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Kansas Records Retention Schedules

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Agency Code: 288 (Kansas State Historical Society)

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Agency Number: 288-001
Kansas State Historical Society
Administration Division

SERIES ID 0403-288 
TITLE Admission Records 
DESCRIPTION Records and reports relating to attendance and receipts of admission fees collected at historic sites and the Kansas Museum of History. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0405-288 
TITLE Dock and After Hours Admittance Log 
DESCRIPTION Logs maintained to monitor entry and departure of non-staff at any time and staff outside of regular working hours. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0005-288 
TITLE Inventory Records - Non-Expendable Property 
DESCRIPTION Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory, plus 3 fiscal years, then destroy. Maintain electronic version only as useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0009-288 
TITLE Orders and Invoices for Sales of Society Goods and Services 
DESCRIPTION Documents regarding orders for goods and services from the agency (publications, photocopies, photographs, etc.) and billings thereof. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0026-288 
TITLE Payroll Worksheets 
DESCRIPTION Ledger-style record of payroll funds budgeted and expended - used to manage payroll budget. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0040-288 
TITLE Purchase Order Vouchers and Continuation Sheets 
DESCRIPTION Computer generated agency purchase order voucher and continuation sheet (replaced DA forms 103 and 103A) used to order goods and services. 
RETENTION See Comments 
COMMENTS Retain hard copy 3 fiscal years, then destroy. Retain electronic format copy until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0044-288 
TITLE Security Logs 
DESCRIPTION Logs maintained to monitor entry and departure of staff after regular working hours. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-01-13 
K.A.R. NUMBER 53-2-118 

SERIES ID 0030-288 
TITLE Subject Files - Business Office 
DESCRIPTION Miscellaneous routine working files of the Administrative Division's business office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0031-288 
TITLE Travel Vouchers - General Expense 
DESCRIPTION Copies DA forms 121 used for reimbursement of employees travel expenses. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0032-288 
TITLE Travel Vouchers - Privately Owned Vehicle 
DESCRIPTION Copies of DA forms 123 used for reimbursement of employees' travel expenses related to use of privately owned vehicles. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0407-288 
TITLE Vehicle Sign-Out Log 
DESCRIPTION Forms used by agency staff to reserve a vehicle for travel. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

Agency Number: 288-001
Kansas State Historical Society
Administration Division
Promotions

SERIES ID 0456-288 
TITLE Job tickets 
DESCRIPTION Graphic design files including specifications, galley proofs with corrections, final products, and any other related materials. 
RETENTION 4 fiscal years 
COMMENTS Retain both paper and electronic records of working files for four (4) fiscal years, then destroy. Final products fall under general retention schedules (e.g. Publications) and should be retained accordingly. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

Agency Number: 288-001
Kansas State Historical Society
Administration Division
Publications

SERIES ID 0173-288 
TITLE Personnel and Payroll Reference Files 
DESCRIPTION Copies of personnel and payroll records regarding department employees. Duplicative of records maintained by Society Department of Administration. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08  ; Revised 2016-09-27
K.A.R. NUMBER 53-2-139 

Agency Number: 288-001
Kansas State Historical Society
Administration Division
Special Events

SERIES ID 0388-288 
TITLE 3rd Party Daily Cash Receipts 
DESCRIPTION Records of cash received by the agency for the rental of the Kansas History Center. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08  ; Revised 2016-09-27
K.A.R. NUMBER 53-2-139 

SERIES ID 0389-288 
TITLE 3rd Party Facilities Set-Up File 
DESCRIPTION Records relating to the after hours usage of the Kansas History Center facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08  ; Revised 2016-09-27
K.A.R. NUMBER 53-2-139 

SERIES ID 0400-288 
TITLE Annual Reports - 3rd Party 
DESCRIPTION Reports generated listing the yearly totals of meetings, attendance, money generated through rental of the Kansas History Center. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-07-08  ; Revised 2016-09-26
K.A.R. NUMBER 53-2-139 

SERIES ID 0401-288 
TITLE Contracts - 3rd Party 
DESCRIPTION Legal agreements with individuals and organizations regarding the rental of the space at the Kansas History Center. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08  ; Revised 2016-09-27
K.A.R. NUMBER 53-2-139 

SERIES ID 0402-288 
TITLE Monthly and Quarterly Reports - 3rd party 
DESCRIPTION Reports generated monthly and quarterly listing the attendance, events, meetings, and money generated through rental of the Kansas History Center. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08  ; Revised 2016-09-27
K.A.R. NUMBER 53-2-139 

Agency Number: 288-002
Kansas State Historical Society
State Archives Division

Prior to 2013, known as Library and Archives Division.


SERIES ID 0066-288 
TITLE Accession Registers 
DESCRIPTION Register of all materials accessioned into department collections - used to assign accession numbers: donor name, address, brief description of donation, accession number. Includes all divisions. 
RETENTION Permanent 
COMMENTS This records series may be microfilmed and the originals destroyed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0082-288 
TITLE Accessions File 
DESCRIPTION Documents relating to the transfer of custody of records from state agencies to the state archives. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0105-288 
TITLE Agency Surveys and Inventories Files 
DESCRIPTION Documents related to records surveys conducted in the field with inventories compiled by the records management staff as part of the process of appraising and scheduling records. 
RETENTION Permanent 
COMMENTS May require some purging of drafts 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0152-288 
TITLE Book Purchase Files 
DESCRIPTION Purchase orders, correspondence, etc. relating to purchasing books from vendors. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0383-288 
TITLE Borrowing Agreement Form 
DESCRIPTION Form completed by staff describing the type of material loaned to borrowing institutions and loan fees. 
RETENTION See Comments 
COMMENTS Retain 5 cld years after material is returned and verified. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0045-288 
TITLE Call Slips 
DESCRIPTION Forms completed by research patrons and staff members to request in the retrieval of materials from the holdings. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(23) 
APPROVED 2004-01-08  ; Revised 2015-07-30
K.A.R. NUMBER 53-2-137 

SERIES ID 0451-288 
TITLE Correspondence - Reference 
DESCRIPTION Correspondence with research patrons regarding a wide range of historical topics. 
RETENTION 2 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a) (7) (8) (14) (23) 
APPROVED 2008-04-24 
K.A.R. NUMBER 53-2-155 

SERIES ID 0053-288 
TITLE Deaccessioning Files 
DESCRIPTION Documents relating to the process of deaccessioning material from the Society's holdings including correspondence, lists of material to be reviewed, deaccessioning committee ballots, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0055-288 
TITLE Donor Cards 
DESCRIPTION Records of donations made to the library. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0070-288 
TITLE Donor Cards 
DESCRIPTION Documents of accessions of materials into the collections - maintained on 4x5 cards - includes donor name and address, date of accession, and brief description of donation. Includes all sections. 
RETENTION Permanent 
COMMENTS This records series may be microfilmed and the originals destroyed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0071-288 
TITLE Donor Files 
DESCRIPTION Documents recording accessions of materials into the collections: declarations of gift, transfer forms, correspondence, worksheets, and other supporting materials. Includes all sections. 
RETENTION Permanent 
COMMENTS This records series may be microfilmed and the originals destroyed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0056-288 
TITLE Donor Lists 
DESCRIPTION Accession register listing donors of materials, dates of donations, and simple descriptions of materials donated. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0463-288 
TITLE Film Duplication Log 
DESCRIPTION Logs of positive and negative film duplicated including date duplicated, lab number and density settings.  
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS none 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0464-288 
TITLE Film Processing Log 
DESCRIPTION Logs of film run through the film processor indicating date processed and lab number.  
RETENTION 1 cld year 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0088-288 
TITLE Finding Aids for Archives Holdings 
DESCRIPTION Inventories, box content lists, and other finding aids created for use in providing access to the information in the archives holdings. 
RETENTION Permanent 
COMMENTS Retain permanently or until revised. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0063-288 
TITLE Image Order Forms 
DESCRIPTION Forms used by patrons to request photoduplication services. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0050-288 
TITLE Incident Reports 
DESCRIPTION Copies of forms completed by staff regarding unauthorized access to the collections, disruptive behavior, environmental problems, etc. and maintained for convenience of reference. 
RETENTION 010 fisc yrs 
COMMENTS Originals remain with security director or maintenance director. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0142-288 
TITLE Interlibrary Loan Request Forms 
DESCRIPTION Form completed by institutions requesting microfilm through the interlibrary loan services. 
RETENTION See Comments 
COMMENTS Retain form until microfilm is returned, then destroy. Retain electronic copy 1 calendar year, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10 
K.A.R. NUMBER 53-2-111 

SERIES ID 0459-288 
TITLE Kansas Places reference system 
DESCRIPTION Series of reference databases providing information about places located in Kansas, prepared to assist historians, genealogists, and other researchers. Includes but is not limited to county histories; indexes of "Dead Towns" in Kansas, Kansas cities and townships, locations of cemeteries, locations of post offices; and other information transcribed or compiled by Kansas Historical Society staff and volunteers. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0076-288 
TITLE Laboratory Number Books 
DESCRIPTION Log used to assign laboratory numbers to rolls of microfilm for identification and retrieval from off-site storage. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

SERIES ID 0092-288 
TITLE Land Survey Database 
DESCRIPTION Database containing information about land survey reference reports filed by surveyors. 
RETENTION Permanent 
COMMENTS Update and edit when needed. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0093-288 
TITLE Land Survey Reference Reports 
DESCRIPTION Reports describing the locations of section corners filed by all surveyors in Kansas by KSA 58-2001 in order to expedite future efforts to locate the corners. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0051-288 
TITLE Library Acknowledgments - Yearly 
DESCRIPTION Incoming and outgoing correspondence regarding material donated to the library. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(7)(14) 
APPROVED 2004-01-08  ; Revised 2016-06-30
K.A.R. NUMBER 53-2-137 

SERIES ID 0057-288 
TITLE Loan File Circulation Records 
DESCRIPTION Records used in the control of circulating materials which have been loaned. 
RETENTION See Comments 
COMMENTS Retain individual cards until loaned material is returned plus two years, then destroy. Retain cards for unreturned materials until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0094-288 
TITLE Local Records Disposal and Accession Files 
DESCRIPTION Documents related to the reviews by the archives staff of records disposition by local government and court officials and transfers of such records to the state archives. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0095-288 
TITLE Local Records Survey Project Files 
DESCRIPTION Variety of documents pertaining to the Local Government Records Survey Project conducted by the state archives and used as the basis for the Local Government Records Manual. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0075-288 
TITLE Microfilm Camera Books 
DESCRIPTION Records documenting all work performed on individual microfilm cameras: roll numbers, number of exposures, reduction ratios used, roll contents identification, and remarks. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0143-288 
TITLE Microfilm Inspection Logs 
DESCRIPTION Logs maintained to monitor any defects or problems with the microfilm produced by the lab. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0097-288 
TITLE Needs Assessment Project Files 
DESCRIPTION Questionnaires and other documents related to a grant-funded project involving assessment of the archival needs of Kansas. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0132-288 
TITLE Newspaper Accession Registers 
DESCRIPTION Registers recording information on all the newspapers accessioned into the collection. 
RETENTION See Comments 
COMMENTS Retain until noncurrent, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-10-12 
K.A.R. NUMBER 53-2-106 

SERIES ID 0048-288 
TITLE Patron Invoices 
DESCRIPTION Form letters sent to and returned by patrons with payment for reference services which are used to record the payments in the correspondence database. 
RETENTION See Comments 
COMMENTS Retain until logged into database, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(23) 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0461-288 
TITLE Patron Microfilm Request Files 
DESCRIPTION Documentation of patron and local institutions requests for filming recent newspaper issues. 
RETENTION 20 cld year 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0460-288 
TITLE Patron Registration Database 
DESCRIPTION Database generated on patrons who register to use the reference services at the Kansas Historical Society. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(23) 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0454-288 
TITLE Patron Sign-In Sheets 
DESCRIPTION Daily log of patrons who have registered to use materials in the reference room; maintained for monitoring and statistical purposes. 
RETENTION 002 fiscal years 
COMMENTS Retain two fiscal years in office, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(23) 
APPROVED 2009-04-09 
K.A.R. NUMBER 53-2-159 

SERIES ID 0061-288 
TITLE Periodicals and Government Documents Checklist 
DESCRIPTION Accession and holdings records of government documents and periodicals in the collection. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0386-288 
TITLE Permission to Publish Forms 
DESCRIPTION Forms completed by research patrons requesting permission to publish materials from the holdings. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08  ; Revised 2016-06-28
K.A.R. NUMBER 53-2-137 

SERIES ID 0462-288 
TITLE Photo Order Forms 
DESCRIPTION Duplication order forms recording patron information and the collections for which they are requesting high quality copies.  
RETENTION 1 cld year 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0450-288 
TITLE Processors' Notes 
DESCRIPTION Detailed notes taken by arrangement and description staff regarding work on specific record series, record groups, or collections assigned to them. 
RETENTION See Comments 
COMMENTS When project is completed file in appropriate Accession File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0465-288 
TITLE Promotional Photography 
DESCRIPTION Non-collections digital photography created for promotional purposes in the photo studio or elsewhere.  
RETENTION See comments 
COMMENTS Retain 5 cld years then contact archives for appraisal. If not accepted then destroy. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

SERIES ID 0119-288 
TITLE Records Center Authorization for Access Forms 
DESCRIPTION Forms completed by agency personnel listing the names of agency staff authorized to request records for retrieval from the state records center and maintained for security purposes. 
RETENTION See Comments 
COMMENTS Retain until superseded, transfer to the records center for 10 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0127-288 
TITLE Records Center Destruction Certificates 
DESCRIPTION Forms completed by records center staff documenting the shredding of confidential state agency records that have met their retention requirements. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0128-288 
TITLE Records Center Disposition Forms 
DESCRIPTION Forms completed by records center staff informing agencies that specific records have met their approved retention requirements and will be destroyed or transferred to the archives. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0123-288 
TITLE Records Center Inventory Control Database 
DESCRIPTION Computer database containing information on the contents, location, retention, and disposition of records stored at the records center maintained to facilitate record retrieval & destruction/transfer. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0113-288 
TITLE Records Center Operations Files 
DESCRIPTION Budgets, reports, security information, and other documents relating to the Historical Society staff's administration of the state records center. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0120-288 
TITLE Records Center Request Forms 
DESCRIPTION Forms completed by the state records center staff listing the location and type of records requested for retrieval by agency personnel. 
RETENTION 015 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 14 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0122-288 
TITLE Records Center Transfer Forms 
DESCRIPTION Form filled out by agency personnel detailing the box contents of records transferred to the state records center and maintained for access control purposes. 
RETENTION See Comments 
COMMENTS Retain until records described on form have been destroyed or transferred to the archives, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0052-288 
TITLE Reference Files 
DESCRIPTION Reference files used to answer questions from patrons. 
RETENTION 3 cld years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-137 

SERIES ID 0102-288 
TITLE State Agency Files 
DESCRIPTION Documents related to specific state agencies such as inventories, correspondence, and retention and disposition schedules. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0064-288 
TITLE State Publications Records 
DESCRIPTION Accession and holdings records for state publications: types and quantities of such materials received. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1989-01-26 
K.A.R. NUMBER 53-2-077 

SERIES ID 0129-288 
TITLE Statistical Reports - Working Files 
DESCRIPTION Variety of statistical reports compiled for annual report, budget, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-01-08 
K.A.R. NUMBER 53-2-137 

SERIES ID 0150-288 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the operation and administration of the division. 
RETENTION See Comments 
COMMENTS Purge and retain only those files relating to policy or major projects. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0151-288 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities and interests of the assistant division director. 
RETENTION See Comments 
COMMENTS Purge and retain only those files relating to policy or major projects. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0150-288 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to task force and committee activties, operations, and interests of staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then purge extraneous documents and transfer policy and historical files to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0106-288 
TITLE Surveys and Inventories Databases 
DESCRIPTION Databases created in preparing inventories and retention and disposition schedules for records of state and local government agencies. 
RETENTION See Comments 
COMMENTS Revise as needed and delete when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1991-07-11 
K.A.R. NUMBER 53-2-089 

SERIES ID 0387-288 
TITLE Theft Report Files 
DESCRIPTION Appraisals, correspondence, accounts of theft, police reports, etc. relating to thefts of materials from the division. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0137-288 
TITLE Volunteer Files 
DESCRIPTION records of applications and other documentation relating to the recruitment and activities of division volunteers. 
RETENTION 3 cld years 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(30)  
APPROVED 2016-07-20 
K.A.R. NUMBER 53-2-192 

Agency Number: 288-005
Kansas State Historical Society
Cultural Resources Division
Archeology Office

SERIES ID 0306-288 
TITLE Archeological Contract/Fee Fund Files 
DESCRIPTION Administrative documents, including reports, of Highway Archeology Program Files phases I-V, Primary and Secondary Road, and NRCS/State Watershed Project Files, and contracts, related to the review of road, watershed and other construction projects to prevent possible destruction of archeological sites and information. 
RETENTION See comments 
COMMENTS Retain reports permanently. Retain remaining documents 5 calendar years past inactivity, then destroy. Contracts and formal correspondence fall under general retention schedules.  
DISPOSITION See comments 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0330-288 
TITLE Archeological Site Files 
DESCRIPTION Records documenting archeological sites in Kansas: site forms, correspondence, site summaries, excavation records, progress reports, specimen catalogs, archeological field maps, aerial photographs, drawings, etc. 
RETENTION See Comments 
COMMENTS Retain paper copies permanently or transfer to the Archives. Data indexing archeological site locations is served by Data Access Support Center (DASC). 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0311-288 
TITLE Archeology Laboratory Files 
DESCRIPTION Wide variety of documents related to laboratory operations: correspondence, loan documentation when loaning specimens, publications, forms, notes, and other miscellaneous materials. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the Archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0305-288 
TITLE Audiovisual Collection 
DESCRIPTION Audiovisual records of department activities and of archeological artifacts - includes photo-prints and negatives, color slides, digital images, video tapes, and audio tapes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0309-288 
TITLE Donation Accession Files 
DESCRIPTION Records documenting provenance and curation history of artifacts and other materials donated to the department's collection. 
RETENTION Permanent 
COMMENTS Retain permanently in Archeology office. 
DISPOSITION Permanent 
RESTRICTIONS Portions under KSA 45-221(a)(7), KSA 45-221(a)(36). 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0457-288 
TITLE Field notes 
DESCRIPTION Notes made by archeological staff during visits to sites and from investigations looking for potential archeological sites. Also may includes notes on collections held by other institutions. 
RETENTION Retain until no longer useful, then transfer to the Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted per KSA 45-221(a)(36). 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0408-288 
TITLE Kansas Antiquities Commission 
DESCRIPTION Correspondence, notes, reports, minutes and other documents related to the operations of the commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful then transfer to the Archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0310-288 
TITLE Manuscripts 
DESCRIPTION Original copies of articles and other materials to be published or assisted with publishing. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0314-288 
TITLE Publication Masters 
DESCRIPTION Camera ready masters of publications, not including the record copy of any reports or other record series. 
RETENTION Retain until published, then destroy. Published copy is the record copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0415-288 
TITLE Unmarked Burial Sites Preservation Board 
DESCRIPTION Correspondence, notes, reports, minutes and other documents related to the operations of the board. 
RETENTION Retain until no longer useful, then transfer to the Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions under KSA 45-221(a)(36), KSA 75-2746(b) 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

Agency Number: 288-005
Kansas State Historical Society
Cultural Resources Division
Historic Preservation Office

SERIES ID 0413-288 
TITLE Certified Local Government (CLG) Files 
DESCRIPTION These working files include ordinances, correspondence, contracts and agreements, agendas, and minutes related to historic preservation commissions in cities that have been designated Certified Local Governments (CLGs). CLGs are communities designated by the National Park Service and the Kansas State Historic Preservation Office (SHPO) which have a certified local preservation ordinance. 
RETENTION See comments 
COMMENTS Retain ordinances and agreements with CLGs permanently; destroy other materials after one calendar year. Any city that is de-listed as CLG, transfer ordinances and agreements to the Archives. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0318-288 
TITLE Cultural Resources Site Maps 
DESCRIPTION USGS 7.5 minute master quadrangle maps with hand-drawn markings to indicate locations and other information regarding historical and archeological sites. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0319-288 
TITLE Federal Historic Preservation Fund (HPF) Files 
DESCRIPTION Documents related to the administration of historic preservation grants by the department: correspondence, financial records, reports, drawings, photos, etc. 
RETENTION 3 federal fiscal years 
COMMENTS Retain 3 federal fiscal years beyond grant expiration, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0340-288 
TITLE Grant Files - Heritage Trust Fund 
DESCRIPTION Variety of documents relating to applications received for heritage trust fund grants and to the implementation of those grants awarded. 
RETENTION See Comments 
COMMENTS Retain 005 fiscal years after the end of the grant period, then transfer original application, contracts, agreements, and annual and final performance reports to the archives. Older records are kept with the National and State Register of Historic Places Files and retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2013-07-18 
K.A.R. NUMBER 53-2-177 

SERIES ID 0320-288 
TITLE Historic Sites Board of Review Files 
DESCRIPTION Meeting minutes, correspondence, notes, reports, and other documents related to the board. 
RETENTION Retain until no longer useful, then transfer to the Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0322-288 
TITLE Historic Structures and Sites Inventory Files 
DESCRIPTION Records documenting historic and some archeological sites, as well as bridges, buildings, structures, or objects in Kansas: correspondence, clippings, maps, drawings, photographs, survey reports, inventory forms, and other supporting materials. 
RETENTION See Comments 
COMMENTS Retain until no longer useful then transfer to Archives. Data indexing historic and archeological site locations is served by Data Access Support Center (DASC). 
DISPOSITION Archives 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0417-288 
TITLE National and State Registers of Historic Places Files 
DESCRIPTION Correspondence, nominations, research, photographs, drawings, grants, reviews and maps associated with properties listed on the Register of Historic Kansas Places and National Register of Historic Places. May include tax incentive, review and compliance, and Heritage Trust Fund (HTF) records when applicable. 
RETENTION Permanent 
COMMENTS Retain permanently or transfer to the Archives. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0326-288 
TITLE Review and Compliance Files 
DESCRIPTION Records documenting the review of construction projects and their impact upon historical and archeological sites according to state and federal environmental impact requirements. 
RETENTION See Comments 
COMMENTS Retain for 15 calendar years past inactivity, then purge findings of no affect or no property and transfer remainder to Archives. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(36) 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0329-288 
TITLE Tax Incentive Projects Records 
DESCRIPTION Documents related to the processing of historic preservation federal and state tax incentive programs and projects: correspondence, applications, plans, specifications, photos, studies, reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then retain in National and State Register of Historic Places Files. 
DISPOSITION Archives 
RESTRICTIONS Portions under KSA 45-221(a)(36); 5 USC 552a 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

Agency Number: 288-006
Kansas State Historical Society
Historic Sites and Facilities Division

SERIES ID 0373-288 
TITLE Administrative Files - Assistant Division Director 
DESCRIPTION Variety of documents related to monthly reports, general divisional policies and planning, outreach efforts, and professional development activities. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0372-288 
TITLE Administrative Files - Division Director 
DESCRIPTION Variety of documents related to general divisional policies and planning, outreach efforts, and professional development activities. 
RETENTION 005 cldr yrs 
COMMENTS Retain 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18 
K.A.R. NUMBER 53-2-107 

SERIES ID 0342-288 
TITLE Guest Registers - Kansas Museum of History and Historic Sites 
DESCRIPTION Sign-in registers for visitors to historic sites or KMH. 
RETENTION See Comments 
COMMENTS Retain at KMH or sites until no longer useful, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0367-288 
TITLE Historic Sites Documentation Project Files 
DESCRIPTION Drawings, correspondence, copies of agreements, and other documents relating to any joint project to produce measured drawings of state historic sites. 
RETENTION See Comments 
COMMENTS Retain administrative records until no longer useful, then transfer to the Archives for purging. Retain original drawings until no longer useful, then transfer to the Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0375-288 
TITLE Historic Sites Files - Architect 
DESCRIPTION Drawings, plans, specifications, correspondence, contracts, photos and other documents relating to construction projects conducted at specific state historic sites. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0414-288 
TITLE Historic Sites Files - Construction/Maintenance 
DESCRIPTION Documents associated with construction, repairs and other maintenance, including the cyclical maintenance plan, to the state historic sites. See Buildings and Grounds Maintenance Records in the State General Schedule. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to the Archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0409-288 
TITLE Historic Sites Files - Friends/Support Groups 
DESCRIPTION Bylaws, annual reports, and other documents related to organizations or individuals affiliated with state historic sites. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to the Archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 
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