Kansas Records Retention Schedules
Results of Query:
Agency Code: 450-002 (Kansas Lottery. Finance and Administrative Services Division)
Page 1 of 1 showing 40 records of 40 total,
starting on record 1
Agency Number: 450-002
Kansas Lottery
Finance and Administrative Services Division
SERIES ID |
0034-450 |
TITLE |
Adjustments Journal |
DESCRIPTION |
Computer printouts listing the manual adjustments made to retailer accounts due to changes or errors. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 3 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0037-450 |
TITLE |
Cash Disbursement Winners Journal |
DESCRIPTION |
Computer printouts listing the checks sent out the holders of winning lottery tickets of $25.00 or less. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 6 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0174-450 |
TITLE |
Casino-Daily Reports |
DESCRIPTION |
PDF files with daily reports from the casino activity. |
RETENTION |
3 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-10-11
|
K.A.R. NUMBER |
53-2-174 |
SERIES ID |
0171-450 |
TITLE |
Casino-Invoicing Tool |
DESCRIPTION |
Spreadsheet application file with daily net revenues and distribution calculations. |
RETENTION |
005 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-10-11
|
K.A.R. NUMBER |
53-2-174 |
SERIES ID |
0173-450 |
TITLE |
Casino-Monthly Reports |
DESCRIPTION |
PDF files with the monthly summary of casino activity. |
RETENTION |
005 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-10-11
|
K.A.R. NUMBER |
53-2-174 |
SERIES ID |
0172-450 |
TITLE |
Casino-Recipt Log |
DESCRIPTION |
Spreadsheet application file with daily deposits and vouchers that give a cash balance. |
RETENTION |
005 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-10-11
|
K.A.R. NUMBER |
53-2-174 |
SERIES ID |
0170-450 |
TITLE |
Casino-Vouchers |
DESCRIPTION |
PDF files with vouchers for casino distributions. |
RETENTION |
005 fisc years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-10-11
|
K.A.R. NUMBER |
53-2-174 |
SERIES ID |
0169-450 |
TITLE |
Casino-Weekly Reports |
DESCRIPTION |
PDF files with the weekly summary of casino activity. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-10-11
|
K.A.R. NUMBER |
53-2-174 |
SERIES ID |
0038-450 |
TITLE |
Check Register Summary |
DESCRIPTION |
Computer generated reports detailing and summarizing on a monthly basis the imprest fund which allows the Kansas Lottery to use a local bank account for payment to holders of winning lottery tickets. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 6 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0039-450 |
TITLE |
Claims Processed Report |
DESCRIPTION |
Internal control worksheet used to verify claims processed the previous day. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0040-450 |
TITLE |
Claims Working Papers |
DESCRIPTION |
Log sheets, winners listing, and other documents relating to the settlement of claims filed by individual winners. |
RETENTION |
006 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 74-8720(h) |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0046-450 |
TITLE |
Daily Game/Transaction Summary Reports |
DESCRIPTION |
Computer printouts summarizing all the different games and sales transactions made on a daily basis. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 3 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0047-450 |
TITLE |
Daily Mid-Tier Records |
DESCRIPTION |
Computer printouts listing all the holders of winning lottery tickets of over $25.00 up to $600.00 which is generated on a daily basis. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 6 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 21-3914 |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0050-450 |
TITLE |
Debit and Credit Memos |
DESCRIPTION |
Record documenting the nature and purpose of debit or credit memos issued to retailers. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0054-450 |
TITLE |
Draw Games Working Papers |
DESCRIPTION |
Variety of documents relating to the lottery draw games such as Powerball, Pick 3 and Cash Lotto. |
RETENTION |
006 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions per KSA 74-8720(h) |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0059-450 |
TITLE |
General Ledger Entry Processing Report |
DESCRIPTION |
Computer printout listing the components posted to the electronic general ledger from the game system and maintained for accounting purposes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0064-450 |
TITLE |
Instant Star Payment by Prize Amount Report |
DESCRIPTION |
Computer printouts generated for reconciliation with the Claims Processed Report. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0070-450 |
TITLE |
Lotto Liability Reports |
DESCRIPTION |
Computer reports listing the amounts for which the Kansas Lottery could be liable for payments on winning tickets in on-line games such as Lotto America. |
RETENTION |
See Comments |
COMMENTS |
Retain summary reports in both hard and electronic copy 3 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0071-450 |
TITLE |
Mid-Tier Journals |
DESCRIPTION |
Computer printouts listing all the holders of winning lottery ticket of over $25.00 up to $600.00. |
RETENTION |
See Comments |
COMMENTS |
Retain summary reports on both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 21-3914 |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0072-450 |
TITLE |
Multi State Lottery Association (MUSL) Powerball Draw Reports |
DESCRIPTION |
Report received from MUSL detailing participating states lottery ticket sales figures, number of winners and balance sheets. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-01-09
|
K.A.R. NUMBER |
53-2-110 |
SERIES ID |
0076-450 |
TITLE |
Online Problem Tickets and Logs Report |
DESCRIPTION |
Internal control report produced to monitor tickets that had some problem during the sales transaction to ensure that retailers receive proper credit. |
RETENTION |
See Comments |
COMMENTS |
Retain until the external audit is complete, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0077-450 |
TITLE |
Online Validation Tape Load Balance Report |
DESCRIPTION |
Computer printout listing the online sales amounts, produced to ensure the hard copy reconciles with the computer tape. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0082-450 |
TITLE |
Powerball Sales Report |
DESCRIPTION |
Computer printout listing the daily Powerball sales, maintained for reconciliation purposes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0083-450 |
TITLE |
Prize Claim Forms - 20 Year Annuities |
DESCRIPTION |
Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money paid out through 20 year annuities. |
RETENTION |
See Comments |
COMMENTS |
Retain 7 calendar years after last payment, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 74-8720(h) |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0084-450 |
TITLE |
Prize Claim Forms - Hi-Tier |
DESCRIPTION |
Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts $600.00 and greater. |
RETENTION |
See Comments |
COMMENTS |
Retain 7 calendar years after the expiration of game, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 74-8720(h) |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0085-450 |
TITLE |
Prize Claim Forms - Low-Tier |
DESCRIPTION |
Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts under $25.00. |
RETENTION |
See Comments |
COMMENTS |
Retain until current annual audit had been completed by Legislative Post Audit, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 74-8720(h) |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0086-450 |
TITLE |
Prize Claim Forms - Mid-Tier |
DESCRIPTION |
Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts between $25.00 and $599.00. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 fiscal years after the expiration of game, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 74-8720(h) |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0095-450 |
TITLE |
Regional Inventory Balancing Report |
DESCRIPTION |
Internal control form submitted by regional offices listing the daily inventory changes, used to verify inventory totals. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0096-450 |
TITLE |
Retailer Daily Sales Journal |
DESCRIPTION |
Computer printouts relating to the daily accounting to the Kansas Lottery of all the lottery ticket sales transactions of retailers. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 3 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0099-450 |
TITLE |
Retailers Invoices and Statements |
DESCRIPTION |
Invoice signed by retailer staff acknowledging the receipt of lottery tickets from the Kansas Lottery. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0100-450 |
TITLE |
Returns Journal |
DESCRIPTION |
Computer printouts listing the lottery tickets returned to the agency by retailers for credit on their accounts. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 3 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0104-450 |
TITLE |
Sales Revenue Journal |
DESCRIPTION |
Computer printouts listing the sales transactions and the game numbers of lottery tickets sold by retailers. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 3 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0108-450 |
TITLE |
Settlement to Invoice Reconciliation Report |
DESCRIPTION |
Internal control work sheet comparing the settlement of instant tickets toward retailer invoices on the general ledger posting and created as an internal control mechanism for reconciliation purposes. |
RETENTION |
See Comments |
COMMENTS |
Retain until the end of the game and subsequent audit, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0109-450 |
TITLE |
System Sales Snapshot Report |
DESCRIPTION |
Computer printout listing the daily on-line ticket sales. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-04-18
|
K.A.R. NUMBER |
53-2-108 |
SERIES ID |
0113-450 |
TITLE |
Ticket Returns by Game Records |
DESCRIPTION |
Computer printouts relating to the specific game tickets returned to the agency for a variety of reasons by retailers. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 3 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0114-450 |
TITLE |
Ticket Returns by Warehouse Records |
DESCRIPTION |
Computer printouts listing all tickets in the warehouses which had been returned for various reasons by retailers. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 3 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0115-450 |
TITLE |
Ticket Validation Journal |
DESCRIPTION |
Computer printouts used to verify the numbers of winning lottery tickets. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 6 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0119-450 |
TITLE |
Warrant Check Register - Daily |
DESCRIPTION |
Computer printouts generated listing daily the warrant checks issued to the holders of winning lottery tickets. |
RETENTION |
See Comments |
COMMENTS |
Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 21-3914 |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0120-450 |
TITLE |
Warrant Check Registers - Numerical |
DESCRIPTION |
Computer printouts listing all checks made out to the holders of winning lottery tickets by the check number. |
RETENTION |
See Comments |
COMMENTS |
Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 21-3914 |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0121-450 |
TITLE |
Winners Monetary Lists |
DESCRIPTION |
Computer printouts of the holders of winning lottery tickets and the prize payments awarded to them. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain both hard and electronic copy 6 fiscal years, then destroy or delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 21-3914 |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
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