Kansas Records Retention Schedules

Results of Query:

Agency Code: 521 (Department of Corrections)

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Agency Number: 521-001
Department of Corrections
Central Office

SERIES ID	0281-521
TITLE	Accounts and Reports Run Documents
DESCRIPTION	Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0188-521
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	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0001-521
TITLE	Accreditation Records
DESCRIPTION	Documents related to periodic accreditation of the penal institution's).
RETENTION	See Comments
COMMENTS	Retain until re-accreditation is complete, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0060-521
TITLE	Affirmative Action Records
DESCRIPTION	Routine documents related to compliance with Affirmative Action guidelines: training logs, job applicant interview records, EEO reports, notes, correspondence, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0069-521
TITLE	AIDS Information
DESCRIPTION	Documents and publications relating to the education and training of employees and inmates on the AIDS virus.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0068-521
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0308-521
TITLE	Architectural Plans, Drawings, Maps, and Specifications
DESCRIPTION	Records documenting physical plant of facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0051-521
TITLE	Assignment Log
DESCRIPTION	A record of hours and projects completed by past information systems and research employees.
RETENTION	See Comments
COMMENTS	Obsolete record series--destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0524-521
TITLE	Attorneys' Working Files
DESCRIPTION	Working papers used or prepared by staff attorneys regarding litigation.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & KSA 45-221(a)(25)&(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0047-521
TITLE	Audit Reports - Special
DESCRIPTION	Results of audits conducted by Department of Corrections auditor on specific internal projects.
RETENTION	005 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0006-521
TITLE	Bond Issuance Records
DESCRIPTION	A Correctional facility actual bond issuance document: land description, trust documents, etc.
RETENTION	See Comments
COMMENTS	Retain until bond is paid off plus 3 years, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0273-521
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Transfer to the State Archives for purging of duplicate materials.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0272-521
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
COMMENTS	Transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0092-521
TITLE	Capital Improvement Plans - Five Year
DESCRIPTION	Five year construction plans from each Kansas penal institution for outlining future projects and goals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0476-521
TITLE	Capital Improvement Project Files
DESCRIPTION	Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. See also Architectural Plans, Drawings, and Specifications.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0041-521
TITLE	Capital Improvement Projects - Monthly Reports of
DESCRIPTION	Reports submitted by institutions regarding progress of ongoing projects and evaluations of completed projects.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0091-521
TITLE	Capital Improvement Projects - Preliminary Reports
DESCRIPTION	Preliminary reports issued by the Department of Corrections on construction projects under consideration.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(33)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0035-521
TITLE	CETA - Vocational Training Program Financial Records
DESCRIPTION	Financial reports and materials used to operate the CETA-Vocational Training Program: order vouchers, correspondence, interfund orders, worksheets, monthly disbursement records, etc.
RETENTION	005 fisc yrs
COMMENTS	CETA records are subject to retention requirements in the Code of Federal Regulations: 20 CFR 676.35 et seq.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0019-521
TITLE	Civil Rights and Civil Service Cases
DESCRIPTION	Wide variety of documents related to civil service and civil rights cases against the Department of Corrections: complaints & grievances, dispositions, interrogations, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 5 years, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1)(4)(11)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0073-521
TITLE	Community Correction County Files
DESCRIPTION	Documents and related material on county community correction programs and activities as monitored and evaluated by the Department of Corrections.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0074-521
TITLE	Community Correction County Plans
DESCRIPTION	Records regarding Kansas counties participating in the Community Correction program: correspondence, budget summaries, program proposals, etc.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0055-521
TITLE	Computer Programming - General
DESCRIPTION	Records which provide computer mapping for accounting, banking and payroll systems in the main computer bank: diagrams, computer printouts, record layouts.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0477-521
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0007-521
TITLE	Contracts - Communication/Information Systems
DESCRIPTION	Legal agreements with individuals and organizations regarding purchases of communication/information systems equipment and services. Includes all associated documents, eg. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy. Note: This applies only to original contracts - copies of contracts published by Division of Purchasing may be destroyed when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0008-521
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda dealing exclusively with litigated cases and lawsuits.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0085-521
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	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0054-521
TITLE	Criminal Justice Coordinating Council - General
DESCRIPTION	Documents relating to the Criminal Justice Coordinating Council meetings: minutes, agendas, testimony, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0052-521
TITLE	Data Processing and Program Files
DESCRIPTION	Documents used as reference for programming the Department of Corrections main computer system: charts, diagrams, instructions, etc.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0100-521
TITLE	Disciplinary Action Files
DESCRIPTION	Documents related to inmate disciplinary cases.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 5 calendar years, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0067-521
TITLE	Electronic Data Systems Summaries
DESCRIPTION	Computer printouts of the Electronic Data Systems summaries.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0005-521
TITLE	Employee Background Investigations
DESCRIPTION	Investigation documents on an applicants personal background. Note: correctional volunteers are also included.
RETENTION	See Comments
COMMENTS	Retain in conjunction with either "Employment Applications-Not Hired," "Employee Personnel Records," or "Volunteer Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(10)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0478-521
TITLE	Employee Grievances and Complaints - General
DESCRIPTION	Documents related to complaints and grievances against the Department of Corrections supervisors: correspondence, official disciplinary actions, actual complaints and grievances, etc.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0110-521
TITLE	Employee Information Cards
DESCRIPTION	Information in abstract form relating to individual employees: name, title, address, social security number, date of employment, fingerprints, etc.
RETENTION	See Comments
COMMENTS	Retain in conjunction with "Employee Personnel Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0316-521
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0328-521
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and other similar or supporting documents and materials.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0521-521
TITLE	Employee Property Claim Files - Special Legislative
DESCRIPTION	Documents relating to Department of Corrections employees filing property loss claims over $500 and submitted to the Legislature for reimbursement of damaged goods.
RETENTION	See Comments
COMMENTS	Transfer to the individual Employee Personnel File and retain accordingly.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0337-521
TITLE	Employee Rosters - Security
DESCRIPTION	A listing of all security personnel.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0501-521
TITLE	Employee Security Files
DESCRIPTION	Documents relating to individual employee performance and personal problems within the facility: positive and negative performances, sexual harassment problems, physical confrontation reports, etc.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure, then merge with "Employee Personnel Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0325-521
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, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0090-521
TITLE	Employee Training Booklets - Parole
DESCRIPTION	Materials related to instructing and training parole officers: parole supervisor training, volunteer training and orientation booklet, etc.
RETENTION	See Comments
COMMENTS	Retain originals until no longer useful, then transfer to the State Archives. Destroy published copies.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0037-521
TITLE	Employee Training Files - Legal
DESCRIPTION	Documents related to training institution lawyers and Correctional Officers in the area of law and the enforcement thereof.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0089-521
TITLE	Employee Training Files - Medical and Mental Health Care
DESCRIPTION	Documents related to the medical and mental health training seminars and workshops provided for Department of Corrections employees.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0088-521
TITLE	Employee Training Files - Personnel
DESCRIPTION	Documents covering a wide range of training material.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0061-521
TITLE	Employment Application Assessment Forms
DESCRIPTION	Documented evaluations of interviewees by interviewers--used for termination, promotion and, demotion decisions.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0062-521
TITLE	Equal Employment Opportunity/Affirmative Action Complaints and Grievances
DESCRIPTION	Documents related to EEO and AA complaints and grievances against Department of Corrections: investigation report, correspondence, state EEO reporting procedures, disciplinary action taken, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0468-521
TITLE	Equal Employment Opportunity Annual Report Records
DESCRIPTION	Records used to compile annual reports for the Equal Opportunity Office: applicant assessment, exit interview forms, monthly employment reports, etc.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0063-521
TITLE	Equal Employment Opportunity Audit Reports
DESCRIPTION	An annual audit done by the state EEO office to verify and approve the Department of Corrections EEO program and related activities: EEO training, recruitment procedures, complaint procedures, etc.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0108-521
TITLE	Evidence Articles
DESCRIPTION	Physical evidence confiscated during an investigation by the central office investigator: liquor, guns, scissors, knives, stolen material, fans, bloody clothes, basketballs, etc.
RETENTION	See Comments
COMMENTS	Retain until legal section receives court approval for disposition of articles, then contact the State Archives for appraisal and disposition instructions.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0107-521
TITLE	Evidence Log
DESCRIPTION	Records of evidence confiscated during investigations: description of item, date received, type of case, case number, suspect room location, inmate name and number, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0086-521
TITLE	Execution Files
DESCRIPTION	Records related to executions and individuals executed in Kansas.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0298-521
TITLE	Expungement Records
DESCRIPTION	Purged inmate information sealed from all disclosure.
RETENTION	See Comments
COMMENTS	Place in sealed envelope and retain, then transfer to the State Archives with other inmate files.
DISPOSITION	Archives
RESTRICTIONS	KSA 21-4619 et seq.
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0022-521
TITLE	Extradition Case Files
DESCRIPTION	Extradition requests issued by the Department of Corrections to other states: extradition requests, memos, letters, transfer papers, SRDC evaluations, etc.
RETENTION	See Comments
COMMENTS	Obsolete record series, immediately transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 &45-221(a)(11)(29)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0002-521
TITLE	Fire and Safety Records
DESCRIPTION	Records regarding maintenance and inspections of Department of Correction penal institutions for fire, health, safety and other related issues.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years, then destroy, except for certification required by regulations to remain on file perpetually-retain these documents until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0036-521
TITLE	Grant Files - Funded
DESCRIPTION	Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the State Archives, destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0023-521
TITLE	Inmate Correspondence Files - Non-Routine
DESCRIPTION	Filed correspondence sent or received by inmates which is unusual or suspect.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0024-521
TITLE	Inmate Grievance Files - Central Office
DESCRIPTION	Dispositions, court proceedings, correspondence, etc. relating to grievances and complaints filed by inmates against the Department of Corrections.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & KSA 45-221(a)(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0487-521
TITLE	Inmate Incident Report Records
DESCRIPTION	Records related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0070-521
TITLE	Inmate Medical Health Programs Management Review Records
DESCRIPTION	Documented monthly reports evaluating mental and medical health treatment programs in Kansas Penal institutions.
RETENTION	See Comments
COMMENTS	Obsolete record series - transfer to the State Archives, immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0523-521
TITLE	Inmate Property Claim Files - Special Legislative
DESCRIPTION	Documents relating to property loss claims over $500 filed by Department of Corrections inmates and submitted to the Legislature for reimbursement of damaged goods.
RETENTION	See Comments
COMMENTS	Retain until decision is reached plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0072-521
TITLE	Inmate Substance Abuse Reports and Programs
DESCRIPTION	Documents relating to the administration of substance abuse programs in Department of Corrections institutions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0025-521
TITLE	Interstate Compact Records
DESCRIPTION	Documents granting and verifying inmate parole to other states: renewal agreement, intergovernmental agreements, contracts, drafts, correspondence, etc.
RETENTION	See comments
COMMENTS	Retain until information is uploaded into the national offender tracking system, then destroy. Information is maintained at the federal level.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2013-04-11
K.A.R. NUMBER	53-2-176

SERIES ID	0095-521
TITLE	Interstate Compact Security Files
DESCRIPTION	Documents relating to the operation and handling of compact cases by the Department of Corrections: correspondence, compact case material, jail compacts, special management notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0484-521
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0527-521
TITLE	Investigation Reports
DESCRIPTION	Documents relating to the investigation of incidents and events involving correctional facility inmates and/or staff members including but not limited to assaults, contraband, deaths, escapes, and staff misconduct.
RETENTION	See Comments
COMMENTS	Retain until investigation is completed plus 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-4707 & K.S.A. 45-221(a)(10), (a)(29)
APPROVED	2010-10-28
K.A.R. NUMBER	53-2-165

SERIES ID	0083-521
TITLE	Issued Warrant Cards
DESCRIPTION	Cards used to record the status of issued warrants.
RETENTION	See Comments
COMMENTS	Obsolete record series--destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0076-521
TITLE	Jail Inspection Files
DESCRIPTION	Documents and related material pertaining to the inspection of Kansas County jails: correspondence, inspection reports, blue ribbon committee minutes, tapes, photographs, etc.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0038-521
TITLE	Jail Titles
DESCRIPTION	Receipts of expenditures accrued as a result of Department of Corrections inmates being held at Kansas County Jails: vouchers, payment stubs, invoices, receipt of invoices, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0065-521
TITLE	Job Vacancy Announcements
DESCRIPTION	Announcements disseminated to the public concerning job vacancies in the Department of Corrections.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0532-521
TITLE	Juvenile Intake and Assessment Forms
DESCRIPTION	These records include documents pertaining the juvenile intake and assessment process handled by county officials and overseen by the Department of Corrections.
RETENTION	5 Calendar years
COMMENTS	Records should be scanned and uploaded to Athena, then the digital copy is kept for 5 calendar years after the release/transfer of the juvenile. Following a quality check of the scan, the physical copy is to be destroyed. After 5 years, destroy the electronic records.
DISPOSITION	Destory
RESTRICTIONS	KSA 38-2309; KSA 38-2310; KSA 38-2311; KSA 45-221(a)(1)(10)(29)(30)
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

SERIES ID	0075-521
TITLE	Kansas Advisory Jail Standards and Procedures
DESCRIPTION	Documents covering policy and procedures for county jails to adopt and utilize in meeting Dept. of Corrections jail standards-see general schedule under Policy and Procedures Manuals & Statements.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives. NOTE: This is a publication produced in large quantities by the Department of Corrections.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0078-521
TITLE	Kansas Probationers
DESCRIPTION	Completed forms used to request investigations of inmates for whom probationary status is being considered.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the system, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0064-521
TITLE	Labor Relations Records
DESCRIPTION	Documents and reference materials used in and resulting from labor negotiations and arbitrations: negotiation working files, notes, correspondence, union contractual agreement, etc.
RETENTION	010 cldr yrs
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0003-521
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0289-521
TITLE	Ledgers - General
DESCRIPTION	General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION	003 fisc yrs
COMMENTS	Transfer to the State Archives for purging of duplicate material. This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0033-521
TITLE	Legal Briefs
DESCRIPTION	Briefs filed with state, county and city courts in Kansas.
RETENTION	See Comments
COMMENTS	Retain until case is closed, plus 5 years, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0034-521
TITLE	Legal Case Files
DESCRIPTION	Documents and supporting material related to legal litigation: disposition, investigation reports, interrogation reports, court pleadings, correspondence, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 5 years, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0032-521
TITLE	Legal Case Files - Institutional
DESCRIPTION	Copies of documents and reports submitted by institution litigators on legal cases handled at the institution level: field notes, correspondence, case summaries and reports, etc.
RETENTION	See Comments
COMMENTS	Retain until case closed plus 5 years, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0018-521
TITLE	Legal Opinions
DESCRIPTION	Legal opinions issued by chief legal counsel relating to Department of Corrections cases and court judgments.
RETENTION	See Comments
COMMENTS	Retain until no longer needed, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0026-521
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills, drafts of legislation, copies of statutes, notes, correspondence 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	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0040-521
TITLE	Local Funds Records
DESCRIPTION	Computer printouts relating to the financial affairs of Department of Corrections canteens and monies distributed to inmates: canteen fund, inmate benefit fund, impact fund, inmate trust fund, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0057-521
TITLE	Master Configuration Record
DESCRIPTION	Complete instructions on main computer operations- used in cases of computer dysfunction.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0071-521
TITLE	Medical Health Subject Files
DESCRIPTION	Wide variety of documents relating to a range of medical and mental health issues: sex offender programs, dental programs, first aid handbook, mental health planning, Indians & corrections, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0198-521
TITLE	Memoranda of Understanding or Agreement - Interagency
DESCRIPTION	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	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0087-521
TITLE	Minutes
DESCRIPTION	Includes minutes of all boards, committees, and commissions upon which the Secretary of Corrections serves.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0526-521
TITLE	Offender Payments to Parole Division
DESCRIPTION	Monthly supervision fee payments and any additional payments required to made by offenders under KS Department of Corrections community supervision (parole). These documents are filed by staff in Central Office.
RETENTION	005 Fiscal Years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2010-04-08
K.A.R. NUMBER	53-2-163

SERIES ID	0080-521
TITLE	Parole Officer Caseload Records
DESCRIPTION	Computerized listings of parole officer individual parolees caseload.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0081-521
TITLE	Parole Violator Transfer Slips
DESCRIPTION	Completed forms documenting movement of parole violators from county jail to Department of Corrections institutions.
RETENTION	See Comments
COMMENTS	Retain until after individual enters the institution, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0042-521
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0043-521
TITLE	Payroll Records - General
DESCRIPTION	Wide variety of documents associated with Department of Corrections inmate and personnel payroll records: money receipt memos, correspondence, overtime sheets, inmate payroll, batch sheets, etc.
RETENTION	See Comments
COMMENTS	These records are no longer retained as one series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0300-521
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in individual statement formats - often called "General Orders".
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0096-521
TITLE	Pre-Release and Work Release General Files
DESCRIPTION	Documents and related material concerning pre-release and work release programs and projects used for general operation.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0520-521
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0030-521
TITLE	Public Relations Board - General
DESCRIPTION	Documents related to arbitration hearings and labor negotiations: notes, performance standards, position descriptions, correspondence, drafts of negotiations, actual contracts, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)(15)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0053-521
TITLE	Purchasing Records - Computer and Telephone Equipment
DESCRIPTION	Requests and supporting materials submitted by institutions for purchase/service of electronic equipment: purchase orders, correspondence, memoranda, installation requests, service requests, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0216-521
TITLE	Recruitment and Hiring Documents
DESCRIPTION	All applicant documents accumulated during the hiring process.
RETENTION	003 cldr yrs
COMMENTS	Materials for those persons hired are transferred to Employee Personnel Files.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0028-521
TITLE	Regulation Development Materials
DESCRIPTION	Wide variety of documents and material related to the drafting of the Department of Corrections Kansas Administration Regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0059-521
TITLE	Research Files - General
DESCRIPTION	Wide variety of research data used in writing and planning a range of Department of Corrections reports and interim projects.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0046-521
TITLE	Salary Projection Reports
DESCRIPTION	Projection of employee salaries over a certain time period: salary range, individual employee name, position title, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0509-521
TITLE	Sex Offender Treatment Program Files
DESCRIPTION	Personality and behavioral test results, notes, reports and other documents related to the Sex Offender Treatment Program operated under contract with the Dept. of Corrections.
RETENTION	030 cldr yrs
COMMENTS	Transfer to the records center for 30 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1994-01-13 ; Revised 2014-05-30
K.A.R. NUMBER	53-2-099

SERIES ID	0093-521
TITLE	Subject Files - Architecture
DESCRIPTION	Variety of documents relating to the design, construction and maintenance of the Department of Corrections projects.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

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