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
Workforce Planning and Management

SERIES ID	0942-173
TITLE	Re-employment Actions File
DESCRIPTION	Documents relating to re-employment actions of state employees laid off from the state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0981-173
TITLE	Resume File
DESCRIPTION	Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0996-173
TITLE	Salary Survey Files
DESCRIPTION	Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1001-173
TITLE	Skills Development File
DESCRIPTION	Documents relating to the skills selection process including skills inventories and updates.
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	0998-173
TITLE	Training and Experience Rating Form
DESCRIPTION	Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1002-173
TITLE	Workforce Report
DESCRIPTION	Annual workforce reports on statewide data and general or specific reports on agency activities.
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: 173-005
Department of Administration
Division of the Budget

SERIES ID	0752-173
TITLE	Agency Budgets - Analysts' Copy
DESCRIPTION	State agency budget documents used by budget analysts to analyze agencies' budgets. Two copies exits of these documents: one "clean" unmarked copy submitted by the agency, and one "marked-up" copy used by the analysts' for their work.
RETENTION	See Comments
COMMENTS	Retain in office 5 fiscal years, then transfer both copies ("clean" and "marked-up") to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2010-01-29
K.A.R. NUMBER	53-2-162

SERIES ID	0753-173
TITLE	Agency Files
DESCRIPTION	Records documenting interaction between the Division of the Budget and other state agencies.
RETENTION	See Comments
COMMENTS	Retain for 4 calendar years in office files, 2 years in office storage, then transfer to State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2010-01-29
K.A.R. NUMBER	53-2-162

SERIES ID	0754-173
TITLE	Budget Cycle Records
DESCRIPTION	Records documenting the on-going development of each fiscal year's budget.
RETENTION	004 Fiscal Years
COMMENTS	Retain for 4 fiscal years in office files, then transfer to State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2010-01-29
K.A.R. NUMBER	53-2-162

SERIES ID	1081-173
TITLE	Fiscal Notes
DESCRIPTION	Records outlining the fiscal impact of legislative bills on agency budgets. Includes fiscal note responses from agencies and copies of final fiscal notes sent to the legislature.
RETENTION	4 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-07-21
K.A.R. NUMBER	53-2-214

SERIES ID	0758-173
TITLE	Governor's Executive Directives
DESCRIPTION	Copies of the executive directives issued by the governor to authorize agency budgets revisions, to appoint unclassified personnel, and to effect other policy changes.
RETENTION	003 cldr yrs
COMMENTS	NOTE: The Secretary of State maintains the record copy of this series. Copies also are distributed to the Governor's Office, the House, the Senate, Legislative Research, and the State Library.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0761-173
TITLE	Minutes - Finance Council
DESCRIPTION	Copies of minutes of the Finance Council meetings submitted to the Budget division.
RETENTION	006 cldr yrs
COMMENTS	These are duplicates. The originals are kept in the Secretary of Administrations office.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

SERIES ID	0763-173
TITLE	Revenue Information
DESCRIPTION	File contains information used by Budget's financial economist to estimate revenue. These records also contain special studies on revenue.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-07-31
K.A.R. NUMBER	53-2-067

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management

SERIES ID	1078-173
TITLE	Waiting Lists - State Parking Lots / Garages
DESCRIPTION	Waiting lists for state employees year round and Legislative Services during session, for parking spaces in the state lots and garages.
RETENTION	Retain until superseded, then destroy or delete
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2013-07-18
K.A.R. NUMBER	53-2-177

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Building and Grounds Services

SERIES ID	0766-173
TITLE	Alphabetical Files
DESCRIPTION	Miscellaneous records which document the functions and activities of building and grounds personnel.
RETENTION	See Comments
COMMENTS	Retain in the office until disposal of the building. Purge documents which are mo longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0767-173
TITLE	Architectural Drawings Files
DESCRIPTION	Records consisting of architectural drawings for state buildings and grounds. The drawings are contained in flat files.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building or until no longer useful, then transfer to archives for purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0768-173
TITLE	Budgets for Building and Grounds Services
DESCRIPTION	Bound copies of fiscal year budgets for building and grounds services.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0770-173
TITLE	Building Data Files
DESCRIPTION	Records which document services and or equipment purchases made for specific Capitol Complex buildings.
RETENTION	See Comments
COMMENTS	Retain in the office until disposal of the building, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0771-173
TITLE	Building Plans
DESCRIPTION	Records which document the design, planning, and drawing of state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of building, then transfer to state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0772-173
TITLE	Capitol Complex Engineer's Files
DESCRIPTION	Records which document projects under the direction of the Capitol Complex engineer.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building, then transfer to state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0773-173
TITLE	Construction Projects
DESCRIPTION	Records documenting any special projects for state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building, and then transfer to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0774-173
TITLE	Contracts
DESCRIPTION	Records which document the purchase of services, equipment, and products by Building and Grounds Services for state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage area for 3 years after the contract expires, then dispose.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0775-173
TITLE	Contracts - Current
DESCRIPTION	Records which document the purchase of products and services used by building and grounds.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0776-173
TITLE	Contracts - Special
DESCRIPTION	Records which document the purchase of goods, products, and services for state buildings.
RETENTION	See Comments
COMMENTS	Retain in office storage until contract is terminated and is no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0769-173
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.
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	0777-173
TITLE	Leave Slips
DESCRIPTION	Pre-printed forms documenting leave for building and grounds employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0778-173
TITLE	Original-As-Built Drawings for State Office Building
DESCRIPTION	Records which consist of architect's and engineer's drawings for the State Office Building.
RETENTION	See Comments
COMMENTS	Retain in office storage until disposal of the building and then transfer drawings to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0779-173
TITLE	Plan Holds
DESCRIPTION	Records consisting of prints of drawings or plans for buildings and grounds.
RETENTION	See Comments
COMMENTS	Retain in the office until disposal if the building and then transfer to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0780-173
TITLE	Purchase Requests - Internal
DESCRIPTION	Records which document purchases made by Building and Grounds.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0781-173
TITLE	State Office Building Commission Files
DESCRIPTION	Records which document the activities of the State Office Building Commission.
RETENTION	See Comments
COMMENTS	The State Office Building Commission was incorporated into the Capitol Area Complex.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0782-173
TITLE	Supervisor's Daily Reports
DESCRIPTION	Completed, pre-printed forms, kept by the supervisors, which document the daily activities of each employee, including the building or facility where the employee worked during a defined timeframe. Electronic spreadsheets to track employee time and location of work.
RETENTION	See Comments
COMMENTS	Retain paper forms until entered into the electronic spreadsheet and the entry is checked, then destroy; retain the electronic spreadsheets for 3 fiscal years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0784-173
TITLE	Vacant Position Files
DESCRIPTION	Records which provide a description of Building and Grounds employment vacancies, plus any and all applicant information.
RETENTION	See Comments
COMMENTS	Retain in office storage for 3 years or as long as legal action is pending. This file was started in 1982.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Mail Service

SERIES ID	0785-173
TITLE	Postage Meter Records
DESCRIPTION	Documents regarding the purchase of postage from the United States Postal Service.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Motor Pool

SERIES ID	0786-173
TITLE	Accident Files
DESCRIPTION	Documents pertaining to accidents involving state motor pool vehicles.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0787-173
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0788-173
TITLE	Billing File
DESCRIPTION	Documents regarding the use of the central motor pool by state agencies.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0789-173
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0790-173
TITLE	Gasoline Sales Billings
DESCRIPTION	Documents concerning all service station sales made by the Central Motor Pool to state agencies having their own vehicles.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0791-173
TITLE	Motor Pool Vehicle Gas Tickets
DESCRIPTION	Documents recording fuel costs for Central Motor Pool vehicles.
RETENTION	003 fisc yrs
COMMENTS	Retain in office for 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0792-173
TITLE	Payment Voucher Files - Office Copies
DESCRIPTION	Copies of vouchers recording payments made by the Central Motor Pool.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0793-173
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0794-173
TITLE	Vehicle Files
DESCRIPTION	Documents recording the history of each motor pool vehicle.
RETENTION	See Comments
COMMENTS	Retain in office for the life of the vehicle in state service plus 1 calendar year after the sale of the vehicle, transfer to the records center for 1 calendar year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

SERIES ID	0795-173
TITLE	Vehicle Registration Records
DESCRIPTION	Computer printouts and payment vouchers relating to vehicle registration fees paid by state agencies for agency owned vehicles.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

Agency Number: 173-008
Department on Administration
State Long Term Care Ombudsman

SERIES ID	0796-173
TITLE	Administrative Files - Long Term Care Ombudsman
DESCRIPTION	Documents relating to the policies and activities of the long-term care ombudsman program including correspondence, annual reports, budget materials, grant applications, activity logs, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0797-173
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	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0798-173
TITLE	Long Term Care Facility Respondent Files
DESCRIPTION	Variety of documents concerning complaints against, investigations of, or commendations of long term care facilities used to monitor if trends in facility conditions and activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 75-5921
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0799-173
TITLE	Long Term Care Ombudsman Investigative Case Files
DESCRIPTION	Documents relating to the ombudsman's investigations of complaints filed by or on behalf of residents of long term facilities and to the ombudsman's recommended solutions to identified problems.
RETENTION	005 fisc yrs
COMMENTS	Retain in office for 3 fiscal years, transfer to the records center for 2 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 75-5921
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0800-173
TITLE	Subject Files - Long Term Care Ombudsman
DESCRIPTION	Reports, publications, correspondence and other documents pertaining to long term care issues maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 173-009
Department of Administration
Division of Printing

SERIES ID	0801-173
TITLE	Active Personnel Files
DESCRIPTION	Records document all personnel transactions regarding current Division of Printing employees.
RETENTION	See Comments
COMMENTS	Retain in the office until the file is inactive (employee is no longer with the division), then retain permanently in the records room as inactive personnel files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0814-173
TITLE	Billing/Receiving Reports
DESCRIPTION	Hard copy and electronic reports documenting the cost accounting and production information.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-10-12
K.A.R. NUMBER

SERIES ID	0803-173
TITLE	CASK Reports - Division of Printing
DESCRIPTION	Computer printout reports received from CASK regarding the financial status of the State Printing office.
RETENTION	See Comments
COMMENTS	Retain for 1 fiscal year in office and 5 fiscal years in office storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0804-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records of the interaction between the Division of Printing and other state agencies.
RETENTION	005 cldr yrs
COMMENTS	After office retention period is over transfer to archives for purging by the archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0805-173
TITLE	Daily Report of Jobs Completed
DESCRIPTION	Hard copy and electronic completed, pre-printed form used as an input document for the computer controlled cost acounting system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-10-12
K.A.R. NUMBER	53-2-152

SERIES ID	0805-173
TITLE	Daily Report of Jobs Completed
DESCRIPTION	Completed, pre-printed form used as an input document for computer controlled cost accounting system.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0807-173
TITLE	Delivery Slips
DESCRIPTION	Completed, pre-printed forms documenting the delivery of printed materials to the agency which requested the material.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0809-173
TITLE	Interfunds - Division of Printing
DESCRIPTION	Pre-printed forms used to document payments made to the Printing division.
RETENTION	004 fisc yrs
COMMENTS	Retain for 2 fiscal years in office files and 2 fiscal years in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0811-173
TITLE	Job Tickets - Closed and Billed
DESCRIPTION	Records which document the printing job done by the Division of Printing for state agencies. These are jobs which have been completed, billed and may be used for future reference.
RETENTION	See Comments
COMMENTS	Retain current series (series = 2 years) plus 2 full prior series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0814-173
TITLE	Micro-Reports
DESCRIPTION	Reports done on a microcomputer system to document cost accounting and production information.
RETENTION	003 fisc yrs
COMMENTS	This is a new system so presently there is only one year on hand. Retain in office for current month and 3 years in office storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0823-173
TITLE	Stock Issued Sheet
DESCRIPTION	Completed, pre-printed form documenting stock issued from the stockroom to job production.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-010
Department of Administration
Division of Purchases

SERIES ID	0830-173
TITLE	46's Real Estate Lease Agreements
DESCRIPTION	Records containing pre-printed forms, correspondence, and requests to lease documenting contractual agreements for leasing space or buildings for state use.
RETENTION	See Comments
COMMENTS	Retain in central files while agreement is active. After agreements becomes inactive, retain for 1 year in office then transfer to off-site storage for 4 years and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0831-173
TITLE	Annual Bonds - Current and Expired
DESCRIPTION	Records documenting signed bonds sent to the state by vendors guaranteeing 5 percent of their bid if vendor forfeits an award.
RETENTION	See Comments
COMMENTS	Retain active bonds in the central files until they are inactive; retain expires bonds in the central files for 1 year then for 4 years in off-site storage, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0832-173
TITLE	Bidders Applications
DESCRIPTION	Pre-printed forms which are returned by vendors as a request that their business be placed on the state vendor list.
RETENTION	See Comments
COMMENTS	Retain in the office until records are transferred to the deletion files of bidders applications.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0833-173
TITLE	Consulting Contracts
DESCRIPTION	Contracts with consultants for state purposes.
RETENTION	015 fisc yrs
COMMENTS	Retain records for 5 years in office files, then send the records to accessible storage for 10 years, then selectively dispose when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0835-173
TITLE	Contracts - Architecture
DESCRIPTION	Documents regarding services rendered to the state by architectural firms.
RETENTION	010 cldr yrs
COMMENTS	Retain records for 5 years in office then 5 years at off-site storage. After transfer to the archives, purging can be done by the archives staff with review by the Division of Purchases.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0836-173
TITLE	Contracts - Food Service
DESCRIPTION	Documents regarding the contracting of food services for state entities.
RETENTION	See Comments
COMMENTS	Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0837-173
TITLE	Contracts - Open-End
DESCRIPTION	Records documenting on-going transactions for supplies, services and equipment. These are flexible contracts: all agencies may acquire goods from vendors by using this agreement.
RETENTION	See Comments
COMMENTS	Retain in the central filing area until the contract expires and for 1 year after expiration, then transfer to off-site storage for 4 years and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0834-173
TITLE	Contract Vendor Awards
DESCRIPTION	Supplemental documents for one contracting officer's purchases from vendors.
RETENTION	002 fisc yrs
COMMENTS	Retain records for the current year in office files, 1 year at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0838-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records containing correspondence to and/or from the director of the Purchase division.
RETENTION	005 cldr yrs
COMMENTS	Retain in office files for 5 years then transfer to archives for purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0840-173
TITLE	Currently Active Computerized Food Purchase Items
DESCRIPTION	Documents regarding the state purchases of food for state entities.
RETENTION	See Comments
COMMENTS	Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0839-173
TITLE	Current Open-End Contracts - Pharmaceuticals
DESCRIPTION	Records documenting the on-going transactions and include correspondence, bids, contracts, and awards for pharmaceutical supplies, services and equipment.
RETENTION	See Comments
COMMENTS	These are the original documents for purchases, not copies. Retain in the office until the records are no longer current, then transfer to off-site storage for 4 years and until destruction is approved by the Attorney General's office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0842-173
TITLE	DA-110's Disposition of Property
DESCRIPTION	Pre-printed forms documenting property traded-in during the purchase of other equipment.
RETENTION	006 fisc yrs
COMMENTS	Retain records in office for 2 fiscal years then for 4 years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0843-173
TITLE	Deletion Files of Bidders Applications
DESCRIPTION	Records documenting the deletion of bidders applications and correspondence from the bidders applications files to inactive deletion files.
RETENTION	See Comments
COMMENTS	After removal from the bidders applications file retain for 5 years in the office as deletion files of bidders applications, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0844-173
TITLE	Energy Files
DESCRIPTION	Files documenting a special project on energy done by the Division of Purchases.
RETENTION	015 cldr yrs
COMMENTS	Retain records in office for 5 years then 10 years at off-site storage, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0845-173
TITLE	Expired Bond Listing
DESCRIPTION	List of expired bonds.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0846-173
TITLE	Informational Circulars
DESCRIPTION	Records of departmental and divisional formal policy statements issued by the Department of Administration or the Division of Purchases.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0847-173
TITLE	Monetary Guarantee Receipts and Ledgers
DESCRIPTION	Records containing receipts from vendors to acknowledge receipt of monetary guarantee and ledgers of returned monetary guarantee receipts.
RETENTION	006 fisc yrs
COMMENTS	Retain for 2 fiscal years in office files and 4 fiscal years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0848-173
TITLE	Official Records of the Committee on Surety Bonds and Insurance
DESCRIPTION	Records documenting the operation of the Committee on Surety Bonds and Insurance containing correspondence, minutes, contracts, policies, bids and surety bonds.
RETENTION	015 cldr yrs
COMMENTS	Retain for 5 years in the office and then transfer to accessible off-site storage for 10 more years, then to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0849-173
TITLE	Purchase Requests - Internal
DESCRIPTION	Completed, pre-printed forms used to record the actual purchases of equipment, services and supplies.
RETENTION	006 fisc yrs
COMMENTS	Retain records for 3 fiscal years in office, then 3 fiscal years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0850-173
TITLE	Quotations
DESCRIPTION	Records documenting one-time purchases by state entities. Also contains requests for bids, pre-bid specifications, bids, tab sheets, and all returned bids.
RETENTION	005 fisc yrs
COMMENTS	Retain current year plus 2 months from the date of closing in the central filing area, then to off-site storage for 3 years and 10 months, and then selectively dispose when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1985-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0851-173
TITLE	Reading Files
DESCRIPTION	Copies of correspondence sent to vendors, agencies, and other entities from the Purchases division.
RETENTION	005 cldr yrs
COMMENTS	Retain in office for 5 years then transfer to archives for purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0852-173
TITLE	Small Business Files
DESCRIPTION	Special project correspondence concerning the business that the state does with small businesses.
RETENTION	015 cldr yrs
COMMENTS	Retain in office for 5 years then for 10 years at off-site storage, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0853-173
TITLE	Vouchers - Purchase
DESCRIPTION	Records documenting agency requests for equipment, services, and supplies.
RETENTION	006 fisc yrs
COMMENTS	Retain for 3 fiscal years in office, 3 fiscal years at off-site storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-011
Department of Administration
Legal Services

SERIES ID	0008-173
TITLE	Attorneys' Opinion Files
DESCRIPTION	Opinions of attorneys in Chief Counsel's office on various subjects.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30 ; Revised 2015-01-23
K.A.R. NUMBER	53-2-068

SERIES ID	0010-173
TITLE	Civil Service Board Appeal Records
DESCRIPTION	Records document appellate actions brought before the Civil Service Board.
RETENTION	003 cldr yrs
COMMENTS	Contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See comments
RESTRICTIONS	K.S.A. 45-221(a)(3)(4)(11)(14)(20)(25)(30)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	1079-173
TITLE	Clemency records
DESCRIPTION	Electronic copies of original documents related to requests by penal inmates for clemency, including memoranda prepared for the Governor by Department of Administration, Office of Chief Counsel, once received by the Governor.
RETENTION	2 fisc yrs
COMMENTS	These are convenience copies maintained by the Department of Administration; record copies are sent to the State Archives by the Governor's office, per K.S.A. 75-104(c).
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-2707, K.S.A. 45-221(a)(1)(3)(14)(29)(30)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0940-173
TITLE	Labor Relations File
DESCRIPTION	Agency and subject file compiled on labor relations and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0953-173
TITLE	Legal Research Files
DESCRIPTION	Research compiled by staff and used to assist in policy and decision making.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0941-173
TITLE	Litigation Case Files
DESCRIPTION	Documents relating to individual litigation involving the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain in office 5 years after case is closed, then contact the archives for appraisal - if not accepted, then destroy.
DISPOSITION	See comments
RESTRICTIONS	KSA 45-221(a)(3)(4)(11)(14)(20)(25)(30)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0704-173
TITLE	Memoranda of Understanding or Agreement - Interagency
DESCRIPTION	Background material and formal agreements reached between state, local, and/or federal agencies.
RETENTION	See Comments
COMMENTS	Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions restricted per K.S.A. 45-221(a)(25)
APPROVED	2015-01-15
K.A.R. NUMBER	53-2-183

SERIES ID	0028-173
TITLE	Research Files - Chief Attorney
DESCRIPTION	General subject files are maintained for research purposes. Examples of the subjects include civil rights, discrimination, and equal rights.
RETENTION	See Comments
COMMENTS	Retain until no longer useful. Purging can be done by the attorney.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30 ; Revised 2015-01-23
K.A.R. NUMBER	53-2-070

Agency Number: 173-020
Department of Administration
Office of Information Technology Services

SERIES ID	0841-173
TITLE	DA 146-Specific Incidence Contracts
DESCRIPTION	Records documenting one-time orders from vendors for services, equipment or supplies.
RETENTION	See Comments
COMMENTS	Retain in office for 2 fiscal years then transfer these contracts to off-site storage and retain them for 5 years after the expiration of the lease, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Accounting Tech. Support & Planning

SERIES ID	0104-173
TITLE	A-Listings
DESCRIPTION	Computer printouts displaying the run cycle of batch jobs which have successfully run, as well as batch jobs which have not successfully run with error explanations.
RETENTION	002 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0105-173
TITLE	A-Listings for KIPPS Payroll
DESCRIPTION	Computer printouts displaying run cycles of batch jobs, both successful and unsuccessful, for use in the preparation of warrants for the KIPPS payroll system.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0106-173
TITLE	Billing Reports
DESCRIPTION	Computer printouts billing agencies for work processed by the Data Entry unit.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0107-173
TITLE	Blanks and Duplicates
DESCRIPTION	Handwritten log of duplicate warrants issued including an explanation of why a duplicate warrant was necessary.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0110-173
TITLE	CENPAY
DESCRIPTION	Computer printout documenting the day's beginning and ending warrant numbers for miscellaneous warrants.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0112-173
TITLE	Daily Activity Control Register
DESCRIPTION	Daily computer printout recording patches of vouchers received from Payroll which are to keyed into the MAPPER system.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0113-173
TITLE	Daily Activity Log
DESCRIPTION	Computer printout recording all jobs keyed, output or saved by the Data Entry unit and the time of day activity occurred.
RETENTION	002 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0114-173
TITLE	Daily Back-Up Tapes
DESCRIPTION	Magnetic tapes recording daily data entry performed by the Data Entry unit.
RETENTION	See Comments
COMMENTS	Retain tape for one week, erase, and then reuse the tape.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0115-173
TITLE	Data Entry Operator Statistics
DESCRIPTION	Computer printout documenting individual operator statistics and performance.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

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