Kansas Records Retention Schedules

Results of Query:

Agency Code: 521-010 (Department of Corrections. All Facilities)

Page 1 of 1 showing 252 records of 252 total, starting on record 1

Agency Number: 521-010
Department of Corrections
All Facilities

SERIES ID	0284-521
TITLE	Accounting Records - General
DESCRIPTION	A variety of documents relating to financial matters including: telephone logs, warrants, receipts, payroll logs and receipts, budgets and related material, check stubs, bank statements, etc.
RETENTION	See Comments
COMMENTS	Retain and dispose of in accordance with general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0472-521
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0411-521
TITLE	Administrative Segregation Reports
DESCRIPTION	Documents indicating when an inmate is locked in a cell for long periods of time.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to respective "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0517-521
TITLE	Alcohol/Drug Diagnostic Appraisal Records
DESCRIPTION	Supporting documentation used as a diagnostic tool during the intake processing to determine the level of substance abuse treatment the offender required.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0123-521
TITLE	Alpha Roster
DESCRIPTION	Documents used for reference and assignment of inmates to vacant cells.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0309-521
TITLE	Boiler Records
DESCRIPTION	Documentation of the boiler system used to ensure safe operating levels.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0282-521
TITLE	Building Inspection Records
DESCRIPTION	Documents regarding maintenance and inspections of fire and safety equipment, food areas, and other related issues.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0528-521
TITLE	Call-Out Records
DESCRIPTION	Memoranda and other communications to cellhouses indicating which inmates may attend meetings of organized, approved groups (e.g. religious groups, choirs, programs, etc.)
RETENTION	001 fiscal year
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29), KSA 22-4707
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0402-521
TITLE	Canine Operations records
DESCRIPTION	Wide variety of documents related to the kennel operation and maintenance and dog training for those dogs working with the Department of Corrections: requisitions, correspondence, dog ownership papers, disposition records, vet bills, inspections and searches, search exercises, etc.
RETENTION	See Comments
COMMENTS	Retain until information is superseded or for 5 fiscal years, whichever is longer, then destroy and/or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0274-521
TITLE	Canteen Accounting Records
DESCRIPTION	Documents concerning financial affairs of the canteen: check ledgers, bank statements, ledgers, receipts, invoices, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0511-521
TITLE	Captain's Shift Log
DESCRIPTION	Facility security activity log indicating the date, time, shift supervisor, recorded incidents, etc. within all observation points within the facility.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0220-521
TITLE	Cellhouse and Tower Call-in Logs
DESCRIPTION	Documents of cellhouse and tower security post call-ins.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0344-521
TITLE	Cellhouse Capacity Sheets
DESCRIPTION	Documents related to the cellhouse population capacity: population numbers, total, optimum number, etc.
RETENTION	001 cldr yr
COMMENTS	Duplicate copies may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0301-521
TITLE	Chaplain's records
DESCRIPTION	Documents regarding a wide range of facility issues: inmate control sheet, attendance worship records, volunteer demographics information, correspondence, notes, sermons, logs of inmates' use of chaplaincy services, etc.
RETENTION	001 calendar year
COMMENTS	Retain for 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy and/or delete.
DISPOSITION	See comments
RESTRICTIONS	Portions restricted per KSA 45-221(a)(29).
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0210-521
TITLE	Civil Service Examinations
DESCRIPTION	Examinations given to perspective employees as required by the Division of Personnel Services.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0212-521
TITLE	Civil Service Examinations - Correctional Officers
DESCRIPTION	Examinations given to applicants for correctional officer positions.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0211-521
TITLE	Classification Action Records
DESCRIPTION	Documents used to assess and evaluate employee classification position levels.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0099-521
TITLE	Clemency Records
DESCRIPTION	Documents related to requests by penal inmates for clemency.
RETENTION	See Comments
COMMENTS	Retain 3 years beyond governor's tenure, then transfer to the State Archives. This is pursuant to KSA 75-104(c).
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0364-521
TITLE	Clinic Administration Records
DESCRIPTION	Routine documents related to the administration of clinic: purchasing records, personnel memos, incident reports, inmate grievances, supply requisitions, fire inspection reports, etc.
RETENTION	See Comments
COMMENTS	See general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0101-521
TITLE	Commutation Certificates
DESCRIPTION	Documents authorizing terminated or reduced prison sentences for specific inmates.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0183-521
TITLE	Controlled Medication and Syringe Logs
DESCRIPTION	Documents concerning the use and distribution of controlled medication and narcotic syringe count sheets.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0139-521
TITLE	Correctional Officer Duty Roster
DESCRIPTION	Correctional officer daily assignment and duties.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0407-521
TITLE	Correctional Officer Equipment Issue Log
DESCRIPTION	Documents relating to the issuance of a variety of equipment: radio (hand-held), flashlights, bolt cutters, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0412-521
TITLE	Correctional Officer Medication File
DESCRIPTION	Monthly report of medication correctional officers are taking.
RETENTION	001 month
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0513-521
TITLE	Correctional Officer Shift Log
DESCRIPTION	A facility activity log recording date, time, shift supervisor, recorded incidents, etc.
RETENTION	005 cldr yrs
COMMENTS	See also Captain's Shift Log.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-4707 & 45-221(a)(29)
APPROVED	2006-07-13
K.A.R. NUMBER	53-2-148

SERIES ID	0165-521
TITLE	Correctional Officer Uniform Issue Log
DESCRIPTION	Documents detailing the issuance of correctional officer uniforms: officer's name, type of clothing issued, date, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0224-521
TITLE	Correctional Staff After Hours Emergency Log
DESCRIPTION	Documents related to radio, telephone, and/or pager notifications during emergency situations.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0197-521
TITLE	Credit Card Logs
DESCRIPTION	Documents listing issued state credit cards.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0145-521
TITLE	Disciplinary Case Files
DESCRIPTION	Documents related to charges filed against an inmate for violations of facility rules and regulations.
RETENTION	See Comments
COMMENTS	Retain until case is closed, then place original report in "Inmate File" if found guilty. The remainder retain 3 years, then destroy. Destroy duplicates when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0515-521
TITLE	Disciplinary Case Log
DESCRIPTION	Log of inmate disciplinary cases: case number, inmate number, offense, class of offense, dates, disposition, etc.
RETENTION	003 cldr yrs
COMMENTS	Retain 3 calendar years, then transfer to the archives for purging or sampling.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0134-521
TITLE	Disciplinary Case Tape Recordings and Transcripts
DESCRIPTION	Sound recordings of disciplinary hearings held by adjudicated panel.
RETENTION	See Comments
COMMENTS	Tapes may be erased after transcription.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0416-521
TITLE	Disciplinary Disposition Reports
DESCRIPTION	Daily summaries of disciplinary cases: inmate number, cell, case number, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0510-521
TITLE	Disciplinary/Segregation Reports and Logs
DESCRIPTION	Reports and logs recording disciplinary and segregation incidents.
RETENTION	003 cldr yrs
COMMENTS	Retain 3 calendar years, then transfer to the archives for purging or sampling.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0380-521
TITLE	Dress-Out Cards
DESCRIPTION	Documents of inmate funds transferred to other facilities or elsewhere.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0185-521
TITLE	Drug Formulary
DESCRIPTION	Listing of drugs kept at the facilities.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0459-521
TITLE	Drug Screening Information Records
DESCRIPTION	Documents relating to routine drugs and screening tests for such drugs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0467-521
TITLE	Emergency Drills and Reports
DESCRIPTION	Documents relating to the completion of fire, tornado, and other related emergency drills by the facility personnel and inmates.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0406-521
TITLE	Emergency Plans, Maps, and Squad Assignments
DESCRIPTION	Documents related to the preparedness of security personnel in an emergency situation: maps, facility blueprints, assignments, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0440-521
TITLE	Employee Accident Reports
DESCRIPTION	Reports regarding accidents to employees: name, place, and cause of accident, nature, and location of injury on body, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707,45-221(a)(3)(4)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0330-521
TITLE	Employee Case Files
DESCRIPTION	Documents relating to employee legal problems with either supervisors or colleagues: correspondence, reports, disciplinary cases, court orders, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 3 years, then transfer to "Employee Personnel File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(25)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0460-521
TITLE	Employee Drug Test Records
DESCRIPTION	Documents detailing the testing of employee's urine samples for the presence of drugs.
RETENTION	See Comments
COMMENTS	Retain for employee's tenure, then transfer positive results to the "Employee Personnel File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0335-521
TITLE	Employee Fingerprint Cards
DESCRIPTION	Cards related to the fingerprinting of applicants for security purposes.
RETENTION	See Comments
COMMENTS	Cards are merged with either the "Employee Personnel Files" or "Employment Applications - Not Hired" and retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(10)(12)(30)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0334-521
TITLE	Employee Grievances and Complaints - General
DESCRIPTION	Documents related to complaints and grievances against supervisors: narratives, form 03101, investigation reports, etc.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0479-521
TITLE	Employee Information Cards
DESCRIPTION	Information in abstract form relating to individual employees.
RETENTION	See Comments
COMMENTS	Retain 20 years after tenure of employee, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0215-521
TITLE	Employee Information Roster
DESCRIPTION	A roster listing in abstracted form employee personnel information: name, address, telephone number, position number, hire date, birthdate, salary, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0336-521
TITLE	Employee Interview Board Files
DESCRIPTION	Documents related to the filling of positions: list of eligible applicants, applicant assessments, applications - not hired, copy of successful applications, score sheets, & other supporting material.
RETENTION	003 cldr yrs
COMMENTS	Material for those persons hired are transferred to "Employee Personnel Files" (q.v.).
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0213-521
TITLE	Employee Personnel Evaluation Log
DESCRIPTION	Documents used to schedule and control personnel evaluations: type of evaluation, date sent, date received, etc.
RETENTION	See Comments
COMMENTS	Retain until log book is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0434-521
TITLE	Employee Personnel Files - Director's Office
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc.
RETENTION	See Comments
COMMENTS	Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0187-521
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Documents regarding individual employee financial and position status: salary plans, letters of reprimand, general financial data, etc.
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	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0112-521
TITLE	Employee Position Description Cards
DESCRIPTION	Card listing of those employees who have (and who presently do) occupy a specific position.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0522-521
TITLE	Employee Property Claim Files
DESCRIPTION	Documents relating to property loss claims under $500 filed by Department of Corrections employees for reimbursement of damaged goods.
RETENTION	See Comments
COMMENTS	Transfer to 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	0383-521
TITLE	Employee Termination Check-Out Sheets
DESCRIPTION	Forms used to ensure all actions associated with persons leaving employment have been completed.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0169-521
TITLE	Employee Training Manuals
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0113-521
TITLE	Employee Training Records - Individual
DESCRIPTION	Documents relating to individual employee training: qualifications of weapons, educational exams, supervisory workshops, CPR and First Aid instructions, etc.
RETENTION	See Comments
COMMENTS	Retain until end of employee tenure, then merge with "Employee Personnel File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0115-521
TITLE	Employee Training Videotapes
DESCRIPTION	Training videos shown as visual instructing aids: stress management, prison riots, basic correctional officers course, behavioral science materials, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0189-521
TITLE	Employment Application Drug Test Records
DESCRIPTION	Documents detailing the testing of individual employment applicant's urine samples for the presence of drugs.
RETENTION	See Comments
COMMENTS	Retain if hired, in respective "Employee Personnel File" - if not, then place in "Employment Applicants-Not Hired" file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0324-521
TITLE	Equal Employment Opportunity Reports
DESCRIPTION	Documents used to compile monthly and quarterly reports for submission to the Central Office regarding EEO issues.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0405-521
TITLE	Equipment Check-List
DESCRIPTION	Documents related to the control of ladders, ropes and other similar material issued to employees.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0502-521
TITLE	Evidence Articles
DESCRIPTION	Physical evidence confiscated during investigations by facility investigators: televisions, fans, radios, watches, drugs, weapons, personal property, clothing, canteen items, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed, then return appropriate articles, contact the State Archives for appraisal of appropriate articles.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0251-521
TITLE	Expenditure Control Log
DESCRIPTION	Documents of invoices sent to central office for processing.
RETENTION	See Comments
COMMENTS	Retain until log sheet is no longer in effect, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0482-521
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	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0102-521
TITLE	Extradition Records
DESCRIPTION	Documents of fugitives who are extradited from other states: warrant, court documentation, notification of pick-up, etc.
RETENTION	See Comments
COMMENTS	Retain until fugitive has been returned to Kansas, then transfer to Office of the Governor - in case of non-return, retain 30 years, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0349-521
TITLE	Facility Form-9's
DESCRIPTION	Passes allowing inmates to move throughout the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0529-521
TITLE	Fire and Safety Records
DESCRIPTION	Logs, maintenance and inspection records, correspondence, inventories, evacuation plans, meeting records, training materials, and other records regarding fire and safety issues in correctional facilities.
RETENTION	See comments
COMMENTS	Retain for 5 fiscal years or until information is superseded, whichever is longer, then destroy. Certification information required by regulations to remain on file perpetually should be retained until superseded, then destroyed.
DISPOSITION	Destroy
RESTRICTIONS	Portions restricted per KSA 45-221(a)(12).
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0261-521
TITLE	Food Service Inmate Personnel Files
DESCRIPTION	Documents related to inmate food service positions: time reports, job descriptions, general kitchen rules, disciplinary reports, incident reports, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate's job assignment is complete plus 1 year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0254-521
TITLE	Food Service Logs
DESCRIPTION	Wide variety of logs created in the food service area: knife log, daily meal log, temperature log, caustic/toxic log, daily waste log, and dangerous tool inventory log.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0389-521
TITLE	Food Service Logs - General
DESCRIPTION	Wide variety of logs created separately, but stored together: perishable food log, tool control log, butcher shop log, inventory log, kitchen roster, refrigerator temp log, knife control sheets, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0293-521
TITLE	Food Service Menus
DESCRIPTION	Documents relating to a variety of menus available for use in daily meal preparation.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0388-521
TITLE	Food Service Monthly Reports
DESCRIPTION	Basic statistical record of activities and inventory in the kitchen --includes completed form summary and supporting material.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0201-521
TITLE	Food Service Procedure Manuals
DESCRIPTION	Original copies of formal explanations of food service policies and procedures issued in collective manual or individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0384-521
TITLE	Gasoline and Oil Report
DESCRIPTION	Documents relating to gas and oil usage.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0409-521
TITLE	Gasoline Log
DESCRIPTION	Documents of gasoline pumped for state vehicles.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0341-521
TITLE	Hazardous Material Logs
DESCRIPTION	Documents related to use, storage, and disposition of various hazardous materials (caustic, toxic, and flammable substances).
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0452-521
TITLE	Health and Environment Inspection Reports
DESCRIPTION	Documents regarding inspections by the Department of Health and Environment, in and around the facility.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0453-521
TITLE	Housekeeping Records
DESCRIPTION	A wide variety of documents relating to housekeeping matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0227-521
TITLE	Identification Badge Authorization Records
DESCRIPTION	Documents relating to the authorization of temporary identification badges for outside contractors to work within the facility walls.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0104-521
TITLE	Inmate Accident Reports
DESCRIPTION	Reports regarding accidents to inmates: name, place and cause of accident, nature and location of injury on body, etc.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0280-521
TITLE	Inmate Accounts Records
DESCRIPTION	Documents related to administration of and accounting for funds directly related to inmates: bank stubs, trust funds, inmate receipts, inmate payroll, withdrawals, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0237-521
TITLE	Inmate Alias File Cards
DESCRIPTION	Cards relating to inmate alias names.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0400-521
TITLE	Inmate Alias Names
DESCRIPTION	Documents indicating alias names assigned to inmates for security and safety reasons.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the facility, then place card in individual inmate file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0137-521
TITLE	Inmate Behavior Record
DESCRIPTION	Documents concerning observations of the behavior and attitudes of individual inmates, maintained for security reasons.
RETENTION	See Comments
COMMENTS	Retain for inmate's tenure at facility, then place in respective "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0106-521
TITLE	Inmate Benefit Records
DESCRIPTION	Documents of inmate luxuries purchased from canteen profits: purchase request, invoices, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0260-521
TITLE	Inmate Classification Records
DESCRIPTION	Documents relating to the determination of and calculation of inmate classification levels.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then transfer with inmate file. Destroy duplicate copies when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0098-521
TITLE	Inmate Classification Records - Requests for Exceptions
DESCRIPTION	Penal institution unit teams requests for exceptions to inmates assigned security levels: correspondence, special classification review, custody classification, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0461-521
TITLE	Inmate Clearance Records
DESCRIPTION	Documents regarding inmate clearance forms and all supporting documentation.
RETENTION	005 cldr yrs
COMMENTS	Duplicate copies may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0410-521
TITLE	Inmate Clothing Records
DESCRIPTION	Documents related to the purchase, care, issuance, and inventory of inmate clothing.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0367-521
TITLE	Inmate Counseling Participation Files
DESCRIPTION	Documents of individual's participation in various counseling programs: inmate name, kind of counseling, date of assignment/removal, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate completes counseling program, then merge with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0255-521
TITLE	Inmate Counseling Records
DESCRIPTION	Documents related to inmate counseling sessions: notes, testing results, reports, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain for inmate's tenure at the facility, then merge with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0176-521
TITLE	Inmate Counselor Caseload Lists
DESCRIPTION	Documents of counselor inmate caseload assignment.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	2013-04-11
K.A.R. NUMBER	53-2-176

SERIES ID	0133-521
TITLE	Inmate Count Records
DESCRIPTION	Inmate head counts taken throughout each shift.
RETENTION	006 months
COMMENTS	Duplicate copies may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0153-521
TITLE	Inmate Delinquent Security Classification Printout Records
DESCRIPTION	Documents listing the inmates with delinquent security classification: next review date, current parole eligibility, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0233-521
TITLE	Inmate Dental Appointment Book
DESCRIPTION	Internal forms and calendars used to schedule inmate dental appointments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0404-521
TITLE	Inmate Diet Records - Special
DESCRIPTION	Documents related to inmates who need or request special diets.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then place in respective "Inmate Medical File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0171-521
TITLE	Inmate Drug Test Records
DESCRIPTION	Documents detailing the testing of individual inmate's urine samples for the presence of drugs.
RETENTION	See Comments
COMMENTS	Retain for inmate's tenure at facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0351-521
TITLE	Inmate Education College Class Schedules
DESCRIPTION	Schedules of classes given each semester.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0352-521
TITLE	Inmate Education - Diplomas
DESCRIPTION	Photocopies of inmate GED diplomas--originals are given to the inmates.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the facility, then merge with "Inmate Education File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0305-521
TITLE	Inmate Education Files
DESCRIPTION	Questionnaires, progress reviews, class hours, profile sheets, etc. relating to the performance and progress of individual inmate enrolled in the various education programs.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the corrections system plus 5 years, 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	0117-521
TITLE	Inmate Education Program Classroom Attendance Records
DESCRIPTION	Documents of inmates daily and monthly attendance in education programs.
RETENTION	See Comments
COMMENTS	Retain until inmate either completes the educational training program or leaves the facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0124-521
TITLE	Inmate Education Program Enrollment Log
DESCRIPTION	Log indicating each inmate's status within the education program at the facility: enrollment date, completion date, drop-outs, name, inmate number, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0353-521
TITLE	Inmate Education Program Enrollment Management Computer Reports
DESCRIPTION	Computer lists regarding current enrollment and waiting lists for those wishing to participate in programs and also those who have withdrawn.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0354-521
TITLE	Inmate Education Program Evaluation Reports
DESCRIPTION	Computer report of summary statistics regarding education programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0259-521
TITLE	Inmate Education Program General Classroom Report Records
DESCRIPTION	Documents related to general daily operation of educational programs.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0355-521
TITLE	Inmate Education Testing Files
DESCRIPTION	Listings of inmate scores on GED, SAT and other standard educational tests - somewhat duplicative of inmate educational files.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0377-521
TITLE	Inmate Education - Vocational Training Program Administrative Records
DESCRIPTION	Documents relating to routine administrative activities: student drops, enrollment forms, correspondence, transfers, terminations, reports, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0379-521
TITLE	Inmate Education - Vocational Training Waiting List
DESCRIPTION	A listing of inmates waiting to participate in a vocational program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0418-521
TITLE	Inmate Evaluation Drafts
DESCRIPTION	Drafts of inmate evaluations.
RETENTION	See Comments
COMMENTS	Retain until superseded by final draft, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0518-521
TITLE	Inmate Files
DESCRIPTION	Primary documentation regarding individuals incarcerated with or supervised by Kansas Department of Corrections.
RETENTION	See Comments
COMMENTS	Retain the entire paper file and imaged documents for 3 years after expiration of sentence. Purge both paper files and imaged documents retaining only the following documents either in paper or electronic format for 27 years after purging: Admission Data Sheet (Face Sheet), All Court Documents; Finger Print card; Photo; PSI Report; Affidavit of Common-Law Marriage, Death Certificate, Parole Certificate, Obituary, Discharge Certificate. Transfer paper medical and mental health file to the repository and retain for 10 years, then destroy. Data stored offline should be refreshed periodically to ensure data integrity. Some information from the Inmate File is kept permanently in Public Kansas Adult Supervised Population Electronic Repository (KASPER).
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2011-04-28
K.A.R. NUMBER	53-2-167

SERIES ID	0157-521
TITLE	Inmate Files - Unit Team
DESCRIPTION	Copies of primary file of records relating to individual inmates during incarceration and parole.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves penal system, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0174-521
TITLE	Inmate Furlough Records
DESCRIPTION	Documents relating to inmate furlough applications: pre-furlough investigation, furlough narratives, order of furlough, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate departs facility, then place original copies of furlough material in the inmate file - destroy duplicates when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0238-521
TITLE	Inmate Good Time Cards
DESCRIPTION	Cards used to post "good time" for individual inmates, cell location, and disciplinary actions.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves penal system, then transfer to appropriate inmate file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0376-521
TITLE	Inmate Grievance Files - Facilities
DESCRIPTION	Correspondence, reports, and supporting documentation 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	0147-521
TITLE	Inmate Incident Report Records
DESCRIPTION	Documents related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 6 months, then place original in "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0247-521
TITLE	Inmate Information Cards - Security
DESCRIPTION	Cards listing abstracted information on individual inmates - used for security reference. Includes Escape Cards, Control Cards, and Identification Cards.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then destroy when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0258-521
TITLE	Inmate Information Data Sheets
DESCRIPTION	Abstracted record of individual inmate incarceration and parole information.
RETENTION	See Comments
COMMENTS	Retain in conjunction with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0419-521
TITLE	Inmate Interview and Check-Out Sheet Log
DESCRIPTION	Documents indicating inmate interviews with professional staff and those non-state professionals: inmate location, person interviewing, in/out time, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0346-521
TITLE	Inmate Ledgers
DESCRIPTION	Abstracted record of individual inmate incarceration and parole information.
RETENTION	See Comments
COMMENTS	Retain in conjunction with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0331-521
TITLE	Inmate Legal Files
DESCRIPTION	Documents relating to individual inmate's legal concerns and problems.
RETENTION	See Comments
COMMENTS	Retain until case is closed, then merge original copies with individual "Inmate Files" - destroy duplicate copies.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0155-521
TITLE	Inmate Location Master Listing
DESCRIPTION	A list identifying the whereabouts of inmates in the Department of Corrections.
RETENTION	002 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0329-521
TITLE	Inmate Location Records
DESCRIPTION	Brief record of inmate whereabouts within the Corrections system.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves penal system, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0531-521
TITLE	Inmate mail records
DESCRIPTION	Includes opened inmate mail lists, inmate mail review log books, postage stamp issuance logs, legal mail logs, and other related materials regarding contraband, censored material, confiscation of material, and the general handling and control of mail sent to and received by inmates.
RETENTION	003 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per K.S.A 45-221(a)(10), K.S.A. 45-221(a)(12), K.S.A. 45-221(a)(29)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0121-521
TITLE	Inmate Medicaid Cards
DESCRIPTION	Identification card used for reference in Medicaid cases: inmate name, date of birth, inmate number, and Medicaid number.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0180-521
TITLE	Inmate Medical and Mental Health Records
DESCRIPTION	Documents of individual inmate medical care: medication records, medical history, lab reports, physical exam records, etc.
RETENTION	See Comments
COMMENTS	Original records are maintained by the releasing facility for two years after discharge from sentence. Ship to KDOC Repository for storage until a total of 10 years after discharge from sentence, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2011-04-28
K.A.R. NUMBER	53-2-167

SERIES ID	0186-521
TITLE	Inmate Medical Appointment Book
DESCRIPTION	Internal forms and calendars used to schedule inmate medical examinations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0250-521
TITLE	Inmate Medical Bill Listing
DESCRIPTION	A computer printout of inmate medical bills: inmate name, date, date paid, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0119-521
TITLE	Inmate Medical Cards
DESCRIPTION	Documents relating to inmate's medical history and current status: chronic health problems, immunization dates, date of birth, allergies, name and inmate number.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then merge with "Inmate Medical Records."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0120-521
TITLE	Inmate Medical Cost Master Listing
DESCRIPTION	Computer listing of inmate medical costs and other related services for the Department of Correction Facilities.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0512-521
TITLE	Inmate Medical Logs
DESCRIPTION	Daily sick call, contact, lab test, medication logs, etc. documenting various aspects of inmate medical care.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0368-521
TITLE	Inmate Medical Scheduling Databases
DESCRIPTION	A collection of databases used for inmate waiting lists, program openings, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0369-521
TITLE	Inmate Medical Segregation Order Records
DESCRIPTION	Form memoranda ordering the beginning and the end of medical segregation for inmates.
RETENTION	See Comments
COMMENTS	Retain for period of segregation plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0232-521
TITLE	Inmate Medical X-Rays
DESCRIPTION	X-rays of inmates used for various medical purposes.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0370-521
TITLE	Inmate Medication Purchase Records
DESCRIPTION	Documents of drugs purchases for inmates: copies of invoices and vouchers.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0447-521
TITLE	Inmate Mental Health Call-Out Records
DESCRIPTION	Memoranda of mental health call-outs produced by the Psychology Section.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0226-521
TITLE	Inmate Mental Health Card File
DESCRIPTION	Documents identifying individual inmate counseling programs: inmate name and number, counseling programs, completion date, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0332-521
TITLE	Inmate Mental Health Case Hearing Records
DESCRIPTION	Documents relating to mental health case hearings: waivers, proposed transfers, clinical-psychological reports, tapes, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0365-521
TITLE	Inmate Mental Health Clinical Services Reports
DESCRIPTION	Summary of psychological treatment while at the facility.
RETENTION	See Comments
COMMENTS	Original copies are placed in "Inmate File" -- duplicate copies, destroy after no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0421-521
TITLE	Inmate Mental Health Face Sheet Summaries
DESCRIPTION	Psychologist's evaluation of individual inmates entering the Department of Corrections penal system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, 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	0122-521
TITLE	Inmate Mental Health Records
DESCRIPTION	Documents related to individual inmate's mental health evaluations and treatments.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then merge with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0311-521
TITLE	Inmate Movement Records
DESCRIPTION	Document detailing the daily movement of individual inmates within and without the facility. Includes logs and card files. A.k.a. "drop sheets."
RETENTION	005 cldr yrs
COMMENTS	Duplicate copies may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0378-521
TITLE	Inmate Non-Participant Program Files
DESCRIPTION	Documents related to individual inmates who either quit or decline the opportunity to participate in the vocational programs.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0462-521
TITLE	Inmate Numerical Cards
DESCRIPTION	Documents used to locate an individual inmate by inmate number.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the facility plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0464-521
TITLE	Inmate Out to Court Records
DESCRIPTION	Documents to cellhouses indicating which inmates are in court.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0304-521
TITLE	Inmate Parole Files
DESCRIPTION	Documents relating to an individual inmate's parole period: chronological logs, correspondence, mental health reports, parole plans, etc.
RETENTION	See Comments
COMMENTS	Retain until parolee is discharged from Department of Corrections, then merge with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0373-521
TITLE	Inmate Parole Files - Continued Cases
DESCRIPTION	Parole decisions on individual inmates who have been continued at the facility for further treatment and rehabilitation.
RETENTION	See Comments
COMMENTS	Retain until inmate is paroled or transferred, then place with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0125-521
TITLE	Inmate Payroll Records
DESCRIPTION	Documents related to inmate payroll accrual and disbursement.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0127-521
TITLE	Inmate Photographs
DESCRIPTION	Photo images, including moving pictures, of inmates.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0170-521
TITLE	Inmate Population Records - OBSCIS
DESCRIPTION	Document detailing inmate transfers, releases, and length of stay at the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0203-521
TITLE	Inmate Population Summary Record - Daily
DESCRIPTION	Documents related to inmate identification and housing location: inmate name and number, housing location, room number, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0454-521
TITLE	Inmate Profile Records
DESCRIPTION	Documents regarding individual inmate's description, training, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility plus 5 years unless duplicated elsewhere, then destroy. If not duplicated, merged with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0483-521
TITLE	Inmate Property Claims Records
DESCRIPTION	Property loss claims (under $500) submitted by Department of Corrections inmates: correspondence, property loss claim forms, reimbursement amount, etc.
RETENTION	See Comments
COMMENTS	Retain until decision reached in case plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0141-521
TITLE	Inmate Property Records
DESCRIPTION	Inventory logs, communications, receipts, and other documents relating to individual inmate property.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years past inmate sentence discharge date, then destroy
DISPOSITION	Destroy
RESTRICTIONS	45-221(a)(1) (29) & KSA 22-4707
APPROVED	2016-10-20
K.A.R. NUMBER	53-2-193

SERIES ID	0149-521
TITLE	Inmate Protective Custody Release Records
DESCRIPTION	Documents relating to inmates refusal of protective custody even if security recommends the protection: inmate name and number, refusal date, witnesses, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the facility, then place in "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0105-521
TITLE	Inmate Psychological Testing Records
DESCRIPTION	Standardized psychological tests completed by inmates.
RETENTION	See Comments
COMMENTS	Retain as per psychological testing and evaluation standards, include test protocols in the respective "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0181-521
TITLE	Inmate Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency from inmates: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0318-521
TITLE	Inmate Receiving, Transfer, and Release Records
DESCRIPTION	Documents of inmates received into or transferred/released from the facility.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0381-521
TITLE	Inmate Recreation and Welfare Fund Budgets
DESCRIPTION	Copies of budgets and subsequent appeals for expenditures from the inmate recreation and welfare fund submitted yearly to the director of the institution for approval.
RETENTION	005 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0150-521
TITLE	Inmate Rights Waiver Records
DESCRIPTION	Documents relating to the facility advising the inmates of their constitutional rights.
RETENTION	See Comments
COMMENTS	Retain for inmate's tenure at the facility, then transfer into "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0525-521
TITLE	Inmate Segregation Files
DESCRIPTION	Records relating to the placement and monitoring of individual inmates held in the segregation unit.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & KSA 45-221(a)(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0463-521
TITLE	Inmate Sick Call Records
DESCRIPTION	Requests by inmates to go on sick call.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0372-521
TITLE	Inmate Sick Call Slips
DESCRIPTION	Requests by inmates to go on sick call.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0253-521
TITLE	Inmate Statistical Analysis Record - Daily
DESCRIPTION	Documents related to a wide range of inmate information: facility inmate assigned, inmate name and number, date, payroll, man-hours worked, inmate work assignments, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0450-521
TITLE	Inmate Statistical Analysis Record - Monthly
DESCRIPTION	Documents related to a wide range of inmate information gathered from the classification, nursing, and education divisions.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0207-521
TITLE	Inmate Substance Abuse Primary Treatment Operations Manual
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in collective manual of individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0371-521
TITLE	Inmate Substance Abuse Program Participation Notifications
DESCRIPTION	Copy of form letter sent to parole boards indicating an inmate's participation in Alcoholic Anonymous or Narcotics Anonymous programs.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0362-521
TITLE	Inmate Substance Abuse Treatment Attendance Sheets
DESCRIPTION	Log of attendance at Alcoholic Anonymous or Narcotics Anonymous meetings.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0206-521
TITLE	Inmate Substance Abuse Treatment Files
DESCRIPTION	Documents of an individual inmate's substance abuse treatment program.
RETENTION	See Comments
COMMENTS	Retain until inmate completes or terminates treatment program, then merge with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0361-521
TITLE	Inmate Substance Abuse Treatment Participation Records
DESCRIPTION	Card file index to inmates participating in Alcoholic Anonymous or Narcotics Anonymous programs.
RETENTION	See Comments
COMMENTS	Retain until information is no longer in effect, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0208-521
TITLE	Inmate Substance Abuse Treatment Program Participant Log
DESCRIPTION	Log of individual participation in substance abuse treatment programs: inmate name and number, ADAPT number, date, completion date, comments, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0209-521
TITLE	Inmate Suspended Card File
DESCRIPTION	Inmates who have suspended sentences: inmate name and number, date, action taken, comments, sentence imposed, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to individual "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0152-521
TITLE	Inmate Sworn Statements
DESCRIPTION	Formal statements submitted by either the accused or the witness in an investigation proceeding.
RETENTION	See Comments
COMMENTS	Merge with "Disciplinary Case Files" when appropriate and retain/dispose of them in conjunction therewith.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0420-521
TITLE	Inmate Transportation Log - Medical
DESCRIPTION	Documents of medical requirements resulting in transportation of individual inmates.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0144-521
TITLE	Inmate Visitation Logs
DESCRIPTION	Logged records of inmate visits: visitor's name, address, date, time, inmate's name and number, comments by officer, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0313-521
TITLE	Inmate Visitation Records
DESCRIPTION	Documents regarding individual inmate's visiting privileges.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then merge with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0154-521
TITLE	Inmate Work Assignment Records
DESCRIPTION	Listing of inmate work assignments: inmate name and number, pay classification, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0131-521
TITLE	Inmate Work Assignment Reports - Daily
DESCRIPTION	Documents of hours worked by each inmate in detail.
RETENTION	003 fisc yrs
COMMENTS	Retain until report is complete, then transfer to inmate payroll clerk.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0193-521
TITLE	Inmate Work Attendance Log
DESCRIPTION	Documents relating to the daily work attendance of inmates: inmate's name, days worked, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0173-521
TITLE	Inmate Work Data Sheet
DESCRIPTION	Documents relating to inmate employment, work schedule, and transportation.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0178-521
TITLE	Inmate Work Detail Logs - Outside
DESCRIPTION	Documents detailing inmate outside work activity: inmate's name and number, time-in/out, control center officer, and date.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0264-521
TITLE	Inmate Work Detail Records
DESCRIPTION	Documents related to the daily work detail crews: needs assessment, work requests, man-hours worked, monthly reports, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0126-521
TITLE	Inmate Work Detail Roster - Daily
DESCRIPTION	Documents relating to individual inmate work detail.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0177-521
TITLE	Inmate Work Release Program Information
DESCRIPTION	Documents detailing approved inmate employment and work release program participation.
RETENTION	See Comments
COMMENTS	Retain until superseded or inmate completes work release assignment, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0175-521
TITLE	Inmate Work Release Program Participation
DESCRIPTION	Documents relating to individual inmate participation in the work release programs: budget sheets, conditions of work release agreements, employment verification, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate completes work release program plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0239-521
TITLE	Interstate Compact Transfer Summary Records
DESCRIPTION	Summary documents relating to inmates considered for interstate transfer.
RETENTION	See Comments
COMMENTS	Retain until inmate is transferred, then place information for incoming inmates in inmate file - for those transferring from, send information to appropriate state correctional system.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0466-521
TITLE	Inventory Records - Inmate Files
DESCRIPTION	Documents related to the inventory of inmate files moved to other facilities.
RETENTION	See Comments
COMMENTS	Retain for 5 years after inmate has left facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0235-521
TITLE	Inventory Records - Medical Supplies
DESCRIPTION	Documents detailing amounts and types of medical supplies distributed to security observation areas within the facility.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0234-521
TITLE	Inventory Records - Narcotic Drugs
DESCRIPTION	Documents relating to narcotic drugs housed at the facility: volume of narcotics, date ordered, date received, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0219-521
TITLE	Inventory Records - Weapons, Ammunition, and Restraints
DESCRIPTION	Documents related to security equipment inventory management: number of weapons, ammunition, chemical agents, scat equipment, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0396-521
TITLE	Inventory Requisition Record
DESCRIPTION	Documents related to the monitoring of departments and divisions purchasing requests.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0465-521
TITLE	Islamic Information Records
DESCRIPTION	Documents relating to the Islamic religion for inmates and staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0221-521
TITLE	Key and Flashlight Issuance Log
DESCRIPTION	Documents relating to the control and issuing of facility security key sets and flashlights.
RETENTION	See Comments
COMMENTS	Retain until log sheet is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0138-521
TITLE	Key Control Inventory Records
DESCRIPTION	Documents relating to the location of key sets around the entire facility.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0314-521
TITLE	Key Issuance Log
DESCRIPTION	Documents relating to the control and issuing of facility key sets.
RETENTION	See Comments
COMMENTS	Retain until log sheet is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0530-521
TITLE	Laundry Records
DESCRIPTION	Logs and other records regarding the tracking and handling of inmate laundry.
RETENTION	001 calendar year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0498-521
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	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0359-521
TITLE	Library Accession Register
DESCRIPTION	Documents detailing library accessions: accession number, author, title, publisher, year, source, etc.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0357-521
TITLE	Library Appointment Schedules - Law
DESCRIPTION	Internal forms and calendars used to schedule inmate appointments to use the law library.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0306-521
TITLE	Library Circulation Statistical Records
DESCRIPTION	Documents related to statistical data gathered on library usage.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0356-521
TITLE	Library Databases
DESCRIPTION	Documents relating to acquisition, accession, circulation, and other routine administrative operations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0360-521
TITLE	Library Detail Job Interview Sheets
DESCRIPTION	Documents relating to interviews of inmates for privileges of working in the library.
RETENTION	003 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0307-521
TITLE	Library Material Inventory List
DESCRIPTION	Documents relating to an annual inventory of all library material.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0358-521
TITLE	Library Use Records
DESCRIPTION	Documents of law library's material usage including book and periodical check-outs, interlibrary loan, law library appointments and sign-ins, photocopies, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0292-521
TITLE	Meal Count Sheets
DESCRIPTION	Daily count of the number of individuals eating at Kansas Correctional Facilities.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0279-521
TITLE	Meal Ticket Records
DESCRIPTION	Documents regarding meals sold to employees and other non-residents.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0390-521
TITLE	Mechanical Services Log
DESCRIPTION	Wide variety of logs created separately, but stored together: gas and oil report, parts log, tool control log, oil change log, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0455-521
TITLE	Media Requests Records
DESCRIPTION	Documents regarding requests by the media to interview individual inmates.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then merge with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0278-521
TITLE	Obligation Reports
DESCRIPTION	Monthly internal computer reports regarding agency/institution financial status.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0222-521
TITLE	Outside Patrol Check Log
DESCRIPTION	Documents relating to outside patrol person security checks.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0345-521
TITLE	Parole Hearing Case Material
DESCRIPTION	Documents relating to the facility's parole hearings: public comments, correspondence, document list, parole hearing notes, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the facility, then merge with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0256-521
TITLE	Parole Investigation Records
DESCRIPTION	Documents related to the pre-parole investigation period: parole eligibility recommendations, correspondence, compact applications, chronological notes, parole reports, etc.
RETENTION	See Comments
COMMENTS	Retain for inmate's tenure with Department of Corrections plus 1 year, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0441-521
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0214-521
TITLE	Payroll Expenditure Computer Reports
DESCRIPTION	Internal monthly computer printout summarizing employee payroll: warrant registers, budgetary accounts, funding adjustments, agency expenditures, payroll verification, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0094-521
TITLE	Penal Institution Files
DESCRIPTION	Documents related to the activities and projects performed by each penal institution under the SW Operation division supervision: employee unions, surplus property, inspection reports, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0246-521
TITLE	Physical Therapist Files
DESCRIPTION	Documents relating to inmate physical therapy: time sheets, recreational schedules, activity descriptions, weekly activity rosters, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0392-521
TITLE	Printing Logs
DESCRIPTION	Wide variety of logs created separately, but stored together: shop press log, caustic/toxic material log, shipping log, etc.
RETENTION	See Comments
COMMENTS	Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0243-521
TITLE	Program Management Committee Dockets
DESCRIPTION	Documents relating to a committee assigned to discuss and determine final recommendations on highly controversial inmate issues.
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	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0204-521
TITLE	Programs records
DESCRIPTION	Administrative records from a wide range of inmate-led and state-sponsored programs: correspondence, program evaluations, minutes, agendas, attendance and sign-in information, and other related materials. Includes pre-release programs. This record series does not include information about specific inmates' progress.
RETENTION	See comments
COMMENTS	Retain attendance records and sign-in sheets for any program for 1 fiscal year, then destroy and/or delete. Retain all other records for 3 fiscal years, then contact State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See comments
RESTRICTIONS	Portions may be restricted per K.S.A. 45-221(a)(29)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0397-521
TITLE	Purchasing Records - Property Order Control Record
DESCRIPTION	Sequential numbering of purchasing order account: date, purchase order issued, number, description of property, date, voucher number, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0317-521
TITLE	Radio (Hand-Held) Checkout Log
DESCRIPTION	Logged reports of issued hand-held radios to authorized correctional officers and staff.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0129-521
TITLE	Radio Usage Log
DESCRIPTION	A facility security activity log: radio traffic - call letters, and person using radio - date, time, shift supervisor, movements, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0315-521
TITLE	Security Logs - General
DESCRIPTION	Wide variety of logs created separately, but stored together: see Visitation Log, Weapons Log, Segregation and Disciplinary Log, Inmate Movement Log, etc.
RETENTION	See Comments
COMMENTS	Retain according to specific type of log as described in separate schedule entries.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0151-521
TITLE	Shakedown and Searches Files
DESCRIPTION	Documents relating to the shakedown and search of inmates and their property including the searcher's name, date, time, items found, inmate's name and number, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & KSA 45-221(a)(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0508-521
TITLE	Special Management Notes
DESCRIPTION	Documents used for security references also known as the "hot sheet."
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then place in respective "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0299-521
TITLE	Subject Files - Classification and Records
DESCRIPTION	Documents covering a wide range of issues: correspondence, minutes, time sheets, surveys, inmate populations, counseling reports, attendance reports, etc..
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the State Archives for appraisal--if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0399-521
TITLE	Subject Files - Correctional Emergency Response Team
DESCRIPTION	Wide variety of routine administrative issues: types of weapons, officer's name, leader meeting minutes, correspondence, applications, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0265-521
TITLE	Subject Files - Disciplinary
DESCRIPTION	Wide variety of documents related to disciplinary issues: sentence notification, correspondence, fines, dispositions, returned evidence material documents, disciplinary reports, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging. PORTIONS MAY BE RESTRICTED.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0295-521
TITLE	Subject Files - Food Service
DESCRIPTION	Documents covering a wide range of food service operation issues: correspondence, medication sheets, food orders, weekly cleaning sheets, leftover list, walk-in refrigerator temperature log, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0499-521
TITLE	Subject Files - Legal
DESCRIPTION	Wide variety of documents and related material related to legal issues: good time, inmate religion, legal exercises, sex harassment, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging of duplicate material. PORTIONS MAY BE RESTRICTED.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)(10)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0230-521
TITLE	Subject Files - Library
DESCRIPTION	Documents covering a wide range of library issues: work orders, receiving reports, books arrived check list, and other related material.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0323-521
TITLE	Subject Files - Medical
DESCRIPTION	Documents relating to a wide range of inmate medical issues: medication and medical supply lists, correspondence, needle counts, AIDs information, x-ray bills, education material, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0302-521
TITLE	Subject Files - Mental Health
DESCRIPTION	Documents covering a wide range of mental health issues: training programs, budgetary material, personnel information, notes, inmate recommendations, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable-otherwise retain until no longer useful, then contact the State Archives -if not accepted, then destroy. PORTIONS MAY BE RESTRICTED.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0489-521
TITLE	Subject Files - Parole
DESCRIPTION	Wide array of documents related to a range of parole issues: compact statistics, Kansas Parole hearings, unusual occurrences, jail standards, inmate grievances, parole supervision meetings, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer needed, then transfer to the State Archives for purging of duplicate material. PORTIONS MAY BE RESTRICTED.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0231-521
TITLE	Subject Files - Recreation
DESCRIPTION	Documents covering a wide variety of recreation and activity issues: lesson plans, correspondence, work orders, inventories, training material, minutes, photographs, monthly reports, warranties, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the State Archives appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0179-521
TITLE	Syringe Count Log
DESCRIPTION	Logged record relating to the safety, security, and accountability of medical needles: types of needles, blades, syringes, dates, inmate numbers, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0143-521
TITLE	Tactical Observation and Sniper Squad (T.O.S.S.) Records
DESCRIPTION	Documents relating to the selection of and training of the T.O.S.S. unit.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0244-521
TITLE	Telephone and Address Directory
DESCRIPTION	Documents relating to internal telephone numbers as well as a variety of frequent contacted telephone numbers and addresses.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0140-521
TITLE	Telephone and Intercom Directory
DESCRIPTION	Documents relating to internal telephone and intercom numbers as well as departmental-wide telephone numbers.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0319-521
TITLE	Telephone Directory - Security
DESCRIPTION	Documents relating to internal and external telephone numbers of facility security personnel.
RETENTION	See Comments
COMMENTS	Retain until no longer needed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0111-521
TITLE	Telephone Number Reference Cards
DESCRIPTION	Telephone numbers of individuals who are contacted frequently by the director.
RETENTION	See Comments
COMMENTS	Destroy or update card as telephone number becomes obsolete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0320-521
TITLE	Tool Control Records
DESCRIPTION	Documents of tools checked out and in -- used for security control purposes.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0103-521
TITLE	Traffic Control Logs - Non-Resident
DESCRIPTION	Documents relating to non-resident movements in and out of the facility.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0415-521
TITLE	Vehicle Operation Log - Security
DESCRIPTION	Documents relating to vehicle movement in and out of the facility.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0172-521
TITLE	Volunteer Files
DESCRIPTION	Documents relating to both individual volunteers and volunteer participation by the inmates.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(29) K.S.A. 22-4707
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0398-521
TITLE	Warehouse Receiving Log
DESCRIPTION	Documents indicating received shipments into the institutional warehouse.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0321-521
TITLE	Weapons, Ammunition, and Restraints Logs
DESCRIPTION	Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0312-521
TITLE	Weapons, Ammunition, and Restraints Logs - Chemical Agents
DESCRIPTION	Documents regarding storage, issuance, and control of chemical agents and related equipment.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0128-521
TITLE	Weapons, Ammunition, and Restraints Logs - Control Center Emergency
DESCRIPTION	Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0262-521
TITLE	Weapons, Ammunition, and Restraints Logs - Emergency Equipment
DESCRIPTION	Documents regarding storage, issuance, and control of weapons, ammunition, restraints and/or other related equipment.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0395-521
TITLE	Weapons Qualification Card Files
DESCRIPTION	Documents of officers' qualifications to use weapons: name, test scores, dates, and instructors.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then place in individual "Employee Personnel Training File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0393-521
TITLE	Weapons Qualification Records - Firing Range Log
DESCRIPTION	Documents of individual scores at the weapons firing range: date, name, scores, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0394-521
TITLE	Weapons Qualification Records - Firing Range Score Cards
DESCRIPTION	Documents of individual officers firing scores--information then recorded in "Weapons Qualification Records - Firing Range Log."
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0385-521
TITLE	Work Register - Daily
DESCRIPTION	Daily register of maintenance supervisors work accomplishments.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0386-521
TITLE	Work Schedules and Reports - Weekly
DESCRIPTION	Schedules and reports associated with maintenance, renovation and new construction projects.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0516-521
TITLE	X-Ray Film
DESCRIPTION	X-Ray film produced on inmates during the course of medical treatment.
RETENTION	See Comments
COMMENTS	Retain 5 years from the date the film was taken, unless determined longer by the Department of Correction's legal staff or medical services provider. Disposition of the film will be through a silver reclamation project.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105