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 |
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