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Kansas Records Retention Schedules

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Agency Code: 083 (Kansas Bureau of Investigation)

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Agency Number: 083-001
Kansas Bureau of Investigation
Director's Office
Director

SERIES ID 0002-000 
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 53-3-1 

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director

SERIES ID 0005-083 
TITLE Associate Director's Files 
DESCRIPTION Correspondence, reports, budgets, etc. relating to the operations and activities of the Associate Director. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0006-083 
TITLE Employment Background Investigations 
DESCRIPTION Application, background information form, credit history, criminal history records check, investigator's report, photographs, etc. relating to background investigations conducted by the KBI on gubernatorial appointments, DISC, Lottery and other state employees to ensure that the candidates qualify for sensitive positions. 
RETENTION 010 calendar years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4)(10) 5 USC sec. 552a & KSA 75-712 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director
Human Resources

SERIES ID 0007-083 
TITLE Pre-Employment Background Investigations 
DESCRIPTION Initial background investigations conducted by the KBI to determine an applicant's employment eligibility status. 
RETENTION See Comments 
COMMENTS Retain non-hired applicants files for 3 years, then destroy. Transfer hired employees to the appropriate Employee Personnel File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director
Legal Services

SERIES ID 0106-000 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-04 
K.A.R. NUMBER 53-3-1 

SERIES ID 0008-083 
TITLE Correspondence - General 
DESCRIPTION Incoming and outgoing letters and memoranda relating to inmates, sexual offenders and the Kansas Open Records Act. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0009-083 
TITLE DNA Reference Materials 
DESCRIPTION Correspondence, expert witness files, rules and regulations, motions and court orders, etc. relating to use of DNA as evidence in criminal proceedings. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0010-083 
TITLE Investigative Files - Legal Division 
DESCRIPTION Search warrants, subpoenas, PEN, wire taps, court orders, etc. relating to legal assistance during criminal investigations. 
RETENTION Destroy 
COMMENTS Retain until no longer useful, then destroy. Wire tap information must be maintained 10 years as required by state statute. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0022-000 
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 53-3-124 

SERIES ID 0031-000 
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 53-3-123 

SERIES ID 0012-083 
TITLE Working Files - General Counsel and Assistant Attorney General 
DESCRIPTION Correspondence, training materials, offender registration, etc. relating to the various activities of the General Counsel and Assistant Attorney General. 
RETENTION See Comments 
COMMENTS Retain until no longer useful or superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 083-002
Kansas Bureau of Investigation
Associate Director
Public Information Officer

SERIES ID 0110-000 
TITLE Clippings Files 
DESCRIPTION Newspaper clippings compiled regarding agency activities. 
RETENTION See Comments 
COMMENTS Retain until longer useful, then contact the archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-3-1 

SERIES ID 0086-000 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media. 
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 53-3-124 

SERIES ID 0113-000 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-3-1 

Agency Number: 083-003
Kansas Bureau of Investigation
Special Operations Division

SERIES ID 0013-000 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-10-17 
K.A.R. NUMBER 53-3-1 

SERIES ID 0014-000 
TITLE Grant Files - Unfunded 
DESCRIPTION Applications and supporting documentation relating to federal, state, and private grants submitted by agencies which were not funded. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-3-1 

SERIES ID 0024-000 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Formal agreements reached between state, local, and/or federal agencies. 
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 None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-3-1 

Agency Number: 083-003
Kansas Bureau of Investigation
Special Operations Division
Assistant Director

SERIES ID 0013-083 
TITLE Aircraft Files 
DESCRIPTION Titles, warranties, logs, correspondence, etc. relating to the legal ownership and maintenance of agency aircraft used for surveillance activities. 
RETENTION See Comments 
COMMENTS Retain according to federal forfeiture regulations and federal grant requirements. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0014-083 
TITLE Division Files 
DESCRIPTION Agent assignments, agent specialties, internal investigations, interagency correspondence, etc. relating to the operations of the division. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted. 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0015-083 
TITLE Working Files 
DESCRIPTION Drafts, reference materials, correspondence, etc. relating to the daily operations of the Assistant Director. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer appropriate documents to Division Files and destroy remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 083-004
Kansas Bureau of Investigation
Field Investigations Division

SERIES ID 0001-083 
TITLE Special Agents Investigation Files 
DESCRIPTION KBI investigative reports, other law enforcement agency reports, photographs, news clippings, field notes, copies of warrants, rap sheets, and fingerprints relating to cases investigated by special agents. 
RETENTION See Comments 
COMMENTS Retain in agency or Records Center for 70 years after case is closed, then transfer to State Archives 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 2010-10-28  ; Revised 2014-08-26
K.A.R. NUMBER 53-2-165 

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division

SERIES ID 0029-083 
TITLE Missing Children Information Clearinghouse Files 
DESCRIPTION Central clearinghouse established by KSA 75-712d to receive and disseminate National Crime Information Center (NCIC) information relating to missing children and maintained to locate those missing children. 
RETENTION See Comments 
COMMENTS Retain information until child is located, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0030-083 
TITLE Missing Persons Information System Files 
DESCRIPTION Central repository established by KSA 75-712b to receive and disseminate information from the National Crime Information Center (NCIC) and law enforcement agencies relating to persons who have been reported missing or unidentified deceased persons and maintained to compare reports of unidentified persons with reports of missing persons. 
RETENTION See Comments 
COMMENTS Retain information until individual is located, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Assistant Director

SERIES ID 0031-083 
TITLE Automated Fingerprint Identification System (AFIS) Project Files 
DESCRIPTION Records relating to the establishment of the automated fingerprint system designed to capture and store fingerprint images electronically. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0032-083 
TITLE Kansas Criminal Justice Information System (KCJIS) Project Files 
DESCRIPTION Records relating to the needs assessment, strategic plan, contracts, vendor files, correspondence, etc. establishing the KCJIS tool to assist law enforcement agencies across the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0033-083 
TITLE Law Enforcement Memorial Committee Files 
DESCRIPTION Minutes, notes, etc. relating to the establishment and maintenance of the law enforcement memorial. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Criminal History Record Section

SERIES ID 0021-083 
TITLE 10 Print Fingerprint Cards 
DESCRIPTION 10 print fingerprint cards used as the source document for any criminal investigations or maintained to verify employment eligibility status. 
RETENTION See Comments 
COMMENTS Retain electronic records permanently. Retain any hard copy until converted to electronic format and quality assurance check completed, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 75-712 
APPROVED 2008-11-05 
K.A.R. NUMBER 53-2-157 

SERIES ID 0022-083 
TITLE Criminal History Records Checks 
DESCRIPTION Form submitted to the KBI requesting a criminal history information record check. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Incident Based Reporting

SERIES ID 0034-083 
TITLE Kansas Arrest Reports 
DESCRIPTION Arrest reports submitted by law enforcement agencies and compiled by the KBI for statistical purposes and reporting to the Federal Bureau of Investigation. 
RETENTION See Comments 
COMMENTS Retain until data extracted for reporting purposes, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 75-712 & 45-221(a)(10) 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0023-083 
TITLE Law Enforcement Officers Killed or Assaulted Report 
DESCRIPTION Reports submitted by law enforcement agencies and compiled by the KBI releasing statistical information on the number of assaulted and/or law enforcement officers killed in the line of duty. 
RETENTION See Comments 
COMMENTS Retain until data extracted for reporting purposes, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0004-083 
TITLE Standard Offense Reports 
DESCRIPTION Reports submitted by local law enforcement agencies to the Kansas Bureau of Investigation on offenses occurring within jurisdictions as required by KSA 21-2501a(b). 
RETENTION See Comments 
COMMENTS Retain until data extracted for reporting purposes, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0024-083 
TITLE Supplemental Homicide Form 
DESCRIPTION Form submitted by law enforcement agencies for all homicides and compiled by the KBI for statistical purposes and reporting to the Federal Bureau of Investigation. 
RETENTION See Comments 
COMMENTS Retain until data extracted for reporting purposes, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Information Resource Management

SERIES ID 0025-083 
TITLE Criminal History Search Requests 
DESCRIPTION Transaction log of all criminal history search criteria entered by either law enforcement or the general public, and subsequent dissemination of criminal history record information. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0026-083 
TITLE Division of Motor Vehicles Drivers License Photos Database 
DESCRIPTION Database generated and maintained by the Division of Motor Vehicles is placed on the Kansas Criminal Justice Information Services (KCJS) website to speed access to drivers license information by law enforcement officers. 
RETENTION See Comments 
COMMENTS Division of Motor Vehicles is the official records custodian and the KBI displays the photographs on the KCJIS website for rapid access by law enforcement officers. 
DISPOSITION See Comments 
RESTRICTIONS 5 USC sec. 552a & KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

Agency Number: 083-005
Kansas Bureau of Investigation
ISD Division
Offender Registration

SERIES ID 0027-083 
TITLE Offender Registration Files 
DESCRIPTION Registration form and supporting documentation relating to sexual, violent, and drug offenders required to register in the state of Kansas and maintained to monitor their locations. 
RETENTION See Comments 
COMMENTS Retain electronic records for lifetime of offender. Retain any hard copies until converted to electronic format and quality assurance check completed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Some records restricted per KSA 22-4906, KSA 22-4909. 
APPROVED 2011-07-28 
K.A.R. NUMBER 53-2-168 

Agency Number: 083-006
Kansas Bureau of Investigation
Laboratory Division

SERIES ID 0035-083 
TITLE Laboratory Case Documentation 
DESCRIPTION Lab report, notes, instrumentation reports, physical evidence custody receipt, etc. relating to the examination of evidence by a KBI scientist. 
RETENTION See Comments 
COMMENTS Retain 2 years, transfer to the records center for 60 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) & KSA 75-712 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0038-083 
TITLE Laboratory DNA Databank Documentation 
DESCRIPTION Hit verification reports, notes, instrumentation reports, sample submission records, etc., relating to the profiling of offender samples by a KBI scientist. 
RETENTION See Comments 
COMMENTS Retain two years minimum based on space availability, transfer to the Records Center for 60 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS NDIS Operational Manual, K.S.A. 21-2511 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

SERIES ID 0036-083 
TITLE Quality Assurance Documentation 
DESCRIPTION Documentation maintained by the laboratory staff to ensure compliance with standards and adherence to procedures. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(10) & KSA 75-712 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0037-083 
TITLE State West Complex Moving Materials 
DESCRIPTION Variety of documents maintained by the Deputy Director of Laboratories relating to the feasibility of the KBI moving its headquarters to the State West Complex on the former Topeka State Hospital grounds. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

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