self-Insurance Fund Contract Attorneys Billing Files
DESCRIPTION	Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0707-173
TITLE	Workers Compensation (KDHR) Legal Files
DESCRIPTION	Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0934-173
TITLE	Workers Compensation Legal Files
DESCRIPTION	Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(3),(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

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

SERIES ID	0983-173
TITLE	Annual Report Database
DESCRIPTION	Computer files used to manipulate data and produce documents for the production and publication of the division's annual report.
RETENTION	See Comments
COMMENTS	Retain electronic records until the annual report has been prepared, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0976-173
TITLE	Awards File
DESCRIPTION	Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments.
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	0962-173
TITLE	Civil Service Board Files
DESCRIPTION	Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0992-173
TITLE	Civil Service Board Memo File
DESCRIPTION	Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0991-173
TITLE	General Surveys
DESCRIPTION	Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations.
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	0990-173
TITLE	Historical Records of the Civil Service Act
DESCRIPTION	Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer immediately to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0989-173
TITLE	Legislative Research and Information Files
DESCRIPTION	Research compiled for Senate and House bills which may have an impact on agencies.
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	0988-173
TITLE	Minutes and Orders - Civil Service Board
DESCRIPTION	Original minutes and orders recording the actions of the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0987-173
TITLE	Performance Review System Development Files
DESCRIPTION	Records documenting team meetings, research, and presentation materials compiled by the section.
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	0986-173
TITLE	Personnel Rules and Regulations File
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files.
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	0975-173
TITLE	Research and Development Generated Management Reports
DESCRIPTION	Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force.
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	0995-173
TITLE	SHaRP Regulation and Revision History Files
DESCRIPTION	Research and data compiled throughout the process to establish a new computer system for 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

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

SERIES ID	0708-173
TITLE	Adverse Actions File
DESCRIPTION	Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay.
RETENTION	120 days
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0713-173
TITLE	Computer Maintenance Data
DESCRIPTION	Expenditure and telecommunication service requests made for the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-114

SERIES ID	0714-173
TITLE	Computer System Documentation - KIPPS
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0717-173
TITLE	Historical Rules and Regulations File
DESCRIPTION	Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. This is the only complete set.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0718-173
TITLE	Kansas Quality Management (KQM) Files
DESCRIPTION	Variety of documents relating to the planning and implementation of KQM for the agency.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to storage facility for 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0719-173
TITLE	KIPPS Extract Files
DESCRIPTION	Documents and computer data containing ad hoc reports.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0720-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Transfer to storage facility for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0722-173
TITLE	Legislative Research and Information
DESCRIPTION	Research and data obtained for Senate and House bills which may have an impact on agencies.
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	0725-173
TITLE	Personnel Regulations
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0726-173
TITLE	Personnel Regulations Research - General
DESCRIPTION	Background information gathered for development of personnel regulations.
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	0727-173
TITLE	Public Hearing Files
DESCRIPTION	Meeting notes and comments from public hearings on regulation changes.
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	0728-173
TITLE	SHaRP Regulation Revision History Files
DESCRIPTION	Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0729-173
TITLE	SHaRP Set-up Tables and Information
DESCRIPTION	Documentation used to set up system table for the SHaRP system.
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	0730-173
TITLE	Subject Files - Human Resource Development Unit
DESCRIPTION	Variety of documents relating to the activities of the Human Resource Development unit.
RETENTION	See Comments
COMMENTS	Retain in unit 1 year, transfer to the central files for 5 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	0731-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit
DESCRIPTION	Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business.
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	0732-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager
DESCRIPTION	Variety of documents relating to the interests and operation of the unit.
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

Agency Number: 173-004
Department of Administration
Personnel Services
Program and Policy Development Sec.

SERIES ID	0737-173
TITLE	Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information
DESCRIPTION	Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants.
RETENTION	See Comments
COMMENTS	Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0738-173
TITLE	Local Health Officers Cards
DESCRIPTION	Nature and purpose of these records is unknown.
RETENTION	See Comments
COMMENTS	These records are no longer active and are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0739-173
TITLE	Overtime Pay Code File
DESCRIPTION	Records documenting changes in overtime status of various classes and positions.
RETENTION	See Comments
COMMENTS	Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0740-173
TITLE	Program and Policy Development Correspondence File
DESCRIPTION	Routine correspondence file for the program and policy development section.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0741-173
TITLE	Research and Development Generated Management Reports - Div. of Personnel Service
DESCRIPTION	Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force.
RETENTION	See Comments
COMMENTS	Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0742-173
TITLE	Supervisors' Files
DESCRIPTION	Records which are used to document the activities of the Training Development and Coordination section.
RETENTION	See Comments
COMMENTS	After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0743-173
TITLE	Test Exchange Agreement File
DESCRIPTION	Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned.
RETENTION	See Comments
COMMENTS	Retain in the office for as long as the agreement is in effect, 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
Recruitment Section

SERIES ID	0744-173
TITLE	Correspondence - Routine
DESCRIPTION	Records documenting interaction between the recruitment section and applicants for employment in the state system.
RETENTION	002 cldr yrs
COMMENTS	Supersedes general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0746-173
TITLE	Service Award Files
DESCRIPTION	Files documenting approved and disapproved suggestions for service awards.
RETENTION	011 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
State Self Insurance Fund

SERIES ID	0999-173
TITLE	Accident Only Files - Closed
DESCRIPTION	Records documenting accidents reported by state employees that do not result in a self-insurance fund claim.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1000-173
TITLE	Attorney's Files
DESCRIPTION	Records documenting claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1012-173
TITLE	Closed Accident Only/Medical/Only of Time Files
DESCRIPTION	Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored.
RETENTION	See Comments
COMMENTS	Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1003-173
TITLE	State Employee Workers' Compensation Investigative Claim Files
DESCRIPTION	Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0994-173
TITLE	State Employee Workers' Compensation Legal Claim Files
DESCRIPTION	Documents relating to workers' compensation claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID	0979-173
TITLE	Abolished Classes Master File
DESCRIPTION	Documents recording the existence and description of abolished job classes.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0978-173
TITLE	Abolished Classes - Microfilm
DESCRIPTION	Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0966-173
TITLE	Applicant Registration Process File
DESCRIPTION	Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories.
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	0954-173
TITLE	Applications for Employment - Electronic Copy
DESCRIPTION	Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0977-173
TITLE	Applications for Employment - Skills Registration Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	See Comments
COMMENTS	Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0967-173
TITLE	Assessment Center Materials - Kansas Highway Patrol
DESCRIPTION	Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0968-173
TITLE	Central States Compensation Association Files
DESCRIPTION	Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states.
RETENTION	050 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0969-173
TITLE	Certified Candidate Pools
DESCRIPTION	Records listing individuals eligible for a particular vacant position.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0970-173
TITLE	Classification and Job Rate Studies
DESCRIPTION	Consultant reports and other documentation compiled for the on-going process of classification and job rate studies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0971-173
TITLE	Class Specifications File
DESCRIPTION	Documents relating to current class specifications for all Kansas Civil Service classifications.
RETENTION	See Comments
COMMENTS	Retain most current version of specifications in the office, destroy outdated versions as specifications are revised.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0972-173
TITLE	Class Specifications Revision File
DESCRIPTION	Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications.
RETENTION	See Comments
COMMENTS	Retain in office as long as the classification is in existence, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0944-173
TITLE	Clerical Study Questionnaire
DESCRIPTION	Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature.
RETENTION	004 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0965-173
TITLE	Constituent Files
DESCRIPTION	Correspondence received from applicants regarding state civil service employment.
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	0973-173
TITLE	Current and Abolished Class History Card File
DESCRIPTION	Cards which are used to maintain an ongoing history of actions regarding specific classes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0948-173
TITLE	Current Classes - Microfilm
DESCRIPTION	Current and previous microfilm editions of job classifications in the Kansas Civil Service.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0949-173
TITLE	Fair Labor Standards Act File
DESCRIPTION	Records documenting changes in the overtime status of various classes.
RETENTION	See Comments
COMMENTS	Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0950-173
TITLE	General Survey Files
DESCRIPTION	Retention and other surveys of a general nature conducted on state employees and/or state agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0951-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0952-173
TITLE	Notice of Vacancy Report File
DESCRIPTION	Weekly reports listing external and internal vacancies available within the state civil service system.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0942-173
TITLE	Re-employment Actions File
DESCRIPTION	Documents relating to re-employment actions of state employees laid off from the state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0981-173
TITLE	Resume File
DESCRIPTION	Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0996-173
TITLE	Salary Survey Files
DESCRIPTION	Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1001-173
TITLE	Skills Development File
DESCRIPTION	Documents relating to the skills selection process including skills inventories and updates.
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	0998-173
TITLE	Training and Experience Rating Form
DESCRIPTION	Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1002-173
TITLE	Workforce Report
DESCRIPTION	Annual workforce reports on statewide data and general or specific reports on agency activities.
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

Agency Number: 173-005
Department of Administration
Division of the Budget

SERIES ID	0752-173
TITLE	Agency Budgets - Analysts' Copy
DESCRIPTION	State agency budget documents used by budget analysts to analyze agencies' budgets. Two copies exits of these documents: one "clean" unmarked copy submitted by the agency, and one "marked-up" copy used by the analysts' for their work.
RETENTION	See Comments
COMMENTS	Retain in office 5 fiscal years, then transfer both copies ("clean" and "marked-up") to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2010-01-29
K.A.R. NUMBER	53-2-162

SERIES ID	0753-173
TITLE	Agency Files
DESCRIPTION	Records documenting interaction between the Division of the Budget and other state agencies.
RETENTION	See Comments
COMMENTS	Retain for 4 calendar years in office files, 2 years in office storage, then transfer to State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2010-01-29
K.A.R. NUMBER	53-2-162

SERIES ID	0754-173
TITLE	Budget Cycle Records
DESCRIPTION	Records documenting the on-going development of each fiscal year's budget.
RETENTION	004 Fiscal Years
COMMENTS	Retain for 4 fiscal years in office files, then transfer to State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2010-01-29
K.A.R. NUMBER	53-2-162

SERIES ID	1081-173
TITLE	Fiscal Notes
DESCRIPTION	Records outlining the fiscal impact of legislative bills on agency budgets. Includes fiscal note responses from agencies and copies of final fiscal notes sent to the legislature.
RETENTION	4 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-07-21
K.A.R. NUMBER	53-2-214

SERIES ID	0758-173
TITLE	Governor's Executive Directives
DESCRIPTION	Copies of the executive directives issued by the governor to authorize agency budgets revisions, to appoint unclassified personnel, and to effect other policy changes.
RETENTION	003 cldr yrs
COMMENTS	NOTE: The Secretary of State maintains the record copy of this series. Copies also are distributed to the Governor's Office, the House, the Senate, Legislative Research, and the State Library.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0761-173
TITLE	Minutes - Finance Council
DESCRIPTION	Copies of minutes of the Finance Council meetings submitted to the Budget division.
RETENTION	006 cldr yrs
COMMENTS	These are duplicates. The originals are kept in the Secretary of Administrations office.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0763-173
TITLE	Revenue Information
DESCRIPTION	File contains information used by Budget's financial economist to estimate revenue. These records also contain special studies on revenue.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

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

Agency Number: 173-008
Department on Administration
State Long Term Care Ombudsman

SERIES ID	0796-173
TITLE	Administrative Files - Long Term Care Ombudsman
DESCRIPTION	Documents relating to the policies and activities of the long-term care ombudsman program including correspondence, annual reports, budget materials, grant applications, activity logs, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0797-173
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	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0798-173
TITLE	Long Term Care Facility Respondent Files
DESCRIPTION	Variety of documents concerning complaints against, investigations of, or commendations of long term care facilities used to monitor if trends in facility conditions and activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 75-5921
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0799-173
TITLE	Long Term Care Ombudsman Investigative Case Files
DESCRIPTION	Documents relating to the ombudsman's investigations of complaints filed by or on behalf of residents of long term facilities and to the ombudsman's recommended solutions to identified problems.
RETENTION	005 fisc yrs
COMMENTS	Retain in office for 3 fiscal years, transfer to the records center for 2 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 75-5921
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0800-173
TITLE	Subject Files - Long Term Care Ombudsman
DESCRIPTION	Reports, publications, correspondence and other documents pertaining to long term care issues maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 173-009
Department of Administration
Division of Printing

SERIES ID	0801-173
TITLE	Active Personnel Files
DESCRIPTION	Records document all personnel transactions regarding current Division of Printing employees.
RETENTION	See Comments
COMMENTS	Retain in the office until the file is inactive (employee is no longer with the division), then retain permanently in the records room as inactive personnel files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0814-173
TITLE	Billing/Receiving Reports
DESCRIPTION	Hard copy and electronic reports documenting the cost accounting and production information.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-10-12
K.A.R. NUMBER

SERIES ID	0803-173
TITLE	CASK Reports - Division of Printing
DESCRIPTION	Computer printout reports received from CASK regarding the financial status of the State Printing office.
RETENTION	See Comments
COMMENTS	Retain for 1 fiscal year in office and 5 fiscal years in office storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0804-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records of the interaction between the Division of Printing and other state agencies.
RETENTION	005 cldr yrs
COMMENTS	After office retention period is over transfer to archives for purging by the archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0805-173
TITLE	Daily Report of Jobs Completed
DESCRIPTION	Hard copy and electronic completed, pre-printed form used as an input document for the computer controlled cost acounting system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-10-12
K.A.R. NUMBER	53-2-152

SERIES ID	0805-173
TITLE	Daily Report of Jobs Completed
DESCRIPTION	Completed, pre-printed form used as an input document for computer controlled cost accounting system.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0807-173
TITLE	Delivery Slips
DESCRIPTION	Completed, pre-printed forms documenting the delivery of printed materials to the agency which requested the material.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0809-173
TITLE	Interfunds - Division of Printing
DESCRIPTION	Pre-printed forms used to document payments made to the Printing division.
RETENTION	004 fisc yrs
COMMENTS	Retain for 2 fiscal years in office files and 2 fiscal years in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0811-173
TITLE	Job Tickets - Closed and Billed
DESCRIPTION	Records which document the printing job done by the Division of Printing for state agencies. These are jobs which have been completed, billed and may be used for future reference.
RETENTION	See Comments
COMMENTS	Retain current series (series = 2 years) plus 2 full prior series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0814-173
TITLE	Micro-Reports
DESCRIPTION	Reports done on a microcomputer system to document cost accounting and production information.
RETENTION	003 fisc yrs
COMMENTS	This is a new system so presently there is only one year on hand. Retain in office for current month and 3 years in office storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0823-173
TITLE	Stock Issued Sheet
DESCRIPTION	Completed, pre-printed form documenting stock issued from the stockroom to job production.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

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

Agency Number: 173-011
Department of Administration
Legal Services

SERIES ID	0008-173
TITLE	Attorneys' Opinion Files
DESCRIPTION	Opinions of attorneys in Chief Counsel's office on various subjects.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30 ; Revised 2015-01-23
K.A.R. NUMBER	53-2-068

SERIES ID	0010-173
TITLE	Civil Service Board Appeal Records
DESCRIPTION	Records document appellate actions brought before the Civil Service Board.
RETENTION	003 cldr yrs
COMMENTS	Contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See comments
RESTRICTIONS	K.S.A. 45-221(a)(3)(4)(11)(14)(20)(25)(30)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	1079-173
TITLE	Clemency records
DESCRIPTION	Electronic copies of original documents related to requests by penal inmates for clemency, including memoranda prepared for the Governor by Department of Administration, Office of Chief Counsel, once received by the Governor.
RETENTION	2 fisc yrs
COMMENTS	These are convenience copies maintained by the Department of Administration; record copies are sent to the State Archives by the Governor's office, per K.S.A. 75-104(c).
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-2707, K.S.A. 45-221(a)(1)(3)(14)(29)(30)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0940-173
TITLE	Labor Relations File
DESCRIPTION	Agency and subject file compiled on labor relations and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0953-173
TITLE	Legal Research Files
DESCRIPTION	Research compiled by staff and used to assist in policy and decision making.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0941-173
TITLE	Litigation Case Files
DESCRIPTION	Documents relating to individual litigation involving the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain in office 5 years after case is closed, then contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See comments
RESTRICTIONS	KSA 45-221(a)(3)(4)(11)(14)(20)(25)(30)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0704-173
TITLE	Memoranda of Understanding or Agreement - Interagency
DESCRIPTION	Background material and formal agreements reached between state, local, and/or federal agencies.
RETENTION	See Comments
COMMENTS	Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions restricted per K.S.A. 45-221(a)(25)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0028-173
TITLE	Research Files - Chief Attorney
DESCRIPTION	General subject files are maintained for research purposes. Examples of the subjects include civil rights, discrimination, and equal rights.
RETENTION	See Comments
COMMENTS	Retain until no longer useful. Purging can be done by the attorney.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30 ; Revised 2015-01-23
K.A.R. NUMBER	53-2-070

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	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	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	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	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	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	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	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	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	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

SERIES ID	0931-173
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 3 fiscal years, transfer to the records center for 2 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	0932-173
TITLE	Information Resource Managers Agency Files
DESCRIPTION	Files documenting interaction between Information Resource Managers and their assigned agencies.
RETENTION	004 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0933-173
TITLE	Special Studies - DISC BIRM
DESCRIPTION	Studies prepared by IRM's in response to legislative requests, security issues, etc. Some studies become important for the development of the master plan.
RETENTION	006 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067