Kansas Records Retention Schedules

Results of Query:

Agency Code: 694 (Kansas Commission on Veterans Affairs)

Page 1 of 1 showing 57 records of 57 total, starting on record 1

Agency Number: 694-001
Kansas Commission on Veterans Affairs
Central Office

SERIES ID	0003-694
TITLE	Annual Award Summary Reports
DESCRIPTION	Summaries of Monthly Award Summary Reports--see description of that series preceding. Used in budget preparation and justification.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0004-694
TITLE	Annual Employee Traffic Reports
DESCRIPTION	Summarized employee interactions with individuals and organizations outside the agency. Compiled from Monthly Employee Traffic Reports--see description of that series preceding.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0006-694
TITLE	Commissioners' Meetings Minutes
DESCRIPTION	Proceedings of periodic meetings by members of the Kansas Veterans Commission.
RETENTION	See Comments
COMMENTS	Retain permanently in office keep copy is presently in archives, 1945-1987.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0009-694
TITLE	Daily Employee Traffic Reports
DESCRIPTION	Log recording daily interactions by all commission employees with individuals and organizations outside the agency. Summarized monthly in Monthly Employee Traffic Reports.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0011-694
TITLE	Employee Time and Leave Report
DESCRIPTION	Includes both forms used to report employee's hours worked and leave used, AR009 and AR010, as well as computer reports from Department of Administration summarizing leave balance, DA252.
RETENTION	005 cldr yrs
COMMENTS	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0015-694
TITLE	Kansas Soldiers Home and Kansas Veterans' Home Patient Case Files
DESCRIPTION	Documents concerning admission and stay at veterans' homes for patients transferred from state hospitals. Maintained in two sub-series: active & inactive.
RETENTION	010 cldr years after veterans' death or discharge from either facility
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0016-694
TITLE	Kansas Soldiers' Home and Kansas Veterans' Home Subject Files
DESCRIPTION	Correspondence, reports, publications, financial records, histories, minutes, license applications, and miscellaneous reference materials.
RETENTION	See Comments
COMMENTS	Purge yearly of routine materials. Retain materials documenting policies, procedures, and significant operations and projects for 10 years and then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29 ; Revised 2013-12-17
K.A.R. NUMBER	53-2-072

SERIES ID	0017-694
TITLE	Monthly Award Summary Reports
DESCRIPTION	Reports submitted to central office by area offices summarizing types and amounts of benefits awarded each month to veterans in those areas. Summarized yearly in Annual Award Summary Reports.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0018-694
TITLE	Monthly Employee Traffic Reports
DESCRIPTION	Monthly summaries of Daily Employee Traffic Reports--see description of that series preceding. Summarized yearly in Annual Employee Traffic Report.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0024-694
TITLE	Payroll Reports
DESCRIPTION	Periodic computer reports supplied by the Department of Administration detailing payroll of commission. Includes DAD014 Daily Payroll Expenditures, and DA4 Officers and Employees Payroll.
RETENTION	See Comments
COMMENTS	DAD014 - retain current fiscal year, then destroy. DA4 - retain current fiscal year plus 4 prior, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0026-694
TITLE	Personnel Complaint and Investigation Files
DESCRIPTION	Includes documents related to complaints by or about commission employees and investigations thereof.
RETENTION	See Comments
COMMENTS	Retain 20 years after employee ceases employment at commission provided all legal issues have been resolved; then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0028-694
TITLE	Quarterly Reports of Approved Educational Institutions
DESCRIPTION	Reports summarizing participation and standing of schools participating in federal veterans education programs. Compiled from Monthly Reports of Approved Educational Institutions.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0029-694
TITLE	Subject Files
DESCRIPTION	Correspondence, reports, executive orders, speeches, reference materials and other documents received from and sent to other offices within commission, state and federal agencies and veterans groups.
RETENTION	See Comments
COMMENTS	Purge yearly of routine materials. Retain materials documenting policies, procedures, and significant operations and projects for 10 years and then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0032-694
TITLE	U.S. Department of Defense Form DD-214
DESCRIPTION	Supplied to commission by Department of Defense upon release from active duty of Kansas veterans.
RETENTION	See Comments
COMMENTS	Retain until case file established for veteran then transfer to that file; if no case file established, retain 50 years; then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0034-694
TITLE	Veterans Case Files
DESCRIPTION	Correspondence and other documents related to assistance provided to veterans by the commission and participation of veterans in state and federal programs.
RETENTION	010 cldr yrs
COMMENTS	Retain 10 calendar years after last action, transfer vital information from file to Veterans Case Card, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0035-694
TITLE	Veterans Educational Programs School Files
DESCRIPTION	Correspondence, reports, and other documents related to the participation of educational institutions in veterans educational programs. File maintained on each institution.
RETENTION	See Comments
COMMENTS	Retain 5 years after withdrawal of participant from program, then transfer to archives; or retain 20 years for active participants, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0036-694
TITLE	Veterans On-The-Job Training and Apprentice Ship Program Files
DESCRIPTION	Correspondence, reports, and other documents related to the participation of businesses, government agencies, and other organizations in veterans vocational training programs.
RETENTION	See Comments
COMMENTS	Retain 5 years after withdrawal of participant from program, then transfer to archives; or retain 20 years for active participants, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0037-694
TITLE	Vietnam Veterans Dependents Claim Files
DESCRIPTION	Applications, correspondence, vouchers, and other documents related to claims by dependents of certain Vietnam veterans under KSA 73-1216 et seq.
RETENTION	See Comments
COMMENTS	Retain until claim is no longer active plus 20 years; then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	T
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0038-694
TITLE	Vietnam Veterans Dependents Program Administrative Files
DESCRIPTION	Correspondence, Attorney General opinions, regulations, and other documents related to the administration of this veterans benefit program under KSA 73-1216 et seq.
RETENTION	020 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

Agency Number: 694-002
Kansas Commission on Veterans Affairs
Kansas Soldiers' Home and Kansas Veterans' Home

SERIES ID	0041-694
TITLE	Admissions and Discharge Log
DESCRIPTION	Log of members admitted to and discharged from the Home. Replaces Record of Admissions and Military History of Members.
RETENTION	See Comments
COMMENTS	Retain permanently in office vault or transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0045-694
TITLE	Agency Audit Reports
DESCRIPTION	Copies of reports of audits by Legislative Post-Audit agency--record copy maintained at Veterans Commission Central Office.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0048-694
TITLE	Annual Survey of Government Employment
DESCRIPTION	Copies of survey submitted to U.S. Census Bureau summarizing total employment statistics of agency.
RETENTION	See Comments
COMMENTS	Retain current year, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0056-694
TITLE	Cemetery and Death Book Index
DESCRIPTION	Index to place of burial for deceased members and to where their deaths are registered in Death Book.
RETENTION	See Comments
COMMENTS	Retain permanently in office or transfer to archives
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0057-694
TITLE	Controlled Substance Records
DESCRIPTION	Records of inventories, purchases, and dispensation of narcotics--required for federal inspections.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0058-694
TITLE	Daily Population Record
DESCRIPTION	Used to record daily admissions or discharges of members and to maintain running total of all presently living at the Home.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0063-694
TITLE	Drug Usage Reports
DESCRIPTION	Statistical records of drugs prescribed and administered from the Home hospital pharmacy.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0065-694
TITLE	Employee Disclosure of Disability
DESCRIPTION	Record of employee handicaps maintained in compliance of EEO requirements
RETENTION	See Comments
COMMENTS	Retain until three years after employee ceases employment, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0069-694
TITLE	Energy Consumption Records for the Kansas Soldiers' Home
DESCRIPTION	Records of natural gas and electrical power consumption at Home power plant.
RETENTION	006 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29 ; Revised 2013-12-17
K.A.R. NUMBER	53-2-072

SERIES ID	0075-694
TITLE	Gasoline Consumption Reports
DESCRIPTION	Record of gasoline consumption by each official vehicle at the Kansas Soldiers' Home and the Kansas Veterans' Home.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29 ; Revised 2013-12-17
K.A.R. NUMBER	53-2-072

SERIES ID	0076-694
TITLE	Halsey Hall Construction Records
DESCRIPTION	Vouchers, contracts, contractor payrolls, correspondence, engineering data, testing reports, work progress reports, estimates, and other documents related to construction of Halsey Hall.
RETENTION	See Comments
COMMENTS	Retain permanently in office vault or transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0077-694
TITLE	History of Old Fort Dodge
DESCRIPTION	Scrapbook of photographs, letters, chronology, and essays related to the history of Fort Dodge.
RETENTION	See Comments
COMMENTS	Retain permanently in office vault or transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0080-694
TITLE	Inventory Records - Non-Expendable
DESCRIPTION	Records used to control inventory of real and capital property; includes DAM013 CASK report, copies of DA-80 forms, and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 5 years; then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0014-694
TITLE	Kansas Soldiers Home and Kansas Veterans' Home Case Files
DESCRIPTION	Includes applications for admission, correspondence, various legal documents, and other related records. Used to document all aspects of the lives of members at the Home.
RETENTION	010 cldr years after veterans' death or discharge from either facility.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0085-694
TITLE	Ledgers - General
DESCRIPTION	Record of funds in members' and patients' trust fund accounts.
RETENTION	010 fisc yrs
COMMENTS	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0084-694
TITLE	Ledgers - General
DESCRIPTION	Records of debits and credits on members' accounts for services provided to them by the Home.
RETENTION	010 fisc yrs
COMMENTS	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0088-694
TITLE	Letters of Inquiry
DESCRIPTION	Correspondence from the general public requesting information regarding the Kansas Soldiers' Home and Kansas Veterans' Home, their operations, members, and other related subjects.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29 ; Revised 2013-12-17
K.A.R. NUMBER	53-2-072

SERIES ID	0091-694
TITLE	Members and Transfer Patients Medical Record
DESCRIPTION	Medical histories, hospital admission records, doctors and nurses notes, nutrition records, laboratory records, health assessments, and other documents related to mental and physical health of members
RETENTION	010 cldr years after veterans' death or discharge from either facility.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0096-694
TITLE	Patient Worker Certificates File
DESCRIPTION	Certifications of patients' eligibility to participate in special therapeutic work programs for less than minimum wage--includes work evaluations.
RETENTION	See Comments
COMMENTS	Retain until three years after employee leaves employment, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0100-694
TITLE	Public Water System Reports for the Kansas Soldiers' Home
DESCRIPTION	Certificates of water supply purity based upon sampling and tests by the Department of Health and Environment.
RETENTION	See Comments
COMMENTS	Retain until superseded by new certification plus 3 years; then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29 ; Revised 2013-12-17
K.A.R. NUMBER	53-2-072

SERIES ID	0102-694
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash receipts from individuals.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0105-694
TITLE	Statements for Board, Lodging, and Care of Residents
DESCRIPTION	Copies of bills sent to residents of the home for various goods and services provided.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0106-694
TITLE	Statements of Benefit Charges
DESCRIPTION	Reports from the Department of Administration regarding unemployment benefits paid to past employees.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0109-694
TITLE	Union Grievance Files
DESCRIPTION	Documents related to grievances filed against agency by employees with union membership.
RETENTION	010 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0112-694
TITLE	Veterans Administration Monthly and Quarterly Reports
DESCRIPTION	Required by the VA for reporting of various statistics regarding operations at the Home--VA Form 105588--original sent to VA.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

SERIES ID	0116-694
TITLE	Water Consumption Records for the Kansas Soldiers' Home
DESCRIPTION	Records of weekly water usage from wells at the Kansas Soldiers' Home.
RETENTION	See Comments
COMMENTS	Retain current year plus 5 prior, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29 ; Revised 2013-12-17
K.A.R. NUMBER	53-2-072

Agency Number: 694-003
Kansas Commission on Veterans Affairs
Regional Office/Service Organizations

SERIES ID	0117-694
TITLE	Appointments of Veterans Service Organization as Claimant Representative
DESCRIPTION	Affidavits by claimants (VA form 23-22) assigning power of attorney to service organization for claimant in all matters related to the Veterans Administration. See Comments.
RETENTION	003 fisc yrs
COMMENTS	Normally filed with Veterans Case Files. Maintained separately only when a claim is never actually filed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-01-21
K.A.R. NUMBER	53-2-073

SERIES ID	0123-694
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	010 cldr yrs
COMMENTS	Supersedes general schedule.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-01-21
K.A.R. NUMBER	53-2-073

SERIES ID	0127-694
TITLE	Employee Traffic Reports, Daily
DESCRIPTION	Daily log to record interactions of employees with individuals and organizations outside the agency. Summarized monthly in Employee Traffic Report, Monthly.
RETENTION	002 cldr yrs
COMMENTS	Also known as "Interviews and Phone Calls."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-01-21
K.A.R. NUMBER	53-2-073

SERIES ID	0128-694
TITLE	Employee Traffic Reports, Monthly
DESCRIPTION	Copies of monthly reports submitted to agency central office regarding all interactions by office employees with individuals and organizations outside the agency.
RETENTION	002 cldr yrs
COMMENTS	Duplicate of series maintained by agency central office.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-01-21
K.A.R. NUMBER	53-2-073

SERIES ID	0136-694
TITLE	Subject Files - Alphabetical
DESCRIPTION	Records related to full range of agency activities: correspondence, minutes, reports, legal documents, budgets, notes, publications, and other miscellaneous materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful then transfer to archives for purging. Also known as "Miscellaneous Office Records."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-01-21
K.A.R. NUMBER	53-2-073

SERIES ID	0138-694
TITLE	Veterans Case Files
DESCRIPTION	Correspondence and other documents related to assistance provided to veterans by the commission and participation of veterans in state and federal programs.
RETENTION	010 cldr yrs
COMMENTS	Retain 10 calendar years after last action, transfer vital information from file to Veterans Case Card, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

Agency Number: 694-004
Kansas Commission on Veterans Affairs
Field Service Offices

SERIES ID	0142-694
TITLE	Correspondence - Agencies
DESCRIPTION	Correspondence and memoranda received from agency central office concerning full range of office activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful and then destroy. Duplicative of materials at agency central office already scheduled for eventual transfer to archives.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0147-694
TITLE	Employee Traffic Reports - Daily
DESCRIPTION	Daily log to record interactions of employees with individuals and organizations outside the agency. Summarized monthly in Employee Traffic Report, Monthly.
RETENTION	002 cldr yrs
COMMENTS	Also known as "Interviews and Phone Calls," or "Daily Contact Report."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0148-694
TITLE	Employee Traffic Reports - Monthly
DESCRIPTION	Copies of monthly reports submitted to agency central office regarding all interactions by office employees with individuals and organizations outside the agency.
RETENTION	002 cldr yrs
COMMENTS	Duplicate of series maintained by agency central office.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0153-694
TITLE	Monthly Award Reports
DESCRIPTION	Copy of report submitted to central office documenting all veterans entitlements awarded each month through each field service office.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0159-694
TITLE	Veterans Case Files
DESCRIPTION	Correspondence and other documents related to assistance provided to veterans by the commission and participation of veterans in state and federal programs.
RETENTION	010 cldr yrs
COMMENTS	Retain 10 calendar years after last action, transfer vital information from file to Veterans Case Card, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

SERIES ID	0161-694
TITLE	Veterans Permanent Documents Files
DESCRIPTION	Documents retained from "collapsed" Veterans Case Files (q.v.): discharge papers, death certificates, marriage certificates, etc.
RETENTION	See Comments
COMMENTS	Retain for 5 years beyond "collapse" of individual veterans case files, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074