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Kansas Records Retention Schedules

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Agency Code: 173 (Department of Administration)
Search Type: State Records

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Agency Number: 173-001
Department of Administration
Office of the Secretary

SERIES ID 0018-173 
TITLE Governor's Fellow Program Records 
DESCRIPTION Records concern the Governor's internship program which places administrative interns in various state agencies. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0039-173 
TITLE Unclassified Position Appointments Made by the Governor 
DESCRIPTION Records contain various documents which pertain to the filling of unclassified positions by the Governor. 
RETENTION See Comments 
COMMENTS Retain in the office for the term of the Governor and then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

Agency Number: 173-001
Department of Administration
Office of the Secretary
ADA Coordinator

SERIES ID 1046-173 
TITLE ADA Coordinator Grievance Files 
DESCRIPTION Documents relating to the ADA coordinator's investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 3 fiscal years after case is closed, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) until case is closed 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports

SERIES ID 1080-173 
TITLE Agency Service Desk Requests 
DESCRIPTION Documentation of agency service requests and central response/resolution provided for issues submitted via service desk ticket. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Accounting Control Unit

SERIES ID 0042-173 
TITLE Claims Files 
DESCRIPTION Claims that are filed against the state for payments under K.S.A. 46-920 to 46-925. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

SERIES ID 0044-173 
TITLE Joint Committee Claims Against the State 
DESCRIPTION Claims files against the state and processed by a special committee on claims under K.S.A. 46-913. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Financial Integrity Team

SERIES ID 0087-173 
TITLE Schedule - Office Activities 
DESCRIPTION Annual report prepared by the federal reporting team and sent to the U.S. Bureau of Census to satisfy requests for information made by the census bureau. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-07-16 
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Accounting Control & Services Sect.
Fiscal Services Unit

SERIES ID 0095-173 
TITLE Capitol Complex Building Purchase Records 
DESCRIPTION Records contain documents and contracts regarding the purchase of Capitol Complex buildings. 
RETENTION 050 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-07-16  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-071 

SERIES ID 0098-173 
TITLE Fiscal Records - Governor's Office 
DESCRIPTION Documents regarding all fiscal activities of the Office of the Governor: vouchers, inventory, payroll, accounting reports, warrant register printouts, daily, monthly, and annual accounting system reports, etc. 
RETENTION See Comments 
COMMENTS Retain until expiration of current terms plus 3 years. (See KSA 75-104) 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 75-104 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administration
Setoff Team

SERIES ID 0506-173 
TITLE Setoff Records 
DESCRIPTION Documents relating to the recoupment of funds owed to the state by administratively garnished payments and accounts receivable write-off requests made to individuals for refunds, payroll, unemployment, etc. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-10-29 
K.A.R. NUMBER 53-2-072 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Administrative Services Section
Municipal Services Team

SERIES ID 0236-173 
TITLE Social Security Business Files 
DESCRIPTION Documents relating to the social security coverage (218 agreement) of municipal entities. These agreements are social security contracts with the federal government. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Appropriations/Master Lease Team

SERIES ID 1014-173 
TITLE 1099 Records 
DESCRIPTION Copies of 1099 forms and supporting documentation filed with the Internal Revenue Service. 
RETENTION 007 cldr yrs 
COMMENTS Returned paper copies are retained; Full file is stored electronically.  
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(1) and 5 USC Sec. 552a 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0139-173 
TITLE Excise Tax Refund Copies 
DESCRIPTION Copies of federal forms 720 (Quarterly Excise Tax Return) filed with the IRS. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Accounting Services
Financial Integrity Team

SERIES ID 0158-173 
TITLE Annual Financial Report 
DESCRIPTION Report providing the financial position and operations of the various funds and the general long term obligation of the State for a particular fiscal year. K.S.A. 75-3735. 
RETENTION 005 fisc yrs 
COMMENTS Transfer to archives annually and retain on website for 5 years.  
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0159-173 
TITLE Annual Financial Report - Work Papers 
DESCRIPTION Schedules, accounts analyses, and other documents used to prepare the annual financial report. Including benefit, canteen, trust funds reconciliation reports and statements; investment reconciliation of trust funds; all local bank accounts statements and reconciliations; agency submitted DA-XX forms for accounts receivable, capital assets, legal liabilities, other liabilities, non-monetary transactions, construction commitments, pollution remediation, service concession arrangements, SEFA, and all other CAFR workpapers.  
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Central Services Team
Fiscal Services Unit

SERIES ID 0099-173 
TITLE Fiscal Records - Lt. Governor's Office 
DESCRIPTION Documents and records regarding fiscal activities of the Lieutenant Governor's office. Includes vouchers, personnel files, payroll, monthly and annual CASK reports, printouts, and office inventory. 
RETENTION See Comments 
COMMENTS Retain until expiration of current term plus three years. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1987-07-16  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-071 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Director, Office of the

SERIES ID 0188-173 
TITLE Policy Files - Statewide Permanent Agency and Subject Files 
DESCRIPTION Correspondence, reports, directives, policy statements, and other documents related to division and department policy that have been extracted from Agency Correspondence & Misc. Subject Files series. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Financial Integrity Team

SERIES ID 0103-173 
TITLE Kansas Register Submission Certification 
DESCRIPTION Copy of submission form and work papers prepared by the staff for publication in the Kansas Register as required by KSA 65-34,117(b). 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Municipal Accounting Section
Office Review Unit

SERIES ID 0224-173 
TITLE Audit Reports of Kansas Municipalities 
DESCRIPTION Audits prepared by independent auditors and filed with the Division of Accounts and Reports in conformity with Kansas Statutes. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2003-04-10  ; Revised 2017-01-03
K.A.R. NUMBER 53-2-134 

SERIES ID 0213-173 
TITLE Budgets - Kansas Municipalities 
DESCRIPTION Budgets and related documents filed with the Division of Accounts and Reports in conformity with Kansas Statutes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10  ; Revised 2017-01-03
K.A.R. NUMBER 53-2-134 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Payroll

SERIES ID 1074-173 
TITLE Court Ordered Withholding (COWs) 
DESCRIPTION Accounting records, remittance data, and document files for all court ordered withholdings including Chapter 60 and 61 garnishments, Income Withholding Orders, bankruptcy wage earner plans (WEP), IRS levies, and Federal student loan garnishments (CNG). 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1075-173 
TITLE Federal Forms 1042 
DESCRIPTION Forms and supporting documentation relating to Internal Revenue Service forms 1042. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1051-173 
TITLE Federal W-2 and W-2C Reports 
DESCRIPTION W-2 and W-2C forms required to be filed with the Federal Internal Revenue Service. 
RETENTION 007 cldr yrs 
COMMENTS Returned paper copies retained until April 15th then destroy; Full file is stored electronically.  
DISPOSITION See Comments 
RESTRICTIONS K.S.A..45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1076-173 
TITLE Income Withholding Orders (IWOs) for Terminated Employees 
DESCRIPTION Income withholding orders generated on terminated state employees. 
RETENTION 007 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1077-173 
TITLE Payroll System Control and Balancing Reports 
DESCRIPTION Variety of reports, work papers, queries, etc. relating to separate payroll accounts including but not limited to KPAY018, KPAY224, KREGPAY3, KPAYTRS1, Balance payroll to accounting spreadsheet, Cycle Balancing Spreadsheets, Paycycle Reports, Regent edits and work papers, direct deposit balancing work papers and KPay210 EFT. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2017-04-15
K.A.R. NUMBER 53-2-147 

SERIES ID 1054-173 
TITLE SHaRP Paycheck Data by Employee 
DESCRIPTION KPAYSUM Report containing individual state employee paycheck information. 
RETENTION 008 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(4) 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 1044-173 
TITLE W-2 and W-2C Workpapers 
DESCRIPTION Moving Expense Listing, Year End Verifying Reports, Negative Amounts, Deferred Compensation Analysis, VTSA Analysis, Form Totals, Sample Test W-2 prints, etc. relating to the supporting documentation for federal W-2 and W-2C forms. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

Agency Number: 173-002
Department of Administration
Division of Accounts and Reports
Systems and Procedures Section

SERIES ID 0492-173 
TITLE Forms Library 
DESCRIPTION Records regarding forms revisions for statewide financial and accounting policies issued by the Department of Administration.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

SERIES ID 0505-173 
TITLE Policy and Procedures Manual Filings 
DESCRIPTION Records regarding statewide financial and accounting policies issued by the Department of Administration.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Administration Section

SERIES ID 0509-173 
TITLE Annual Budgets - Division of Architectural Services 
DESCRIPTION Agency copies of budgets submitted by the division. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0510-173 
TITLE Architectural/Engineering Contracts and Ancillary Technical Services Contracts 
DESCRIPTION Records documenting the legal agreement between Architectural Services and private contractors. These are also referred to as architectural service contracts. 
RETENTION See Comments 
COMMENTS Retain for 20 years after the completion of contractors work, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0511-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records documenting general correspondence received and generated by the division director and section directors. 
RETENTION 004 fisc yrs 
COMMENTS After office retention period transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0512-173 
TITLE EDA (Economic Development Administration) Project File 
DESCRIPTION Records documenting state construction projects funded by the federal EDA. 
RETENTION 005 cldr yrs 
COMMENTS After office retention period transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0513-173 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Records document all current personnel transactions regarding Division of Architectural Services employees. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Arch./Eng./Interior Design Section

SERIES ID 0514-173 
TITLE Architectural Program Files 
DESCRIPTION Records documenting the development of the formal specifications and tracings. 
RETENTION 006 cldr yrs 
COMMENTS This file contains some material that will go into the construction records file. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0515-173 
TITLE Consultant Planning Files - Mechanical Engineering Unit 
DESCRIPTION Records documenting the interaction between mechanical engineering unit staff and private architectural consultants hired outside of the state system. 
RETENTION See Comments 
COMMENTS Retain in office files until the project is completed, transfer to off-site storage for 3 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0516-173 
TITLE Engineering Working File 
DESCRIPTION Records documenting the calculations done on specific projects by the divisions mechanical engineering staff. 
RETENTION 010 cldr yrs 
COMMENTS After the retention period in the office, dispose of at the discretion of the engineer. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0517-173 
TITLE Interiors Projects 
DESCRIPTION Records documenting the specific activities of the interior design unit. 
RETENTION 006 cldr yrs 
COMMENTS Retain in office for 1 year and office storage for 5 yrs. then transfer to off-site storage until no longer useful. Then transfer to archives for purging. The majority of the files are filed in or with the construction records file. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Attorney's Office

SERIES ID 0518-173 
TITLE Attorney File - Civil Service Board and Construction Problems 
DESCRIPTION Records regarding Civil Service Board and construction problems, and their resolution by the staff attorney. 
RETENTION See Comments 
COMMENTS Retain in office for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0519-173 
TITLE Attorney's Files 
DESCRIPTION Records regarding construction problem resolution by the attorney of the division. 
RETENTION See Comments 
COMMENTS Retain in office area for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to state archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Capitol Complex/Space Mgmt. Section

SERIES ID 0520-173 
TITLE 1981-86 Space Working Papers 
DESCRIPTION Background documents used for preparation of a space management report entitled "1981-86 Space". 
RETENTION See Comments 
COMMENTS It is recommended that these records be disposed of immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0521-173 
TITLE Analysis of Space Use Report Working Papers 
DESCRIPTION Background documents used for the development of space management standards. 
RETENTION See Comments 
COMMENTS Retain until 1989, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0522-173 
TITLE Capitol Complex Building Files 
DESCRIPTION Records documenting the activities and the problems that have occurred in buildings within the Capitol Complex, in Department of Administration-owned buildings. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then selectively purge material at the discretion of the Capitol Complex engineer/architect. Transfer purged material to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0523-173 
TITLE Construction Files for Capitol Complex Buildings 
DESCRIPTION Records documenting all construction and renovation activities done on Capitol Complex buildings. 
RETENTION See Comments 
COMMENTS Retain in office for 11 years transfer to office storage for retention until disposal of the building except for items purged by Capitol Complex engineer/architect upon their discretion. Upon disposal of the building transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0524-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records documenting the on-going Capitol Complex activities. 
RETENTION See Comments 
COMMENTS Retain in office until disposal of the building. Purging can then be done by the Capitol Complex engineer/architect. Transfer remaining records to the state archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0526-173 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Records documenting the interaction between this state agency and each leasing individual concerning the leasing of a building. 
RETENTION See Comments 
COMMENTS Retain in the office as long as the lease is active, then destroy upon expiration of the lease. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0525-173 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Records documenting leases between the state and private individuals who are leasing buildings to the state. 
RETENTION See Comments 
COMMENTS Retain the copy of the lease in the office while it is active and then for 5 years after expiration in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0527-173 
TITLE Prior Space Management Studies 
DESCRIPTION Space studies prepared by Governors planning section and the Division of Planning and Research. 
RETENTION See Comments 
COMMENTS Retain in office storage until no longer useful, and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0528-173 
TITLE Special Projects File 
DESCRIPTION Records documenting the activities of state special projects personnel and associate engineers on projects requiring special approval by the legislature. 
RETENTION 031 cldr yrs 
COMMENTS Retain in office files for 11 years and 15 years in off-site storage then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Construction Administration Section

SERIES ID 0529-173 
TITLE Engineering Unit Correspondence Files and Site Visit Notes - Active and Inactive 
DESCRIPTION Correspondence concerning state construction projects, site visit notes, and reports. 
RETENTION See Comments 
COMMENTS Retain in office for 5 years then transfer to off-site storage for 15 years, then transfer to state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0530-173 
TITLE Test and Balance Reports 
DESCRIPTION Reports created by a contractor explaining the heating, ventilating, and electrical systems on projects overseen by this agency. 
RETENTION See Comments 
COMMENTS Retain in office for 10 years after completion of the project then transfer to off-site storage for 40 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Documents Section

SERIES ID 0531-173 
TITLE Capitol Area Architectural Study 
DESCRIPTION Records containing material regarding a 1968 privately contracted study of state space needs in the Capitol Complex area. 
RETENTION See Comments 
COMMENTS These records are needed for future planning and should be retained in the office until no longer useful, and then transferred to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0532-173 
TITLE Construction Records File 
DESCRIPTION Records documenting all aspects of the construction of individual projects from their initiation to completion. 
RETENTION See Comments 
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0533-173 
TITLE Construction Tracings and Specifications 
DESCRIPTION Tracings graphically describe any state construction project. Specifications are written descriptions of all aspects of work to be done on state construction projects. 
RETENTION See Comments 
COMMENTS Retain in construction tracings and specifications in office storage until the particular building is disposed of, and then transfer with the building or to the state archives for permanent retention. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0534-173 
TITLE Shop Drawings 
DESCRIPTION Documents furnished by the contractor to the state architect/engineer for approval. Drawings show that the contractor understands what the architect or agency wants. 
RETENTION See Comments 
COMMENTS Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. Copy w/ agency that has building. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0535-173 
TITLE Soil Investigation Reports 
DESCRIPTION Reports documenting tests and findings of soil investigations done by geologists who were under state contract. 
RETENTION Permanent 
COMMENTS These records are the original reports. Information from these reports are incorporated into other files and reports. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-003
Department of Administration
Architectural Services Division
Planning & Management Section

SERIES ID 0536-173 
TITLE Architect Eligibility Files 
DESCRIPTION Records documenting names, addresses, and statements of qualifications of architects and architectural firms approved by the state to qualify for state construction projects. 
RETENTION See Comments 
COMMENTS Retain files from March until the following March, then transfer to archives for purging. KSA 75-1250 legislation maintains that these records have an annual turnover. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0537-173 
TITLE Division of Architectural Services Planning Files - Active, Semi-Active, Inactive 
DESCRIPTION Records documenting the management of projects through the planning phase including all the developmental work done before specifications and tracings are created. 
RETENTION See Comments 
COMMENTS Retain active and semi-active records in office area until the project is complete, then sent the inactive file to off-site storage for 20 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0538-173 
TITLE Engineering Eligibility Files 
DESCRIPTION Records documenting names, addresses, statements of qualifications of engineers and engineering firms approved by the state to qualify for state construction projects. 
RETENTION See Comments 
COMMENTS Retain files from March until the following March, then transfer to the state archives for purging. KSA 75-5802 legislation maintains that these records have an annual turnover. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0539-173 
TITLE Estimating Budgets File for Capitol Improvements 
DESCRIPTION Records which document estimating work done by the division planning & management staff on proposed capital improvements for agency budgeting purposes. 
RETENTION See Comments 
COMMENTS Retain in the Planning & Management section for current plus 2 years, then transfer to off-site storage for 8 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-004
Department of Administration
Personnel Services

SERIES ID 0982-173 
TITLE Agency Files 
DESCRIPTION Documents relating to interactions between agencies and the various sections and units within the division. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0540-173 
TITLE Annual Reports 
DESCRIPTION Reports on the accomplishments and activities of the Division of Personnel as a whole. The functions of the different sections within the divisions are explained. Statistical data and goals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0541-173 
TITLE Application for Overtime Credit - Department of Administration Employees 
DESCRIPTION Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay. 
RETENTION See Comments 
COMMENTS Active records were not surveyed. Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0542-173 
TITLE Assessment Center Materials 
DESCRIPTION Documents pertaining to the assessment of applicants for Kansas Highway Patrol lieutenant, sergeant, and major. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 10 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0543-173 
TITLE Certificates of Application for the Position of Director of the EEO Office 
DESCRIPTION Records of employment applications for the specified position of director of the EEO Office. 
RETENTION See Comments 
COMMENTS These particular records are recommended for immediate disposal. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0545-173 
TITLE Civil Court Cases Involving the Division of Personnel Services 
DESCRIPTION Files containing material relating to each specific civil court case involving the Division of Personnel. Includes correspondence between all parties involved and any supporting materials needed. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0546-173 
TITLE Conditional Employees in the Classified Service 
DESCRIPTION Records documenting the number of conditional employees in permanent positions in the state. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 5 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0547-173 
TITLE Correspondence - Routine 
DESCRIPTION General correspondence drafted on personal computers. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0548-173 
TITLE Eligible Lists - Canceled 
DESCRIPTION Records listing people who were once considered for specific positions, and also give their exam scores and their addresses. 
RETENTION See Comments 
COMMENTS Retain in off-site storage for 20 years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0549-173 
TITLE Employee Time Sheets - Payroll- Department of Administration Employees 
DESCRIPTION Records documenting the rate of pay, deductions, and other amounts as a part of each employees pay. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0550-173 
TITLE History of the Division of Personnel Services Material 
DESCRIPTION Records documenting the existence and history of the division of Personnel services. Materials included are report booklets on salaries of classified classes, policy and procedure manual, etc. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0551-173 
TITLE Individual Working Papers and Notes - Computerized 
DESCRIPTION Miscellaneous data and other files created and utilized by individual staff members for a wide variety of purposes related to personnel operations. 
RETENTION See Comments 
COMMENTS Retain until project completed then delete routine information, print remainder and retain with paper files according to approved retention schedules. Review files every 6 months. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0552-173 
TITLE Intergovernmental Personnel Act Grant Records 
DESCRIPTION Records documenting the grants given to specific projects of Kansas cities under the Intergovernmental Personnel Act. The total process is documented from application material to reports on expenses. 
RETENTION See Comments 
COMMENTS Retain in office storage for 10 years then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0553-173 
TITLE Item Rating Analysis Data and Results 
DESCRIPTION Data and reports resulting from studies of specific items in civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of project, then print and delete. Retain paper copy for 6 years, then destroy. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0554-173 
TITLE Job Analysis Questionnaire Data and Results 
DESCRIPTION Data, manipulated data, and reports resulting from survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations. 
RETENTION See Comments 
COMMENTS Retain on computer until completion of particular study, then print and delete. Retain additional 6 years on paper, then destroy. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0555-173 
TITLE KIPPS Personnel Data 
DESCRIPTION Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to insure a smooth transition from the KIPPS to the SHaRP computer system. 
RETENTION See Comments 
COMMENTS Transfer to the records center for 62 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0556-173 
TITLE KIPPS: Applicant Module, Mode 256, Type B, Personal Data 
DESCRIPTION Computer data regarding personal information in KIPPS database about applicants for examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after cancellation of score, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0557-173 
TITLE KIPPS: Applicant Module, Mode 256, Type C, Applicant Characteristic Surveys 
DESCRIPTION Data in the KIPPS database regarding demographics of applicants for examination. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then transfer to tape for additional three years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0558-173 
TITLE KIPPS: Applicant Module, Mode 256, Type D, Scoring and Availability 
DESCRIPTION Information in KIPPS database regarding applicant for examination civil service score and the applicants' work availability. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for three years after cancellation of scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0559-173 
TITLE KIPPS: Applicant Module, Mode 256, Type E, Exam Scheduling 
DESCRIPTION Computer data regarding scheduled civil service examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0560-173 
TITLE KIPPS: Applicant Module, Mode 256, Type F, Applicant Index 
DESCRIPTION Computer index to applicants for civil service examinations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after cancellation of all scores, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0561-173 
TITLE KIPPS: Applicant Module, Mode 256, Type G Certification Log (rids 1-12) 
DESCRIPTION Computer log of certified eligible lists requested by agencies in order to fill civil service vacancies. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of score, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0562-173 
TITLE KIPPS: Applicant Module, Mode 256, Type H, Transaction Log 
DESCRIPTION Computer data regarding circumstances of the entry of transactions into the system. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation of scores, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0563-173 
TITLE KIPPS: Applicant Module, Mode 256, Type I, Transaction File 
DESCRIPTION Computer data regarding the nature of transactions entered into the system. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after cancellation, then transfer to tape and retain additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0564-173 
TITLE KIPPS: Employee Module Mode 66, Types B and C, Work History 
DESCRIPTION Information in KIPPS database on attributes of positions held by individual employees. 
RETENTION See Comments 
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microforms and then data deleted. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0565-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Evaluation Data 
DESCRIPTION Information on individual employees' performance evaluations. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 5 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0566-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position Related Data 
DESCRIPTION Position attributes as stored in KIPPS database. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: this data is in rids 100-109. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0567-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Position/Employee Cross Reference 
DESCRIPTION Cross reference file of position numbers and employee social security numbers. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0568-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Projected Salary Data 
DESCRIPTION Information regarding scheduled salary increases and performance evaluation due dates for individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. Note: This data is in rids 130-130. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0569-173 
TITLE KIPPS: Employee Module, Agency Mode, Type D, Termination and Leave Data 
DESCRIPTION Information on start and end dates for leave with pay, leave without pay, suspensions, and termination dates for individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. Note: This data is in rids 120-129. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0570-173 
TITLE KIPPS: Employee Module, Agency Mode, Type H, Transaction File 
DESCRIPTION History file of employee transactions. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0571-173 
TITLE KIPPS: Employee Module, Agency Mode, Types B and C, Personal Data 
DESCRIPTION Data reflecting personal information on individual employees. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0572-173 
TITLE KIPPS: Employee Module, Mode 250, Type B, Work History 
DESCRIPTION Information regarding attributes of positions held by individual employees. 
RETENTION See Comments 
COMMENTS Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microform and then deleted. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0573-173 
TITLE KIPPS: Employee Module, Mode 252, Type C, Transaction Log 
DESCRIPTION Record of which computer operator updated employee database on which date. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain additional 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0574-173 
TITLE KIPPS: Employee Module, Mode 252, Type F, Soundex 
DESCRIPTION Index of current and former employees by phonetic name search. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0575-173 
TITLE KIPPS: Employee Module, Mode 252, Type H, Employee/Position Cross Reference 
DESCRIPTION Cross reference file of employee social security numbers and position numbers. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0576-173 
TITLE KIPPS: Employee Module, Mode 252, Type I, Length of Service 
DESCRIPTION Record in months and days of total time employee spent employed for state of Kansas. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 3 years after termination of employee, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0577-173 
TITLE KIPPS: Position Module, Agency Mode, Type D, Position Data 
DESCRIPTION Position attributes as contained in KIPPS database. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain additional 3 years, then delete. this data is contained in RIDS 20-29. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0578-173 
TITLE KIPPS: Position Module, Agency Mode, Type H, Transaction File 
DESCRIPTION History file of position transactions. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after transaction date, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0579-173 
TITLE KIPPS: Position Module, Mode 252, Type D, Transaction Log 
DESCRIPTION Record of which operator updated position data base on which date. 
RETENTION See Comments 
COMMENTS Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain for additional 3 years, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 
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