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Kansas Records Retention Schedules

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Agency Code: 082-011 (Office of the Attorney General. Concealed Carry Division)

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Agency Number: 082-011
Office of the Attorney General
Concealed Carry Division

SERIES ID 0180-082 
TITLE Accounting Records - Concealed Carry 
DESCRIPTION License fees are entered into the state's accounting system known as SOKI (State of Kansas Interactive Internet Interfunds). A copy of the daily deposits receipt is printed from SOKI and retained as an accounting record. The applicant database also contains information relative to the payment of fees. 
RETENTION 3 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-7c06, KSA 22-4707, KSA 38-2326 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0181-082 
TITLE Administrative Hearing Tapes - Kansas Administrative Procedures Act 
DESCRIPTION Under the rules of the Kansas Administrative Procedures Act (KAPA) persons denied licensure, or licensees that are suspended or revoked, are entitled to an administrative hearing. The hearings are tape recorded so that a record is made of the proceedings. The tapes are retained by the concealed carry unit until all appeals have been completed.  
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(11), 75-7c06, KSA 22-4707, KSA 38-2326 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0182-082 
TITLE Instructor Files 
DESCRIPTION The Attorney General must certify qualified instructors to teach the required 8-hour concealed carry class for permit-seekers. Includes: applications, photos, criminal backgrounds, police credentials, and other documents indicating qualifications as firearms instructors as well as rosters of persons attending each instructor's classes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 38-2326 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0183-082 
TITLE Investigation Files 
DESCRIPTION Reports relating to an applicant or licensee's background are filed in that person's folder. Most often the background reports relate to supplemental information developed by an investigator during the application phase. Whenever an applicant is prosecuted for an offense related to the application, a prosecution summary report is placed in the applicant file along with all other supporting documents. Subsequent criminal investigations involving an applicant, licensee or certified instructor are managed as a separate case and a file is maintained in accordance with the agency's policies and practices for handling such matters. 
RETENTION Permanent 
COMMENTS As paper documents are scanned into system, paper is retained until quality assurance is performed, then destroyed. Digital images in system are retained permanently.  
DISPOSITION See comments. 
RESTRICTIONS KSA 75-7c06, KSA 22-4707, KSA 38-2326 
APPROVED 2011-07-28 
K.A.R. NUMBER 53-2-168 

SERIES ID 0184-082 
TITLE Kansas Department of Revenue Electronic Interface Reports 
DESCRIPTION The concealed carry licenses are closely linked to Kansas driver's licenses and ID cards. An electronic interface between the concealed carry unit and the Kansas Department of Revenue produces daily imports and exports of data relating to the management of applicants and licensees. The information contained in the imports and exports is printed and retained for reference. The printed reports contain a record of errors, corrections, address changes, licenses approved and issued. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-7c06, KSA 22-4707, KSA 38-2326 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0185-082 
TITLE License Files 
DESCRIPTION Initial and renewal applications, photos, certificate of training, fingerprint cards, background checks and other materials required in application for concealed carry permit.  
RETENTION Permanent 
COMMENTS As paper documents are scanned into system, paper is retained until quality assurance is performed, then destroyed. Digital images in system are retained permanently.  
DISPOSITION See comments 
RESTRICTIONS KSA 75-7c06, KSA 22-4707, KSA 38-2326 
APPROVED 2011-07-28 
K.A.R. NUMBER 53-2-168 

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