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Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-112 (Local Government Records. Juvenile Detention Facility)

Page 1 of 1 showing 31 records of 31 total, starting on record 1



Agency Number: 000-112
Local Government Records
Juvenile Detention Facility

SERIES ID 0005-112 
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 Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0006-112 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the facility: copies of invoices, correspondence, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0001-112 
TITLE Annual Statistics 
DESCRIPTION Compilation of variety of statistics including population, admissions, average age at admission, counties, reasons for commitment, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0007-112 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by state and/or federal auditing agencies. 
RETENTION 005 fisc yrs 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0008-112 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0009-112 
TITLE Bid Records 
DESCRIPTION Documents related to requests for proposals, quotations, or estimates. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0010-112 
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 Retain in office 5 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0011-112 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and other maintenance to the facility. 
RETENTION See Comments 
COMMENTS Retain records of minor maintenance activities for 3 fiscal years, then destroy. Retain records of major maintenance activates for 10 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0012-112 
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 Archive 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0013-112 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in a 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 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0014-112 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to inactive storage for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0015-112 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions. Includes supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0016-112 
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 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0017-112 
TITLE Employee Training Course Materials 
DESCRIPTION Record copy of manuals, syllabi, textbooks, and other training aids created for agency sponsored employee training programs. 
RETENTION See Comments 
COMMENTS Retain until training program is obsolete, then retain one copy of each manual, syllabus, and textbook permanently, destroy the remainder. See also Employee Training Records. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0018-112 
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 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0002-112 
TITLE Juvenile Files 
DESCRIPTION Admission form, intake form, evaluation and management plan, incident and grievance forms, etc. relating to the juveniles transferred to the facility until permanent placement arrangements are made. 
RETENTION See Comments 
COMMENTS Transfer to CD-ROM after juvenile transfer or release and retain for 15 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 38-1608 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0019-112 
TITLE Leave Requests 
DESCRIPTION Internal forms used to request and authorize the taking of leave by employees. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0020-112 
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 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0003-112 
TITLE Medical Files - Juveniles 
DESCRIPTION Lab reports, examination reports, medical history, etc. used to provide continuity of medical care for the youth. 
RETENTION See Comments 
COMMENTS Retain until student is discharged, then transfer to CD-ROM and retain 15 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(3) & 38-1609 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0021-112 
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 permanent storage. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0022-112 
TITLE Payroll Deduction Authorization Records - General 
DESCRIPTION Documents used to authorize various deductions from an employee's pay: Insurance enrollments, GHI enrollments, KPERS Annual Account Statements, dues deduction forms, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0023-112 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to permanent storage. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0024-112 
TITLE Postal Records 
DESCRIPTION Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0025-112 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then transfer 1 copy to permanent storage, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0026-112 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0027-112 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0004-112 
TITLE Shift Coverage Log 
DESCRIPTION Log maintained to record which cottage has single coverage, staff on duty, and staff shifting to ensure adequate coverage. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0028-112 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0029-112 
TITLE Vendor Files 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0030-112 
TITLE Visitors Logs 
DESCRIPTION Registers or logs used to record names of employees, outside contractors, service personnel and other visitors admitted to agency facilities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0031-112 
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 1998-04-16 
K.A.R. NUMBER 53-2-115 

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