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Kansas Records Retention Schedules

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Agency Code: 626-001 (Kansas Sentencing Commission. Administration)

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Agency Number: 626-001
Kansas Sentencing Commission
Administration

SERIES ID 0005-626 
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 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0006-626 
TITLE Child Tracking Systems Printouts 
DESCRIPTION Statistical reports listing the number of juveniles in temporary custody committed to the Secretary of DCF, and commitment to the youth centers. 
RETENTION See Comments 
COMMENTS Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2018-11-27 
K.A.R. NUMBER 53-2-202 

SERIES ID 0008-626 
TITLE Consolidation of Field Services Task Force File 
DESCRIPTION Correspondence, transcripts, agendas etc. relating to the work conducted by the task force to examine the feasibility of consolidating field services. 
RETENTION See Comments 
COMMENTS Obsolete series. Transfer immediately to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0011-626 
TITLE Cross Tabulations Printouts 
DESCRIPTION Reports tabulating the number of juvenile offenders by birth date who are incarcerated in the youth centers. 
RETENTION See Comments 
COMMENTS Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0014-626 
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 archives, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0015-626 
TITLE Grant Files - Unfunded 
DESCRIPTION Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0016-626 
TITLE Journal Entries 
DESCRIPTION Copies of journal entries filed in the district courts which provide an abstracted version of the civil or criminal case file. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to storage facility for 5 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2018-11-27 
K.A.R. NUMBER 53-2-202 

SERIES ID 0017-626 
TITLE Juvenile Task Force Data Collection Form 
DESCRIPTION Form completed by students incarcerated in the juvenile facilities and used to complete Phase I of the Needs Assessment for the implementation and construction of a maximum security juvenile facility. 
RETENTION See Comments 
COMMENTS Obsolete series. Transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS KSA 38-1608 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0018-626 
TITLE Legal Case Files 
DESCRIPTION Documents relating to internal complaints or concerns and any potential action taken by the agency. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0022-626 
TITLE Open Cases Printouts 
DESCRIPTION Reports listing the number of juvenile offender cases still open by area and used as a basis to determine placement. 
RETENTION See Comments 
COMMENTS Maintain electronic version and/or paper copy until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0025-626 
TITLE Sentencing Guidelines Task Force File 
DESCRIPTION Variety of documents relating to an in-depth study to revise the sentencing guidelines for persons convicted of crimes. 
RETENTION See Comments 
COMMENTS Obsolete series. Transfer immediately to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0027-626 
TITLE Standard Offense Report 
DESCRIPTION Copies of reports submitted by local law enforcement agencies to the Kansas Bureau of Investigation and maintained for reference and research purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0031-626 
TITLE Statistical Analysis Files 
DESCRIPTION Computer printouts generated from journal entries, standard offense reports, etc. producing statistical analyses which are compiled in the agency annual report. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

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