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Kansas Records Retention Schedules

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Agency Code: 000-004 (State General Retention and Disposition Schedule. Facilities Management)

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Agency Number: 000-004
State General Retention and Disposition Schedule
Facilities Management

SERIES ID 0007-000 
TITLE Architectural Plans, Drawings, Maps, and Specifications 
DESCRIPTION Records documenting physical plant 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 per K.S.A. 45-221(a)(12) 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0018-000 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and other maintenance to the physical plant of the agency - does not include Work Orders and Logs. 
RETENTION See Comments 
COMMENTS Retain a minimum of 3 fiscal years or until warranty is expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0020-000 
TITLE Capital Improvement Projects Files 
DESCRIPTION Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0033-000 
TITLE Deeds for Real Estate 
DESCRIPTION Legal documents pertaining to the ownership of real property by state agencies. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0047-000 
TITLE Equipment Maintenance and Ownership Records 
DESCRIPTION Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc. 
RETENTION See Comments 
COMMENTS Retain for the life of the equipment, then transfer to new owner of equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0048-000 
TITLE Equipment Operation Records 
DESCRIPTION Documents related to the use of agency equipment (eg. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calculators, adding machines, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Equipment Ownership and Maintenance Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0060-000 
TITLE Inventory Records - Expendable Property 
DESCRIPTION Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0061-000 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, DA-87, DA-110, monthly inventory reports, computer reports from Department of Administration, internal documents, correspondence, copies of original purchase records, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2009-01-08 
K.A.R. NUMBER 53-2-158 

SERIES ID 0065-000 
TITLE Key Accountability Files 
DESCRIPTION Records relating to the issuance of keys, identification cards, building passes or similar instruments of access to agency facilities or equipment and maintained for accountability purposes. 
RETENTION See Comments 
COMMENTS Retain 3 years after superseded, date of termination or date of expiration, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0066-000 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain until superseded or inactive plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0073-000 
TITLE Material Safety Data Sheets 
DESCRIPTION Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility. 
RETENTION See Comments 
COMMENTS Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR 1910.1200. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0090-000 
TITLE Property Disposition Records - Non-Expendable 
DESCRIPTION Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0100-000 
TITLE Security Records 
DESCRIPTION Security logs, sign-in sheets, security camera footage, security activity reports, incident reports, etc. relating to security provided for agency buildings and grounds. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) See Atty Gen's Opinion 87-25. 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0101-000 
TITLE Security Reports - Routine 
DESCRIPTION Reports relating to routine incidents that do not require further investigation. 
RETENTION See Comments 
COMMENTS Retain 2 years after the date issued, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0119-000 
TITLE Vehicle Maintenance and Ownership Records 
DESCRIPTION Documents related to legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc. 
RETENTION See Comments 
COMMENTS Retain for life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

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