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
Human Resource Mgmt and Diversity

SERIES ID	0680-173
TITLE	Pass-Fail by Name List
DESCRIPTION	KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification.
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	0681-173
TITLE	Requests for Selective Certification Registers
DESCRIPTION	Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office 1 year, 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	0682-173
TITLE	SHaRP Transaction Files - Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0684-173
TITLE	Subject File - Human Resource Management and Diversity Section
DESCRIPTION	Documents relating to the various activities of the Human Resource Management and Diversity Section.
RETENTION	008 cldr yrs
COMMENTS	Retain in office for 3 years, transfer to the records center for 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	0685-173
TITLE	Technical Files
DESCRIPTION	Documents relating to 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 technical file for an exam when the class is abolished.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0688-173
TITLE	Unclassified Position Files
DESCRIPTION	Records documenting unclassified positions appointed by the Governor.
RETENTION	See Comments
COMMENTS	Retain in file for the duration of the current administration plus 2 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0689-173
TITLE	Validation Study Reports
DESCRIPTION	Records documenting the validation of selection instruments.
RETENTION	See Comments
COMMENTS	Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, 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
Information Services

SERIES ID	1055-173
TITLE	Agency Visits Files
DESCRIPTION	Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1056-173
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 until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1057-173
TITLE	Central Subject Files - Agency Services and Planned Assistance
DESCRIPTION	Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1058-173
TITLE	Classification Guidelines
DESCRIPTION	Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1059-173
TITLE	Delegated Authorities Agreements File
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resources functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1060-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 6 calendar years, then destroy. Transfer employee records to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1061-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION	065 cldr yrs
COMMENTS	Transfer to the records center for 65 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1062-173
TITLE	Layoff Actions File
DESCRIPTION	Documents relating to state employees laid off from state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1063-173
TITLE	SHaRP Computer System Employee Length of Service Data
DESCRIPTION	Record listing the months and days of total time an individual state employee worked for the state of Kansas.
RETENTION	065 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1064-173
TITLE	SHaRP Computer System Employee Performance Data
DESCRIPTION	Information gathered from an individual state employee's performance evaluations.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1065-173
TITLE	SHaRP Computer System Employee Personal Data
DESCRIPTION	Data reflecting personal information gathered on an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1066-173
TITLE	SHaRP Computer System Employee Position Related Data
DESCRIPTION	Information gathered on an individual state employee's position attributes.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1067-173
TITLE	SHaRP Computer System Employee Termination and Leave Data
DESCRIPTION	Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Employee Work History Data
DESCRIPTION	Information gathered on the attributes of positions held by an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Implementation Files
DESCRIPTION	Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP).
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1070-173
TITLE	SHaRP Computer System Set-Up Tables and Related Information Files
DESCRIPTION	Documentation used to set the system table for the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1071-173
TITLE	SHaRP Computer System State Employee Leave Accrual Data
DESCRIPTION	Data maintained on an individual state employee's leave accrual.
RETENTION	005 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1072-173
TITLE	SHaRP Computer System State Employee Workers Compensation Data
DESCRIPTION	Information maintained on workers' compensation hours and dollar amounts paid to state employees.
RETENTION	Permanent
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1073-173
TITLE	SHaRP Computer System Transaction Files
DESCRIPTION	Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

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

SERIES ID	0690-173
TITLE	Conditional Appointments - Agencies w/o KIPPS Terminals and Printers
DESCRIPTION	These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment.
RETENTION	005 cldr yrs
COMMENTS	Retain at off site storage for 4 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0691-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0692-173
TITLE	KIPPS Run Writer's Files
DESCRIPTION	Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs.
RETENTION	See Comments
COMMENTS	These records are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0693-173
TITLE	KIPPS System Access Files
DESCRIPTION	Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database.
RETENTION	See Comments
COMMENTS	Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0694-173
TITLE	KIPPS Transaction Files, Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0695-173
TITLE	Layoff and Reemployment Lists for All Agencies
DESCRIPTION	Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies.
RETENTION	006 cldr yrs
COMMENTS	Retain for 3 years in office files and 3 years at off-site storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0696-173
TITLE	Maintenance Requests
DESCRIPTION	Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0697-173
TITLE	Requests for Registers - Selective Certification
DESCRIPTION	Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION	3.5 cldr yrs
COMMENTS	Retain at off-site storage for 3 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Learning Services & Orgz Wellness

SERIES ID	0984-173
TITLE	Employee Suggestion and Service Award Files
DESCRIPTION	Records documenting approved and non-adopted suggestions for service awards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Legal and Labor Relations Section

SERIES ID	0943-173
TITLE	State Self-Insurance Fund Attorney Files
DESCRIPTION	Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0937-173
TITLE	State Self-Insurance Fund Contract Attorneys Billing Files
DESCRIPTION	Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0707-173
TITLE	Workers Compensation (KDHR) Legal Files
DESCRIPTION	Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0934-173
TITLE	Workers Compensation Legal Files
DESCRIPTION	Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(3),(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

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

SERIES ID	0983-173
TITLE	Annual Report Database
DESCRIPTION	Computer files used to manipulate data and produce documents for the production and publication of the division's annual report.
RETENTION	See Comments
COMMENTS	Retain electronic records until the annual report has been prepared, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0976-173
TITLE	Awards File
DESCRIPTION	Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments.
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	0962-173
TITLE	Civil Service Board Files
DESCRIPTION	Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0992-173
TITLE	Civil Service Board Memo File
DESCRIPTION	Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0991-173
TITLE	General Surveys
DESCRIPTION	Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations.
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	0990-173
TITLE	Historical Records of the Civil Service Act
DESCRIPTION	Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer immediately to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0989-173
TITLE	Legislative Research and Information Files
DESCRIPTION	Research compiled for Senate and House bills which may have an impact on agencies.
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	0988-173
TITLE	Minutes and Orders - Civil Service Board
DESCRIPTION	Original minutes and orders recording the actions of the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0987-173
TITLE	Performance Review System Development Files
DESCRIPTION	Records documenting team meetings, research, and presentation materials compiled by the section.
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	0986-173
TITLE	Personnel Rules and Regulations File
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files.
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	0975-173
TITLE	Research and Development Generated Management Reports
DESCRIPTION	Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force.
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	0995-173
TITLE	SHaRP Regulation and Revision History Files
DESCRIPTION	Research and data compiled throughout the process to establish a new computer system for 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

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

SERIES ID	0708-173
TITLE	Adverse Actions File
DESCRIPTION	Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay.
RETENTION	120 days
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0713-173
TITLE	Computer Maintenance Data
DESCRIPTION	Expenditure and telecommunication service requests made for the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-114

SERIES ID	0714-173
TITLE	Computer System Documentation - KIPPS
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0717-173
TITLE	Historical Rules and Regulations File
DESCRIPTION	Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. This is the only complete set.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0718-173
TITLE	Kansas Quality Management (KQM) Files
DESCRIPTION	Variety of documents relating to the planning and implementation of KQM for the agency.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to storage facility for 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0719-173
TITLE	KIPPS Extract Files
DESCRIPTION	Documents and computer data containing ad hoc reports.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0720-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Transfer to storage facility for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0722-173
TITLE	Legislative Research and Information
DESCRIPTION	Research and data obtained for Senate and House bills which may have an impact on agencies.
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	0725-173
TITLE	Personnel Regulations
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations.
RETENTION	See Comments
COMMENTS	Retain until 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	0726-173
TITLE	Personnel Regulations Research - General
DESCRIPTION	Background information gathered for development of personnel regulations.
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	0727-173
TITLE	Public Hearing Files
DESCRIPTION	Meeting notes and comments from public hearings on regulation changes.
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	0728-173
TITLE	SHaRP Regulation Revision History Files
DESCRIPTION	Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0729-173
TITLE	SHaRP Set-up Tables and Information
DESCRIPTION	Documentation used to set up system table for the SHaRP system.
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	0730-173
TITLE	Subject Files - Human Resource Development Unit
DESCRIPTION	Variety of documents relating to the activities of the Human Resource Development unit.
RETENTION	See Comments
COMMENTS	Retain in unit 1 year, transfer to the central files for 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	0731-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit
DESCRIPTION	Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business.
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	0732-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager
DESCRIPTION	Variety of documents relating to the interests and operation of the unit.
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

Agency Number: 173-004
Department of Administration
Personnel Services
Program and Policy Development Sec.

SERIES ID	0737-173
TITLE	Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information
DESCRIPTION	Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants.
RETENTION	See Comments
COMMENTS	Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0738-173
TITLE	Local Health Officers Cards
DESCRIPTION	Nature and purpose of these records is unknown.
RETENTION	See Comments
COMMENTS	These records are no longer active and are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0739-173
TITLE	Overtime Pay Code File
DESCRIPTION	Records documenting changes in overtime status of various classes and positions.
RETENTION	See Comments
COMMENTS	Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0740-173
TITLE	Program and Policy Development Correspondence File
DESCRIPTION	Routine correspondence file for the program and policy development section.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0741-173
TITLE	Research and Development Generated Management Reports - Div. of Personnel Service
DESCRIPTION	Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force.
RETENTION	See Comments
COMMENTS	Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0742-173
TITLE	Supervisors' Files
DESCRIPTION	Records which are used to document the activities of the Training Development and Coordination section.
RETENTION	See Comments
COMMENTS	After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0743-173
TITLE	Test Exchange Agreement File
DESCRIPTION	Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned.
RETENTION	See Comments
COMMENTS	Retain in the office for as long as the agreement is in effect, 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
Recruitment Section

SERIES ID	0744-173
TITLE	Correspondence - Routine
DESCRIPTION	Records documenting interaction between the recruitment section and applicants for employment in the state system.
RETENTION	002 cldr yrs
COMMENTS	Supersedes general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0746-173
TITLE	Service Award Files
DESCRIPTION	Files documenting approved and disapproved suggestions for service awards.
RETENTION	011 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
State Self Insurance Fund

SERIES ID	0999-173
TITLE	Accident Only Files - Closed
DESCRIPTION	Records documenting accidents reported by state employees that do not result in a self-insurance fund claim.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1000-173
TITLE	Attorney's Files
DESCRIPTION	Records documenting claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1012-173
TITLE	Closed Accident Only/Medical/Only of Time Files
DESCRIPTION	Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored.
RETENTION	See Comments
COMMENTS	Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1003-173
TITLE	State Employee Workers' Compensation Investigative Claim Files
DESCRIPTION	Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0994-173
TITLE	State Employee Workers' Compensation Legal Claim Files
DESCRIPTION	Documents relating to workers' compensation claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID	0979-173
TITLE	Abolished Classes Master File
DESCRIPTION	Documents recording the existence and description of abolished job classes.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0978-173
TITLE	Abolished Classes - Microfilm
DESCRIPTION	Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0966-173
TITLE	Applicant Registration Process File
DESCRIPTION	Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories.
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	0954-173
TITLE	Applications for Employment - Electronic Copy
DESCRIPTION	Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0977-173
TITLE	Applications for Employment - Skills Registration Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	See Comments
COMMENTS	Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0967-173
TITLE	Assessment Center Materials - Kansas Highway Patrol
DESCRIPTION	Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0968-173
TITLE	Central States Compensation Association Files
DESCRIPTION	Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states.
RETENTION	050 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0969-173
TITLE	Certified Candidate Pools
DESCRIPTION	Records listing individuals eligible for a particular vacant position.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0970-173
TITLE	Classification and Job Rate Studies
DESCRIPTION	Consultant reports and other documentation compiled for the on-going process of classification and job rate studies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0971-173
TITLE	Class Specifications File
DESCRIPTION	Documents relating to current class specifications for all Kansas Civil Service classifications.
RETENTION	See Comments
COMMENTS	Retain most current version of specifications in the office, destroy outdated versions as specifications are revised.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0972-173
TITLE	Class Specifications Revision File
DESCRIPTION	Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications.
RETENTION	See Comments
COMMENTS	Retain in office as long as the classification is in existence, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0944-173
TITLE	Clerical Study Questionnaire
DESCRIPTION	Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature.
RETENTION	004 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0965-173
TITLE	Constituent Files
DESCRIPTION	Correspondence received from applicants regarding state civil service employment.
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	0973-173
TITLE	Current and Abolished Class History Card File
DESCRIPTION	Cards which are used to maintain an ongoing history of actions regarding specific classes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0948-173
TITLE	Current Classes - Microfilm
DESCRIPTION	Current and previous microfilm editions of job classifications in the Kansas Civil Service.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0949-173
TITLE	Fair Labor Standards Act File
DESCRIPTION	Records documenting changes in the overtime status of various classes.
RETENTION	See Comments
COMMENTS	Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0950-173
TITLE	General Survey Files
DESCRIPTION	Retention and other surveys of a general nature conducted on state employees and/or state agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0951-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0952-173
TITLE	Notice of Vacancy Report File
DESCRIPTION	Weekly reports listing external and internal vacancies available within the state civil service system.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

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