Kansas Records Retention Schedules

Results of Query:

Agency Code: 173 (Department of Administration)

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Agency Number: 173-004
Department of Administration
Personnel Services

SERIES ID	0580-173
TITLE	Layoff Folders - Department of Administration Employees
DESCRIPTION	Records which are used to document layoffs within specific sections or divisions of the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0581-173
TITLE	MAPPER Rids
DESCRIPTION	Data manipulation files created from mainframe databases for a variety of personnel operation purposes.
RETENTION	See Comments
COMMENTS	Retain on mainframe for duration of associated project, then delete routine information, print remainder and store with other records in accordance with approved retention schedules.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0582-173
TITLE	Master File - Abolished Classes
DESCRIPTION	Records documenting the existence and description of job classes that have since been abolished.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0585-173
TITLE	Pass-Fail List by Name
DESCRIPTION	Computer-generated records listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0586-173
TITLE	Payroll Transactions - Department of Administration Employees
DESCRIPTION	Records documenting any changes that affect an employees payroll status.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0587-173
TITLE	Position Master Files
DESCRIPTION	Individual files containing documents that pertain to each specific job classification.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 15 years then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0588-173
TITLE	Pretest Results
DESCRIPTION	Computer files containing information from tests performed on civil service examinations to determine their effectiveness.
RETENTION	See Comments
COMMENTS	Retain in computer files until completion of associated study, then delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0589-173
TITLE	Provisional Employees in the Classified Service
DESCRIPTION	Records documenting the number of provisional employees in permanent position in the state.
RETENTION	See Comments
COMMENTS	These records are recommended for immediate destruction.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0591-173
TITLE	Skill Code Activity Database
DESCRIPTION	Computerized log of requests from agencies for the assignment or modification of skill codes for various state employee positions.
RETENTION	003 cldr yrs
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0592-173
TITLE	Skill Code Data Files
DESCRIPTION	Computer files containing information regarding personnel skill codes - used mainly for reference.
RETENTION	See Comments
COMMENTS	Review files semi-annually and delete all codes which have been discontinued for more than one year. This data is periodically published in personnel manuals.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0985-173
TITLE	Subject Files
DESCRIPTION	Variety of documents arranged by topic and used to conduct business.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0980-173
TITLE	Supervisor's Files
DESCRIPTION	Records used to document the activities of the individual, unit, project, and sections within the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0594-173
TITLE	Training and Experience Rating Form (Unassembled Exams)
DESCRIPTION	Forms containing the name of the potential employee, his/her social security number, examination name and number of the specific job, and the individual's score on the examination.
RETENTION	See Comments
COMMENTS	These are considered to be part of the application and are to be microfilmed with the application folder and retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0595-173
TITLE	Training Reference Materials
DESCRIPTION	Files containing memoranda, correspondence, and manuals concerning the training of employees.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planes Asst. Section

SERIES ID	0613-173
TITLE	Agency Files (Section)
DESCRIPTION	Files which are used to document interactions between agencies and Agency Services and Planned Assistance Section.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planned Asst. Section

SERIES ID	0596-173
TITLE	Agency Classification Agreements
DESCRIPTION	Originals of formal agreements made between Personnel Services and certain agencies giving those agencies the authority to create and allocate positions according to the duties of the positions.
RETENTION	See Comments
COMMENTS	Retain all current contracts plus 2 prior contracts in the office, transfer all older contracts to off-site storage for 10 years, and then to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0597-173
TITLE	Agency Files - Agency Operations Section
DESCRIPTION	Records which document the interactions between the Agency Operations Section (this section is now disbanded) and other state agencies.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0598-173
TITLE	Agency Files (Unit)
DESCRIPTION	Unit records which document personnel management specialist's interactions with assigned agencies.
RETENTION	005 fisc yrs
COMMENTS	Retain in office for 2 fiscal years and 3 fiscal years in office storage, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0599-173
TITLE	Applicant File - Agency Operation Section
DESCRIPTION	Correspondence received from applicants already examined or interviewed for civil service positions.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0600-173
TITLE	Applications for Employment - Microfilmed Copy
DESCRIPTION	Microfilmed copy of completed, pre-printed forms used to record applications for employment.
RETENTION	004 cldr yrs
COMMENTS	Retain in office for 2 years and in off-site storage for 2 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0601-173
TITLE	Benchmark Position Description Files
DESCRIPTION	Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification
RETENTION	See Comments
COMMENTS	Retain in the office until no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0602-173
TITLE	Central Subject File for Agency Services and Planned Assistance Activities
DESCRIPTION	Records which are used to document the on-going activities of the Agency Services and Planned Assistance Section.
RETENTION	008 cldr yrs
COMMENTS	Retain in office files for 3 years and in off-site storage for 5 years, then transfer to state archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0603-173
TITLE	Classification and Organizational Studies
DESCRIPTION	Files documenting the organizational maintenance of the classification system.
RETENTION	See Comments
COMMENTS	Retain in the office for 1 year after the completion of the study then send to the central files for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0604-173
TITLE	Classification Contract Agreements
DESCRIPTION	Documents which consist of copies of contracts recording signed agreements between Personnel Services and other agencies having classification authority, and related monthly reports.
RETENTION	See Comments
COMMENTS	Retain contract copies in the office as long as they are current. Once contracts are outdated destroy them. The monthly reports that are included in these files are to be retained for the current fiscal yr. in the office, then destroyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0605-173
TITLE	Exam Material Check Sheets
DESCRIPTION	Completed, pre-printed forms used to document persons taking exams as recorded by examination monitors.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0606-173
TITLE	Fish and Game Protector Assessment Files
DESCRIPTION	Documents pertain to the assessment of applicants for Fish and Game Protector positions.
RETENTION	004 cldr yrs
COMMENTS	Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0607-173
TITLE	Game Protector I Assessment Envelopes
DESCRIPTION	Documents used in assessing each of the applicants for the Game Protector I position.
RETENTION	004 cldr yrs
COMMENTS	Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0608-173
TITLE	Monitors Examination Record and Weekly Time Reports
DESCRIPTION	Computer-printed tally and check sheets for examination materials prepared by specific examination monitor at each of the specific examination sites. Weekly time reports records the hours worked.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0609-173
TITLE	Personnel Series File
DESCRIPTION	Correspondence, studies and forms prepared by the Division of Personnel Services and agencies to reallocate agency personnel staff to the new personnel series.
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	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0610-173
TITLE	Position Descriptions
DESCRIPTION	Records which document the duties and responsibilities of positions and also describe the education and experience requirements for positions.
RETENTION	See Comments
COMMENTS	Retain in the office as long as the position exists. When the position is abolished, transfer the position description to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0611-173
TITLE	Subject Files - Agency Operations Section
DESCRIPTION	Records which document the activities of the Agency Operations Section this section is now disbanded) or joint section projects.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0612-173
TITLE	Technical Files
DESCRIPTION	Current standards for evaluating unassembled exams for classified civil service jobs.
RETENTION	See Comments
COMMENTS	Retain current standards in the office updating each classification as needed. Dispose of the tech file for an exam when the class is abolished.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Benefits Section

SERIES ID	0959-173
TITLE	Alcohol and Controlled Substance Program Files
DESCRIPTION	Documents relating to policies and procedures established for drug and alcohol tests required by an applicant or employee for a Commercial Drivers License.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0960-173
TITLE	Alcohol and Controlled Substance Program Test Results
DESCRIPTION	Individual files relating to drug tests by an applicant to qualify for a commercial drivers license.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0961-173
TITLE	Consolidated Omnibus Reconciliation Act (COBRA) Course Files
DESCRIPTION	Documents relating to the COBRA courses offered to division staff.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the division's records room for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0974-173
TITLE	Drug Screening Program Files
DESCRIPTION	Contracts, reports, correspondence, training, problem resolution, technical assistance and research relating to the drug screening tests for designated classes of state employees.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)(30)
APPROVED	2018-04-19
K.A.R. NUMBER	53-2-199

SERIES ID	0964-173
TITLE	Group Health Carrier Files
DESCRIPTION	Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 8 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0963-173
TITLE	Insurance Grievance Forms
DESCRIPTION	Complaints, concerns, and grievances addressed to the section from employees regarding their personal group health insurance.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0935-173
TITLE	KanElect Enrollment Forms
DESCRIPTION	Form completed by state employees and used to enroll in the KanElect program.
RETENTION	007 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0936-173
TITLE	Shared Leave Files
DESCRIPTION	Documents relating to employees approved to receive shared leave.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Compensation and Benefits Section

SERIES ID	0618-173
TITLE	Class History Card File - Current and Abolished
DESCRIPTION	Card file detailing the history of actions regarding specific classes.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0622-173
TITLE	Classification Studies Central Files
DESCRIPTION	Documents relating to any classification actions.
RETENTION	See Comments
COMMENTS	Retain current year plus 6 years of hard copy in the central files, then microfilm significant material and discard original documents. Transfer microfilm to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0624-173
TITLE	Comprehensive Classification and Job Rate Studies Files
DESCRIPTION	Documents relating to data collected during the ten year comprehensive study of state employee position classifications.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0625-173
TITLE	Consolidated Omnibus Budget Reconciliation Act (COBRA) Files
DESCRIPTION	Documents relating to COBRA courses offered to staff.
RETENTION	See Comments
COMMENTS	Retain in office storage for 2 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0626-173
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0627-173
TITLE	Current Classes Master Files
DESCRIPTION	Documents describing the scope and purpose of specific and current job classifications within the state system.
RETENTION	See Comments
COMMENTS	Retain in office until class is abolished, then retain according to Abolished Classes Master File.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0628-173
TITLE	Employee Advisory Committee Files
DESCRIPTION	Correspondence and other documents relating to the Employee Advisory Committee.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0630-173
TITLE	Group Health Insurance Carrier Files
DESCRIPTION	Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION	010 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 8 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0632-173
TITLE	KanElect Enrollment Forms
DESCRIPTION	Form completed by state employees and used to enroll in the KanElect program.
RETENTION	007 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0633-173
TITLE	Minutes - Health Care Commission
DESCRIPTION	Proceedings of regular or special meetings of the Health Care Commission.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0636-173
TITLE	Technical Reference Files - Health Promotion
DESCRIPTION	Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 173-004
Department of Administration
Personnel Services
Director's Office

SERIES ID	0946-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interaction between the Director's Office and all state agencies.
RETENTION	020 cldr yrs
COMMENTS	Retain in office 5 calendar years, transfer to the division's records room for 15 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0637-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interaction between the Director's Office and all state agencies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0638-173
TITLE	Employee Personnel Files - Microfilm
DESCRIPTION	Micrographic records made of all documents on file for State of Kansas personnel hired before 1983.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0955-173
TITLE	Executive Orders and Directives
DESCRIPTION	Notebooks containing Executive Orders and Executive Directives issued by the Governor to state agencies regarding personnel issues.
RETENTION	030 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0956-173
TITLE	History Files
DESCRIPTION	Reports, manuals, etc. documenting the existence and history of the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0640-173
TITLE	Labor Relations Files
DESCRIPTION	Agency and subject files relating to labor relations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0642-173
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0643-173
TITLE	Old Files from the Directors Office
DESCRIPTION	Files containing correspondence notes, and memoranda which document the internal processes and external concerns of the Division of Personnel Services.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0957-173
TITLE	Personnel Policy Letters
DESCRIPTION	Letters and memoranda from the Governor, Secretary of Administration, and the director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION	020 cldr yrs
COMMENTS	Retain in office 20 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0644-173
TITLE	Personnel Policy Letters - Agencies
DESCRIPTION	Letters and memoranda from the Governor, Secretary of Administration, and the Director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0646-173
TITLE	SHaRP Implementation Files
DESCRIPTION	Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0647-173
TITLE	Subject Files - Director
DESCRIPTION	Documents relating to a variety of internal activities of the Personnel Services Director's Office.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0958-173
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to the interests of the Division of Personnel Services.
RETENTION	020 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Division of Personnel

SERIES ID	0648-173
TITLE	Notice of Position Classification and Position Inventories
DESCRIPTION	Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
DOA Personnel Office

SERIES ID	0649-173
TITLE	Active Employee Individual Files
DESCRIPTION	Records containing all relevant information and materials concerning employees currently employed by the state in the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain records in the active files until the employee resigns or is terminated, then transfer that file to the Resigned Employee Individual File.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0945-173
TITLE	Applicant Information in Response to Specific Vacancy File
DESCRIPTION	Copies of certified eligible lists, employment summaries, interview notes, postings, and recruitment advertisements, etc. relating to applicant responses for vacant positions.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0650-173
TITLE	Applicant Responses to Registers
DESCRIPTION	Records contain applicant responses to certified registers for civil service positions in the department. Also included are copies of certified registers, expired certified registers and list of eligible
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0993-173
TITLE	Application for Overtime Credit File
DESCRIPTION	Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0947-173
TITLE	Back-Up Information for Personnel Actions File
DESCRIPTION	Records providing documentation and back-up information used to trace the naturalization of a personnel action such as reallocation and terminations.
RETENTION	See Comments
COMMENTS	Once the personnel action is completely final, the file is purged at the discretion of the personnel office who disposes of material that is not needed and retains those documents of importance permanently in the office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1005-173
TITLE	Bargaining Unit Records
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and includes grievances filed in those units if the Labor Relations Section was involved in those grievances.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0652-173
TITLE	Copies of Supplementals
DESCRIPTION	Records documenting any exceptions to individual Department of Administration employees pay warrants. They also provide a paper trail to trace any changes that need to be made in warrant amounts.
RETENTION	current
COMMENTS	The Division of Accounts and Reports has the originals of these records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1007-173
TITLE	Dummy Warrant Registers
DESCRIPTION	Bi-weekly computer printouts providing dummies of warrants which are used to check any discrepancies before distributing them to state employees.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0654-173
TITLE	Employee Roster Cards
DESCRIPTION	Files containing one card for each employee, currently employed or resigned, and classified or unclassified. Cards provide a summary of each employees state service.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0655-173
TITLE	Examination Monitors Weekly Time Sheets and Check Sheets
DESCRIPTION	Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site.
RETENTION	004 cldr yrs
COMMENTS	Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1008-173
TITLE	Layoff Folders
DESCRIPTION	Records documenting layoffs within specific sections or divisions of the Department of Administration.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0656-173
TITLE	Leave Record Cards
DESCRIPTION	Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0657-173
TITLE	Leave Slips
DESCRIPTION	Records document the specific dates and number of hours that a particular employee takes leave.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1009-173
TITLE	Master File #1 - Promotional
DESCRIPTION	Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1010-173
TITLE	Meet and Confer Files
DESCRIPTION	Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1011-173
TITLE	Payroll Transactions File
DESCRIPTION	Records documenting any changes that affect a Department of Administration employee's status.
RETENTION	See Comments
COMMENTS	Transfer to individual personnel file and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0658-173
TITLE	Position Descriptions - Department of Administration
DESCRIPTION	Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0997-173
TITLE	Public Relations Board Files
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units.
RETENTION	Permanent
COMMENTS	Retain in agency permanently or transfer to the archives.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0659-173
TITLE	Resigned Employee Individual Files
DESCRIPTION	Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service.
RETENTION	See Comments
COMMENTS	Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0660-173
TITLE	Rules and Regulations Booklets
DESCRIPTION	These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain permanently in office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1006-173
TITLE	Supplemental Pay Warrants
DESCRIPTION	Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0661-173
TITLE	Weekly Time Reports or Time Sheets and Employee Leave Reports
DESCRIPTION	Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Human Resource Mgmt and Diversity

SERIES ID	0662-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interactions between agencies and the Human Resource Management and Diversity Section.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0665-173
TITLE	Answer Sheets
DESCRIPTION	Completed answer sheets submitted by applicants at the examination centers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0666-173
TITLE	Applications for Employment - Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0667-173
TITLE	Certified Register of Eligibility
DESCRIPTION	Register listing persons who have met the required score on the application examination to be eligible for the position specified.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0668-173
TITLE	Conditional Appointments
DESCRIPTION	Records documenting appointment of conditional employees.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0670-173
TITLE	Correspondence - Routine - Applicant Examination Unit
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0671-173
TITLE	Delegated Authorities Agreements
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resource functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0672-173
TITLE	Drug Screening Program - Test Results
DESCRIPTION	Individual files relating to the drug tests for an applicant or employee.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0674-173
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0675-173
TITLE	Job Analysis Questionnaire Data
DESCRIPTION	Computer data compiled from a survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of particular study, then delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0676-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0677-173
TITLE	Layoff and Re-employment Lists
DESCRIPTION	Documents relating to DA235 layoff cards and lists regarding persons laid off from state service.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 3 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0678-173
TITLE	Non-Competitive Promotion Examination Log Sheet
DESCRIPTION	KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

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