Kansas Records Retention Schedules

Results of Query:

Agency Code: 365-004 (Kansas Public Employees Retirement System. Investments Division)
Subagency: Investment

Page 1 of 1 showing 27 records of 27 total, starting on record 1

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment

SERIES ID	0027-365
TITLE	Attribution Analysis
DESCRIPTION	Documents containing the portfolio attribute analysis which attempts to determine the difference between the performance and the benchmark.
RETENTION	003 fisc yrs
COMMENTS	Exists in electronic format only.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0047-365
TITLE	Consultant Files
DESCRIPTION	Documents containing information compiled on outside consultants utilized by the Investment Department and the Board.
RETENTION	010 fisc yrs
COMMENTS	Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552(b)(4)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0028-365
TITLE	Deal Flow Records
DESCRIPTION	Reports containing information on potential investments for the real estate section of the Investment Department.
RETENTION	See Comments
COMMENTS	Destroy after 1 fiscal year unless the investment is purchased, then place in the appropriate investment record series and retain accordingly.
DISPOSITION	See comments
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0048-365
TITLE	Educational Seminars Files
DESCRIPTION	Documents related to the educational seminars that the Investment Department has created and presented.
RETENTION	006 cldr yrs
COMMENTS	Retain electronic and paper format 6 calendar years, then retain until no longer useful. See also Employee Training Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0029-365
TITLE	Investment Policy Objectives and Guidelines Statement
DESCRIPTION	Statements instructing the Board and Investment Department to handle various investment decisions, including setting parameters.
RETENTION	See comments
COMMENTS	Retain paper and electronic copy 1 fiscal year or until no longer useful, then transfer one paper copy to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0031-365
TITLE	Investments--Alternatives
DESCRIPTION	Documents relating to each of the investments made by the Investment Department in alternative investments including both direct placements and limited partnerships and all investments since inception (both pre-1991 and post 1996).
RETENTION	see comments
COMMENTS	Retain all active investments until sold, plus 10 fiscal years--partnerships are considered closed when the partnership is liquidated. See Investments--Pre-1991 Reconstructed Files.
DISPOSITION	See Comments
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0049-365
TITLE	Investments--Pre-1991 Reconstructed Files
DESCRIPTION	Documents related to information on reconstructed files for pre-1991 investments involved in litigation.
RETENTION	See comments
COMMENTS	Retain all active investments until sold, plus 10 fiscal years--partnerships are considered closed when the partnership is liquidated. Consult Kansas Litigation Group before destroying pre-1991investment records involved in litigation. If litigation is concluded, then destroy. Retain summary subject files and selected KPERS legal documents such as pleading files, depositions, some investment analyses, investment manager records, documents produced by other parties related to the litigation, reports and records of the Joint Legislative Committee and Committee of Legislative Post Audit, and transfer to State Archives for purging.
DISPOSITION	See comments
RESTRICTIONS	Portions may be restricted.
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0032-365
TITLE	Investments--Real Estate Investment Trusts
DESCRIPTION	Documents containing information on the investments by the investment department in Real Estate Investment Trusts.
RETENTION	010 fisc yrs
COMMENTS	Retain paper active in office 5 fiscal years, transfer to office storage for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0030-365
TITLE	Investment Status and Activity Surveys
DESCRIPTION	Company or investment publication surveys that the Investment Department has completed such as and aggregate results that are returned to KPERS such as investment performance or allocations.
RETENTION	002 fisc yrs
COMMENTS	Exists in both paper and electronic formats.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0033-365
TITLE	Legislative Post Audit Performance Reports Work Papers
DESCRIPTION	Work papers used to help compile the Legislative Post-Audit Performance Report.
RETENTION	See comments
COMMENTS	Retain 6 fiscal years active in office, then destroy. See Audit Reports.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0050-365
TITLE	Manager Reports
DESCRIPTION	Documents related to portfolio managers' monthly reports/updates either in paper or electronic format.
RETENTION	010 fisc yrs
COMMENTS	Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0051-365
TITLE	Managers Files
DESCRIPTION	Documents related to information on separate account managers, including new manager notebook and yearly manager disclosures.
RETENTION	010 fisc yrs
COMMENTS	Retain paper and electronic format 8 fiscal years active in office, 2 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552(b)(4)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0052-365
TITLE	Monthly Performance Reports
DESCRIPTION	Reports containing the monthly performance report for the KPERS portfolio; the Treasurer's Unclaimed Property Fund; the Senior Services Trust Fund; any additional future portfolios; and the electronic spreadsheets calculating monthly performance.
RETENTION	See comments
COMMENTS	Retain paper 15 fiscal years, retain electronic copy 6 fiscal years, electronic calculators should be kept until no longer useful, then destroy.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0034-365
TITLE	Real Estate Appraisals
DESCRIPTION	Documents relating to the appraised value of separate and grouped properties.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0056-365
TITLE	Real Estate Investments Pooled Account Properties
DESCRIPTION	Documents related to pooled investments through the Non-Core Real Estate Sector.
RETENTION	010 fisc yrs
COMMENTS	Retain both paper and electronic format 8 fiscal years active in office, 2 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552(b)(4)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0035-365
TITLE	Real Estate Investments Separate Account Properties
DESCRIPTION	Documents relating to all properties that the investment department has bought and sold, but does not include real estate appraisals--also known as the Core Real Estate Sector.
RETENTION	010 fisc yrs
COMMENTS	See also Real Estate Appraisals
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0036-365
TITLE	Reconciliation Files--Monthly
DESCRIPTION	Documents relating to monthly reconciliation's of REITS Real Estate Investment Trusts Securities and Real Estate Properties to the custodial bank system.
RETENTION	002 fisc yrs
COMMENTS	Exists in both paper and electronic format. Custodial bank also has records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0037-365
TITLE	Reconciliation Files--Quarterly
DESCRIPTION	Documents relating to quarterly reconciliation's of REITS Real Estate Investment Trusts Securities and Real Estate Properties to the custodial bank system.
RETENTION	002 fisc yrs
COMMENTS	Exists in both paper and electronic format. Custodial bank also has records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0038-365
TITLE	Research Articles and Updates
DESCRIPTION	Documents written by KPERS relating to information on investment internet updates, position papers, KPERS investment history and general articles that are prepared to keep staff informed on investment issues.
RETENTION	See comments
COMMENTS	Retain documents drafted by KPERS 5 calendar years, transfer 1 copy to the archives and retain reference materials until no longer useful, then destroy. See also Policy Statements.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0039-365
TITLE	Trade Tickets
DESCRIPTION	Trade tickets for when an investment transaction occurs.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

SERIES ID	0040-365
TITLE	Weekly Performance Reports
DESCRIPTION	Reports containing estimated, not actual, updates on KPERS portfolio performance.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment
Chief Investment Officer

SERIES ID	0041-365
TITLE	Asset/Liability Studies
DESCRIPTION	Documents including the asset/liability study done every three years including supporting documents.
RETENTION	See comments
COMMENTS	Retain until superceded plus 2 fiscal years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-4921(4)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-130

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Alternative Investments

SERIES ID	0058-365
TITLE	Valuations
DESCRIPTION	Documents related to information on the valuation of each of the alternative investments.
RETENTION	010 fisc yrs
COMMENTS	Retain paper or electronic copy 2 fiscal years in office, 8 fiscal years in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Publicly Traded

SERIES ID	0053-365
TITLE	Publicly Traded Reports--Annually/Board
DESCRIPTION	Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup.
RETENTION	010 fisc yrs
COMMENTS	Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0054-365
TITLE	Publicly Traded Reports--Monthly
DESCRIPTION	Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup.
RETENTION	010 fisc yrs
COMMENTS	Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0055-365
TITLE	Publicly Traded Reports--Quarterly
DESCRIPTION	Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup.
RETENTION	010 fisc yrs
COMMENTS	Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Real Estate

SERIES ID	0057-365
TITLE	Tax Returns and Audited Financial Statements
DESCRIPTION	Documents related to real estate tax returns and other financial statements.
RETENTION	010 fisc yrs
COMMENTS	Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552(b)(4)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135