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Kansas Records Retention Schedules

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Agency Code: 328-001 (State Board of Indigents' Defense Services. Central Office)

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Agency Number: 328-001
State Board of Indigents' Defense Services
Central Office

SERIES ID 0002-328 
TITLE Administrative Files 
DESCRIPTION Variety of routine office administration records: correspondence, circulars, forms, contracts, brochures, supplies requisitions, vehicle records, travel records, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0003-328 
TITLE Amicus Report Forms 
DESCRIPTION Completed data forms on individual closed cases used to compile statistics on agency activities and workload. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0004-328 
TITLE Amicus Summary Reports 
DESCRIPTION Caseload statistics for the agency compiled on a monthly basis: types of cases, numbers open and closed, etc. 
RETENTION See Comments 
COMMENTS Obsolete series, transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0001-328 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of agency budget requests and materials used in formulating them. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0005-328 
TITLE Claims for Payment - Denied 
DESCRIPTION Records regarding claims for payment submitted by defense attorneys for legal services which have been denied due to statutory 60-day time limit. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0006-328 
TITLE Client Case Files 
DESCRIPTION Correspondence, attorney notes, police reports, etc. regarding criminal cases represented by trial and appellate level attorneys to individuals lacking monetary resources. 
RETENTION See Comments 
COMMENTS Transfer to records center based on internal schedule, then transfer to archives selected case with major significance as determined by agency attorneys and approved by KSHS staff, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0007-328 
TITLE Defendant Card Files 
DESCRIPTION Quick reference tool to all defendants served by the agency: name of defendant, address, case #, applicable dates, funds expended on case. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0008-328 
TITLE Defense Lawyer Card Files 
DESCRIPTION Quick reference tool to all attorneys who have served the agency as defense counsels: name of attorney, address, social security number, case numbers, defendants, dates, and county of cases. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0009-328 
TITLE District Court Panel Files 
DESCRIPTION Lists of attorneys on indigent defense panels for each district court. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0010-328 
TITLE Docket Daily Sheets 
DESCRIPTION Docket sheets listing the cases to be heard that day. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0011-328 
TITLE Employment Applications - Not Hired 
DESCRIPTION DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0012-328 
TITLE Expenditures Reports - Internal 
DESCRIPTION Internal computer reports generated to monitor total expenditures by county for indigent defense services provided: defendant, county, case number, dates, voucher numbers, payees names, totals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0013-328 
TITLE Financial Affidavits 
DESCRIPTION Copies of forms used by defendants to apply for court appointed attorneys and other defense services. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0014-328 
TITLE Fiscal Control Logs 
DESCRIPTION Hand-written registers used to monitor and track financial transactions and activities: check register, voucher log, fee fund log, reimbursement log, etc. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0015-328 
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. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0016-328 
TITLE Jail Lists 
DESCRIPTION Lists of clients incarcerated in the county jails. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0017-328 
TITLE Jail Report Sheets 
DESCRIPTION Daily shift report of inmates made by the Department of Corrections and lists the clients represented by attorneys. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0018-328 
TITLE Jail Roster 
DESCRIPTION Roster of inmates and location prepared by the Department of Corrections. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0019-328 
TITLE Minutes 
DESCRIPTION Proceedings of the Board of Indigents' Defense Services' meetings. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) under "Minutes." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0020-328 
TITLE Miscellaneous Interviews 
DESCRIPTION Interviews with clients conducted by the attorneys. 
RETENTION See Comments 
COMMENTS Retain in appropriate individual case file and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(25) 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0021-328 
TITLE Personnel/Payroll Records 
DESCRIPTION Records related to personnel and payroll matters: KIPPS reports, leave requests, personnel files, etc. 
RETENTION See Comments 
COMMENTS Retain according to appropriate general schedule entries. 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0022-328 
TITLE Reference Files - Director's 
DESCRIPTION Miscellaneous reference materials related to public defender issues: publications, memoranda, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0023-328 
TITLE Statistical Records 
DESCRIPTION Statistics maintained on agency operations and activities. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0024-328 
TITLE Subject Files - General 
DESCRIPTION Wide variety of materials related to indigent defense issues and office operations: policy statements, procedures, graphics, legislative materials, clippings, new releases, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable - otherwise retain until no longer useful, then contact archives for disposition instructions. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0025-328 
TITLE Voucher Index Database 
DESCRIPTION Computer database used to index and provide access to Vouchers records series. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-07-13 
K.A.R. NUMBER 53-2-080 

SERIES ID 0026-328 
TITLE Vouchers - Assigned Counsel Program 
DESCRIPTION Copies of vouchers used to pay attorneys, experts, and Court Services Reporters hired for indigent defense services and/or for corresponding expenditures. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2008-07-17 
K.A.R. NUMBER 53-2-156 

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