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Kansas Records Retention Schedules

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Agency Code: 000-001 (State General Retention and Disposition Schedule. Administrative)

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Agency Number: 000-001
State General Retention and Disposition Schedule
Administrative

SERIES ID 0228-000 
TITLE Administrative rules and regulations files 
DESCRIPTION Records related to the process of proposing administrative rules and regulations (KARs) for adoption. May include drafts and final copies of proposed, revised, and/or revoked regulations, correspondence, legislation and bills affecting creation of regulations, meeting minutes and sign-in sheets from public hearings, notices of meetings, tape recordings, and other related records. 
RETENTION See comments 
COMMENTS Maintain records in office for 3 years per KSA 77-421(c), or until regulation is revoked, whichever is longer. Transfer meeting minutes, drafts and final copies of regulations, and correspondence to the State Archives, destroy other documents. This retention and disposition schedule does not affect the Secretary of State's, Attorney General's, or Department of Administration's records created through their statutory review and filing responsibilities. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0004-000 
TITLE Agency Director's Files 
DESCRIPTION Correspondence, reports, budgets, etc. relating to the administration and operation of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted. 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0005-000 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0008-000 
TITLE Attorney General Opinions 
DESCRIPTION Opinions, letters of advice, copies of legislative bills, correspondence, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0009-000 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by Legislative Division of Post-Audit and other state and/or federal auditing agencies. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0015-000 
TITLE Board Packets 
DESCRIPTION Agenda, minutes, background information, etc. relating to meetings of a board or commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0016-000 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0017-000 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 through 518 and associated supporting documents. 
RETENTION 005 fisc yrs 
COMMENTS State Archives considers copies transferred through the Division of Budget to be the official record copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0022-000 
TITLE Committee Files 
DESCRIPTION Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0027-000 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0028-000 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0029-000 
TITLE Customer Surveys Forms 
DESCRIPTION Surveys compiled on customer satisfaction with the quality of service provided. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0131-000 
TITLE Governor's Proclamations 
DESCRIPTION Copies of proclamations issued by the Governor's Office related to various agency activities and functions. 
RETENTION 005 cldr yrs 
COMMENTS Governor's Office maintains the original copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0238-000 
TITLE Grant Files - Grants Applied for by State Agencies 
DESCRIPTION Applications, supporting documentation, correspondence, and other records relating to federal, state, and private grants applied for by a Kansas state agency. Includes both funded and unfunded/unaccepted grant application records. 
RETENTION See comments 
COMMENTS Retain 005 fiscal years after the end of the grant period, then transfer initial grant application and any annual and final reports to the State Archives; destroy the remaining documents. Destroy unsuccessful grant applications 005 fiscal years after notification application was not accepted. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0239-000 
TITLE Grant files - Grants Administered by State Agencies 
DESCRIPTION Records regarding the administration of grants awarded by a Kansas state agency to other state agencies and/or local entities. May include applications, correspondence, financial documentation, reports, and other related materials from managing individual grants. Also includes records related to the overall grant program administration, which may include but is not limited to drafts of materials, dissemination information, reference information, grant program rules and guidelines, and summary reports of program outcomes. 
RETENTION See comments 
COMMENTS Retain individual grant files until final reports are received and audits, if necessary, performed + 1 year, then destroy. Retain unfunded grant applications for 1 year after decisions made and appeals, if any, completed, then destroy. Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0052-000 
TITLE Hearing and Meeting Transcripts and Electronic Media Recordings 
DESCRIPTION Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted by the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0057-000 
TITLE Inter-Agency Work Orders 
DESCRIPTION Forms used to request and record the performance of services from another state agency. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0058-000 
TITLE Internal Memos - Policy Related 
DESCRIPTION Internal memos, e-mail, and other correspondence that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. Print out all electronic versions as issued and transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0059-000 
TITLE Internal Memos - Routine 
DESCRIPTION Internal memos, e-mail, or other correspondence which pertain to routine matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0062-000 
TITLE Kansas Public Disclosure Commission Statements of Substantial Interest 
DESCRIPTION Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-10-17 
K.A.R. NUMBER 53-2-090 

SERIES ID 0063-000 
TITLE Kansas Quality Management (KQM) Files 
DESCRIPTION Variety of documents relating to the planning, implementation, and documentation of KQM for the agency. 
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 0064-000 
TITLE Kansas Register Submissions 
DESCRIPTION Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices or other documents required by law to be submitted to the Kansas Register for publication. 
RETENTION See Comments 
COMMENTS Retain 1 year after publication, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0132-000 
TITLE Legal and Public Notices 
DESCRIPTION Announcements published in the Kansas Register and the official newspapers to notify the general public of legal matters. 
RETENTION 005 cldr yrs 
COMMENTS The Kansas Register is maintained permanently by the KSHS and the State Library. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0069-000 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills, drafts of legislation, notes, correspondence, testimony etc. relating 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 0070-000 
TITLE Lists of Outstanding Obligations 
DESCRIPTION Copies of DA forms 118 submitted to Division of Accounts and Reports to encumber funds from current fiscal year to pay for goods or services to be received during the following fiscal year. 
RETENTION 002 fisc yrs 
COMMENTS This series does not apply to Division of Accounts and Reports. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0071-000 
TITLE Litigation Case Files 
DESCRIPTION Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities. 
RETENTION See Comments 
COMMENTS Retain precedent-setting litigation records not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives for purging. Retain all other litigation records 5 years after case is closed, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426. Other restrictions may also apply for an individual agency. 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0074-000 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Formal agreements reached between state, local, and/or federal agencies. Includes correspondence and other materials related to the adoption of an agreement or any amendments. 
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 may be restricted pursuant to K.S.A. 45-221(a)(14)(20)(25). 
APPROVED 2015-03-26 
K.A.R. NUMBER 53-2-184 

SERIES ID 0075-000 
TITLE Minutes 
DESCRIPTION Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0076-000 
TITLE Organizational Charts 
DESCRIPTION Records documenting the agency's current organizational structure. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0084-000 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0088-000 
TITLE Professional Organizations Files 
DESCRIPTION Documents relating to membership/participation in professional organizations. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0095-000 
TITLE Records Management Records 
DESCRIPTION Documents related to the management of agency records including completed survey forms, inventories, schedules, and other miscellaneous materials such as correspondence or reference materials. 
RETENTION See Comments 
COMMENTS Retain survey forms, schedules, and inventories until superseded, then destroy. Contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-07-15 
K.A.R. NUMBER 53-2-097 

SERIES ID 0097-000 
TITLE Reorganization Studies 
DESCRIPTION Records documenting actual and proposed agency organizational structure. 
RETENTION 003 cldr yrs 
COMMENTS Retain in office 3 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0098-000 
TITLE Request for Access to Records 
DESCRIPTION Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0099-000 
TITLE Schedules - Office Activities 
DESCRIPTION Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activies, vehicles, meeting rooms, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy or delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-04-13 
K.A.R. NUMBER 53-2-123 

SERIES ID 0108-000 
TITLE Strategic Planning Files 
DESCRIPTION Variety of documents relating to the strategic planning process for the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful or superseded, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0246-000 
TITLE Training Records 
DESCRIPTION Correspondence, reports, and other records relating to the operation of agency sponsored training programs to external organizations and individuals.  
RETENTION See Comments 
COMMENTS Retain 5 calendar years or until superseded, whichever is sooner, then destroy. (See also Employee Training Records and Employee Training Course Materials) 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-01-19 
K.A.R. NUMBER 53-2-194 

SERIES ID 0118-000 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Travel and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0120-000 
TITLE Vehicle Operation Records 
DESCRIPTION Documents related to use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0130-000 
TITLE Work Orders and Logs 
DESCRIPTION Internal documents used to request and record requests for the performance of maintenance or other services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

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