Kansas Records Retention Schedules
Results of Query:
Agency Code: 173 (Department of Administration)
Page 5 of 5 showing 93 records of 493 total,
starting on record 401
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Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Accounting Tech. Support & Planning
SERIES ID |
0116-173 |
TITLE |
DISC Computer Charges |
DESCRIPTION |
Documents relating to charges to the Technical Support Unit from DISC including a summary report of the distribution of charges. |
RETENTION |
002 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0117-173 |
TITLE |
DISC Maintenance Requests |
DESCRIPTION |
Forms printed for agency requesting the Technical Support unit for any change on computer programs. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0119-173 |
TITLE |
File History Tape Library |
DESCRIPTION |
Daily printout of magnetic tape inventory used for reference purposes, as well as a handwritten log of the magnetic computer tapes used daily. |
RETENTION |
003 days |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0120-173 |
TITLE |
Magnetic Tape Files of Jobs Completed by the Data Entry Unit |
DESCRIPTION |
Magnetic tapes containing the most recent copy of each data entry job keyed by the Data Entry unit. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer needed to back up data entry activity, then erase. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0121-173 |
TITLE |
MAPPER Record Data Costs |
DESCRIPTION |
Computer printout relating to DISC charges accrued by the unit for reports concerning various services, program charges, equipment and computer costs. |
RETENTION |
004 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0122-173 |
TITLE |
Paymaster Payroll Totals |
DESCRIPTION |
Semimonthly printouts recording total payroll deductions for each payroll system including totals for regular paymaster, federal system paymaster, KIPPS paymaster, Regent's & 682 system paymaster. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0123-173 |
TITLE |
Program Formats for Data Entry Jobs |
DESCRIPTION |
Computer printout detailing data elements of fields for data entry jobs performed by the Data Entry Unit. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0124-173 |
TITLE |
Run Documentation |
DESCRIPTION |
Computer printouts which document the actual programs operating on the UNISYS computer system. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0126-173 |
TITLE |
Savings Bonds Update Totals |
DESCRIPTION |
Monthly computer printout documenting the total amount of deductions for employees making savings bond purchases. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0127-173 |
TITLE |
Standard Processing Control Report |
DESCRIPTION |
Daily computer printout processing the warrants and listing warrant numbers and amounts. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0128-173 |
TITLE |
Title 19 Totals |
DESCRIPTION |
Computer printouts relating to the reconciliation of control totals and reports to show that the payroll for Title 19 programs (SRS) balance. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0129-173 |
TITLE |
Unit Inventory |
DESCRIPTION |
Computer printout documenting the on-hand inventory of office supplies. |
RETENTION |
004 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0130-173 |
TITLE |
Voided Warrants Ledger Books |
DESCRIPTION |
Ledger books recording voided warrants with explanations for each void. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0131-173 |
TITLE |
Vouchers - Purchase |
DESCRIPTION |
Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
SERIES ID |
0132-173 |
TITLE |
Warrant Register Totals |
DESCRIPTION |
Monthly computer printout relating to reconciliation of payroll systems with total amounts on time sheets. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1987-04-30
|
K.A.R. NUMBER |
53-2-070 |
Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Bureau of Administrative Services
SERIES ID |
0855-173 |
TITLE |
Agency Equipment Purchase File |
DESCRIPTION |
Copies of vouchers and supporting documentation relating to the purchases of telephone equipment made by state agencies. |
RETENTION |
010 fisc yrs |
COMMENTS |
Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0854-173 |
TITLE |
A T & T Equipment Billing File |
DESCRIPTION |
Records documenting the monthly equipment and service charges to each state agency from A T & T. |
RETENTION |
See Comments |
COMMENTS |
Retain until replacement equipment has been purchased, transfer to the records center for 2 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0856-173 |
TITLE |
Budget Preparation Files - Annual |
DESCRIPTION |
Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. |
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 |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0857-173 |
TITLE |
Budget Requests and Appeals - Annual |
DESCRIPTION |
Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0858-173 |
TITLE |
Certificate of Participation File |
DESCRIPTION |
Records documenting the administration of certificates of participation and purchases made with certificates of participation money. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0859-173 |
TITLE |
Certificates of Participation Payment Records |
DESCRIPTION |
Records documenting the receipt of equipment, permission to proceed with payment, and payment schedules. |
RETENTION |
See Comments |
COMMENTS |
Retain individual file for 2 years after the last payment date. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0861-173 |
TITLE |
Contracts for Equipment and Technical Services |
DESCRIPTION |
Contracts between DISC and vendors regarding the provision of equipment and technical services to the state of Kansas. |
RETENTION |
See Comments |
COMMENTS |
Retain until expiration of contract plus 5 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0862-173 |
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 |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence." |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0863-173 |
TITLE |
Directory File |
DESCRIPTION |
Records documenting the development of the state agency directory information for Southwestern Bell and KANS-A-N telephone directories. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0864-173 |
TITLE |
DISC Payment Vouchers |
DESCRIPTION |
Copies of documents used to order and pay for goods and services : DA forms 100 thru 109 and DA 120. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0865-173 |
TITLE |
DISC Systems Development Time Reports |
DESCRIPTION |
Hardcopy records documenting DISC charges to state agencies for systems development services. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series, destroy immediately. This series is now part of the KOMAND billing. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0866-173 |
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 |
1986-07-31
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0867-173 |
TITLE |
Employee Position Descriptions |
DESCRIPTION |
Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded plus 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0868-173 |
TITLE |
Inventory of Services and Equipment File |
DESCRIPTION |
Computer printout listing the services and equipment used by state agencies and leased from Southwestern Bell. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series, destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0869-173 |
TITLE |
KOMAND File - Microfiche |
DESCRIPTION |
Microfiched records which document the IBM KOMAND billings and equipment rental to all state agencies for IBM computer services. |
RETENTION |
020 fisc yrs |
COMMENTS |
Retain microfiche 20 fiscal years to satisfy federal auditing requirements. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0870-173 |
TITLE |
Monthly Accounting Reports |
DESCRIPTION |
Monthly computer printouts generated and received by the Administrative Services Bureau which deal with internal accounting information. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0871-173 |
TITLE |
Monthly Billing Reports - DISC |
DESCRIPTION |
Monthly computer printouts providing detail regarding the billing of agencies for DISC services. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0872-173 |
TITLE |
Overtime Logs |
DESCRIPTION |
Logs documenting overtime worked by individual employees on a daily, weekly, or monthly basis. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0873-173 |
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 |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0874-173 |
TITLE |
Program Documentation/Source Code Listing |
DESCRIPTION |
Records documenting, in human-readable form, the description of computer programs that are on computer disk used for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain as long as relevant data is preserved. Once the computer program function has ceased, save the paper documentation for 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0876-173 |
TITLE |
Requests for Services from Systems Development |
DESCRIPTION |
Completed pre-printed forms documenting work requested from and work performed by the Systems Development Section of DISC. |
RETENTION |
004 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0875-173 |
TITLE |
Requests for Services from Systems Development |
DESCRIPTION |
Completed, pre-printed forms documenting work requested from and work performed by the Systems Development section of DISC. |
RETENTION |
004 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0877-173 |
TITLE |
Systems Development Correspondence File |
DESCRIPTION |
Records documenting general correspondence between the assistant deputy director of Systems Development and others concerning the set up of computer systems. |
RETENTION |
006 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0878-173 |
TITLE |
Systems Development Timekeeping Report |
DESCRIPTION |
Reports used by the assistant director of the Systems Development Section to monitor programmers' time spent on the various projects. |
RETENTION |
002 cldr yrs |
COMMENTS |
Billing data similar to reports kept on COM microfiche (KOMAND billing file). |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0882-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. |
RETENTION |
020 fisc yrs |
COMMENTS |
Microfiche, then retain hard copy in office 1 fiscal year, transfer to the records center for 1 fiscal year, then destroy. Retain microfiche 20 fiscal years to satisfy federal auditing requirements, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0881-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Micrographic record of billing information from all KANS-A-N calls made by state agencies. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0879-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Computer printouts and "4 x 8" billing cards which document toll charges to state agencies by Southwestern Bell and A T & T. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0880-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Completed, pre-printed forms and related documents summarizing telephone bills (line charges and services charges) of state agencies. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0883-173 |
TITLE |
Timesheets - DISC |
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 |
See also Leave Requests. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0884-173 |
TITLE |
Vouchers - Receipts |
DESCRIPTION |
Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Bureau of Information Services
SERIES ID |
0885-173 |
TITLE |
5081 Computer Cards - Aid to Indigent Defendants |
DESCRIPTION |
Computer cards used to record the Aid to Indigents Defense database and source documents providing a summary of the expenditures. |
RETENTION |
See Comments |
COMMENTS |
Retain the beginning of the fiscal year and the accumulation during the fiscal year in the DISC office. At the end of the fiscal year send the entire accumulation to the agency. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0886-173 |
TITLE |
5081 Computer Cards - Back Up Information |
DESCRIPTION |
Computer cards used as the back up for source documents of KPERS and the Corporation Commission. |
RETENTION |
See Comments |
COMMENTS |
Retain cards until 3 months of information has been place on backup magnetic tape then destroy the cards. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0888-173 |
TITLE |
Adds, Changes, Deletes to UCC1 |
DESCRIPTION |
Completed, pre-printed forms submitted by agencies that are used in updating the Tape Management System. |
RETENTION |
006 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0889-173 |
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 |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0890-173 |
TITLE |
Equipment Downtime Summary Reports |
DESCRIPTION |
Daily updated electronic records documenting downtime on equipment and software which is down in the central site computing area. |
RETENTION |
See Comments |
COMMENTS |
Retain while equipment is active and for 3 years after equipment is deactivated and out of DISC's control. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0891-173 |
TITLE |
Information Center Software |
DESCRIPTION |
Software provided by the center to state agencies for their use. |
RETENTION |
See Comments |
COMMENTS |
Retain until improved software is available. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0892-173 |
TITLE |
Information Management Detail Reports |
DESCRIPTION |
Reports regarding central site computing equipment giving a daily report of computer equipment, software activity and problems. |
RETENTION |
See Comments |
COMMENTS |
Retain for the life of the equipment plus 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0893-173 |
TITLE |
Operating Systems - MVS |
DESCRIPTION |
Records related to the development, implementation, modification, and use of computer programs and systems. |
RETENTION |
See Comments |
COMMENTS |
Retain and dispose of in conjunction with associated computer programs and systems. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0894-173 |
TITLE |
Production Unit Shift Logs |
DESCRIPTION |
Daily logs completed by shift personnel on the events that occurred during their shift. |
RETENTION |
003 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0895-173 |
TITLE |
Requests for Job Submission to DISC Production Control Section |
DESCRIPTION |
Completed, pre-printed forms submitted by agencies requesting the Production Control Section to perform work. (Some agency work is scheduled by pre-established schedule.) |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0896-173 |
TITLE |
System Channels to I/O Devices Configurations - IBM Systems |
DESCRIPTION |
Records related to the development, implementation, modification, and use of computer programs and systems. |
RETENTION |
See Comments |
COMMENTS |
Retain and dispose of in conjunction with associated computer programs and systems. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0897-173 |
TITLE |
System Channels to I/O Devices Configurations - Sperry System |
DESCRIPTION |
Records related to the development, implementation, modification, and use of computer programs and systems. |
RETENTION |
See Comments |
COMMENTS |
Retain and dispose of in conjunction with associated computer programs and systems. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0898-173 |
TITLE |
Tape Management System - (UCC1) |
DESCRIPTION |
Software system and database documents which directs the maintenance of computer tapes listing the current status of the tape library. |
RETENTION |
See Comments |
COMMENTS |
Database is stored on computer and should be retained permanently. Daily printouts are also generated and are to be retained for current day plus 5 prior days. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0899-173 |
TITLE |
TEARS: Terminal Equipment Activity Reports |
DESCRIPTION |
Series of reports concerning maintenance activity associated with terminal equipment installed in the field providing a history of equipment on the UNIVAC and IBM systems, and used for billing. |
RETENTION |
See Comments |
COMMENTS |
Retain a history on equipment for 4 years. Deactivated equipment information is taken out of the active file and placed in a deactivated file within the computer and maintained permanently. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-068 |
SERIES ID |
0900-173 |
TITLE |
User Availability of Hardware and Sperry System Software Reports |
DESCRIPTION |
Daily reports that provide information on up time on software and hardware for both the IBM and Sperry systems which also provide cumulative monthly and yearly data. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0901-173 |
TITLE |
User File - Computer Operations Section |
DESCRIPTION |
Records documenting the interaction between the assistant director of the Computer Operations Section and various state agencies. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0902-173 |
TITLE |
Vendor File - Computer Operations Section |
DESCRIPTION |
Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0903-173 |
TITLE |
Worksheets for Rate Development |
DESCRIPTION |
Records used to document the development of a rate structure for charges to be made to state agencies for DISC services. |
RETENTION |
004 fisc yrs |
COMMENTS |
Retain longer if audit has not occurred. Destroy after audit is complete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Bureau of Telecommunications
SERIES ID |
0904-173 |
TITLE |
Agency Equipment Form |
DESCRIPTION |
Copies of DA form 2733 used to maintain agencies' equipment records. |
RETENTION |
003 months |
COMMENTS |
Originals in the Monthly Billing Records in the Bureau of Administrative Services. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0905-173 |
TITLE |
Budget Files |
DESCRIPTION |
Working files containing copies of the bureau's budgets and any supporting documentation. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. Originals are in the Bureau of Administrative Services. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0906-173 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Incoming and outgoing letters and memoranda documenting interaction between the Telecommunications Bureau and other state agencies. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 1 calendar year, transfer to the records center for 4 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0907-173 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Incoming and outgoing letters and memoranda regarding the Telecommunications Bureau's interaction with entities other than state agencies. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0908-173 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Incoming and outgoing letters and memoranda documenting interaction between the Telecommunication Network Operations Section and state agencies. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain in office 2 years, transfer to the records center for 4 years, then transfer to the archives. Supersedes general schedule requirements for "Correspondence." |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0909-173 |
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 |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0910-173 |
TITLE |
Inventory of Service and Equipment by Agency |
DESCRIPTION |
Computer listing of service and equipment used by state agencies owned and leased by Southwestern Bell. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series, destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0911-173 |
TITLE |
Kansas Telephone Directories for State Agencies - Outdated File |
DESCRIPTION |
Records documenting state agencies requests for free telephone directories. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series, destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0912-173 |
TITLE |
Long Distance Charges for State Agencies |
DESCRIPTION |
Copies of monthly reports detailing individual charges for state agencies. |
RETENTION |
003 months |
COMMENTS |
Originals in the Bureau of Administrative Services. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0913-173 |
TITLE |
Other Charges and Credits Files |
DESCRIPTION |
Documents relating to monthly additions or deletions made to each agency's portion of the basic Southwestern Bell bill. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0914-173 |
TITLE |
Request for Proposal File |
DESCRIPTION |
Studies prepared by the telecommunications engineer regarding the design and installation of telephone systems for state agencies. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0915-173 |
TITLE |
Request for Proposal File - Centrex System |
DESCRIPTION |
Studies prepared by telecommunications staff members in the Centrex management section regarding the design and installation of telephone systems for state agencies in the Topeka area. |
RETENTION |
See Comments |
COMMENTS |
Retain while current plus 1 year after any installation has been completed and checked, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0916-173 |
TITLE |
Shared Data Circuit Billing Files |
DESCRIPTION |
Documents related to billing state agencies for costs associated with the circuitry that ties outlying state agencies with the Capitol Complex area. |
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 |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0917-173 |
TITLE |
Southwestern Bell Billing Ledger |
DESCRIPTION |
Completed, pre-printed forms containing cost information drawn from bills received from Southwest Bell listed by agency and line numbers. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0920-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Current fiscal year billing and work order records maintained to monitor telecommunications usage by state agencies. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0918-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Copies of monthly computer printouts received from Southwestern Bell regarding line charges which provide a summary of the individual bills received by each agency. |
RETENTION |
003 months |
COMMENTS |
Originals are in the Bureau of Administrative Services. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0921-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Monthly computer printout regarding errors in KANS-A-N billing that require correction. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain in office 2 years, transfer to the records center for 4 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0922-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Copies of records providing a monthly summary of KANS-A-N line charges consisting of computer printouts, DA forms, and 4" x 8" billing cards from Southwestern Bell and A T & T. |
RETENTION |
003 months |
COMMENTS |
Originals are in the Bureau of Administrative Services. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0919-173 |
TITLE |
Telephone Billing Records |
DESCRIPTION |
Copies of telephone service requests sent to A T & T and Southwestern Bell to make changes in agency telephone systems. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0923-173 |
TITLE |
Topographical, Aerial, Architectural Maps |
DESCRIPTION |
Maps and drawings which are used to assist Telecommunications engineers with site and area planning. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0924-173 |
TITLE |
Vouchers - Purchase |
DESCRIPTION |
Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Director's Office
SERIES ID |
0925-173 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Correspondence file documenting interaction between the DISC director's office and persons and organizations inside and outside of DISC. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 5 calendar years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0926-173 |
TITLE |
Legislative Committee File - DISC Director |
DESCRIPTION |
Records documenting the interaction between DISC legislation and research and legislative committees. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0927-173 |
TITLE |
Topical File - DISC Director |
DESCRIPTION |
Files containing mainly reference material including correspondence between the director of DISC and associations, consultants, and other states. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
Agency Number: 173-020
Department of Administration
Office of Information Technology Services
Information Resource Management
SERIES ID |
0928-173 |
TITLE |
Agency Information Technology Plans |
DESCRIPTION |
State agency-prepared plans regarding the agency's plans for subsequent fiscal year information technology. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0929-173 |
TITLE |
Approval Letters |
DESCRIPTION |
Records documenting requests from state agencies for equipment, software and hardware, and DISC approval on those requests. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0930-173 |
TITLE |
Audit Files - DISC |
DESCRIPTION |
Files documenting electronic audits done by DISC of data processing center in the state in accordance with KSA 75-4708(c). |
RETENTION |
See Comments |
COMMENTS |
Retain audit reports and working papers until agency is audited by legislative post-audit or an outside auditor. Dispose of working papers, then send audit reports to the archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0931-173 |
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 |
005 fisc yrs |
COMMENTS |
Retain in office 3 fiscal years, transfer to the records center for 2 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence." |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
|
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0932-173 |
TITLE |
Information Resource Managers Agency Files |
DESCRIPTION |
Files documenting interaction between Information Resource Managers and their assigned agencies. |
RETENTION |
004 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
SERIES ID |
0933-173 |
TITLE |
Special Studies - DISC BIRM |
DESCRIPTION |
Studies prepared by IRM's in response to legislative requests, security issues, etc. Some studies become important for the development of the master plan. |
RETENTION |
006 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1986-07-31
|
K.A.R. NUMBER |
53-2-067 |
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