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Kansas Records Retention Schedules

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Agency Code: 034-006 (Adjutant General's Department. Department of Facilities & Engineering)

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Agency Number: 034-006
Adjutant General's Department
Department of Facilities & Engineering

SERIES ID 0073-034 
TITLE Armory Statistics Files 
DESCRIPTION Records relating to statistics on the armories including square footage, county, year built, inventory value, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer hard copy to the archives and destroy electronic data. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0074-034 
TITLE Batch Transmittal Forms 
DESCRIPTION Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents. 
RETENTION See Comments 
COMMENTS Retain in conjunction with transmitted documents, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0075-034 
TITLE Bid Records 
DESCRIPTION Documents related to requests for proposals, bids, quotations, or estimates. 
RETENTION 005 fisc yrs 
COMMENTS See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0076-034 
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 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0077-034 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and maintenance to the physical plant of the agency - does not include Work Order and Logs (q.v.). 
RETENTION See Comments 
COMMENTS Retain a minimum of 3 years or until warranties are expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0078-034 
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 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0079-034 
TITLE Contract Specifications Files 
DESCRIPTION Specifications for armory repairs in excess of $2,000 which are required for the bid process and are used to inspect the sites. 
RETENTION See Comments 
COMMENTS Retain 5 years after contract has expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0080-034 
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 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0081-034 
TITLE Roof Drawings 
DESCRIPTION Drawings of the armories' roofs used as part of the overall plan to replace all flat roofs with standing seam metal roofs to improve security and durability. 
RETENTION See Comments 
COMMENTS Retain 10 fiscal years, then contact the State Archives for appraisal - if not accepted for transfer to the State Archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0082-034 
TITLE Storm Damage Files 
DESCRIPTION Documents relating to all types of storm damage assessments which occurred at armories across the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. This series exists both in hard copy and electronic format. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

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