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Kansas Records Retention Schedules

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Agency Code: 365-004 (Kansas Public Employees Retirement System. Investments Division)

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Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment

SERIES ID 0027-365 
TITLE Attribution Analysis 
DESCRIPTION Documents containing the portfolio attribute analysis which attempts to determine the difference between the performance and the benchmark. 
RETENTION 003 fisc yrs 
COMMENTS Exists in electronic format only. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0047-365 
TITLE Consultant Files 
DESCRIPTION Documents containing information compiled on outside consultants utilized by the Investment Department and the Board. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0028-365 
TITLE Deal Flow Records 
DESCRIPTION Reports containing information on potential investments for the real estate section of the Investment Department. 
RETENTION See Comments 
COMMENTS Destroy after 1 fiscal year unless the investment is purchased, then place in the appropriate investment record series and retain accordingly. 
DISPOSITION See comments 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0048-365 
TITLE Educational Seminars Files 
DESCRIPTION Documents related to the educational seminars that the Investment Department has created and presented. 
RETENTION 006 cldr yrs 
COMMENTS Retain electronic and paper format 6 calendar years, then retain until no longer useful. See also Employee Training Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0029-365 
TITLE Investment Policy Objectives and Guidelines Statement 
DESCRIPTION Statements instructing the Board and Investment Department to handle various investment decisions, including setting parameters. 
RETENTION See comments 
COMMENTS Retain paper and electronic copy 1 fiscal year or until no longer useful, then transfer one paper copy to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0030-365 
TITLE Investment Status and Activity Surveys 
DESCRIPTION Company or investment publication surveys that the Investment Department has completed such as and aggregate results that are returned to KPERS such as investment performance or allocations. 
RETENTION 002 fisc yrs 
COMMENTS Exists in both paper and electronic formats. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0031-365 
TITLE Investments--Alternatives 
DESCRIPTION Documents relating to each of the investments made by the Investment Department in alternative investments including both direct placements and limited partnerships and all investments since inception (both pre-1991 and post 1996). 
RETENTION see comments 
COMMENTS Retain all active investments until sold, plus 10 fiscal years--partnerships are considered closed when the partnership is liquidated. See Investments--Pre-1991 Reconstructed Files. 
DISPOSITION See Comments 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0049-365 
TITLE Investments--Pre-1991 Reconstructed Files 
DESCRIPTION Documents related to information on reconstructed files for pre-1991 investments involved in litigation. 
RETENTION See comments 
COMMENTS Retain all active investments until sold, plus 10 fiscal years--partnerships are considered closed when the partnership is liquidated. Consult Kansas Litigation Group before destroying pre-1991investment records involved in litigation. If litigation is concluded, then destroy. Retain summary subject files and selected KPERS legal documents such as pleading files, depositions, some investment analyses, investment manager records, documents produced by other parties related to the litigation, reports and records of the Joint Legislative Committee and Committee of Legislative Post Audit, and transfer to State Archives for purging. 
DISPOSITION See comments 
RESTRICTIONS Portions may be restricted. 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0032-365 
TITLE Investments--Real Estate Investment Trusts 
DESCRIPTION Documents containing information on the investments by the investment department in Real Estate Investment Trusts. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper active in office 5 fiscal years, transfer to office storage for 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0033-365 
TITLE Legislative Post Audit Performance Reports Work Papers 
DESCRIPTION Work papers used to help compile the Legislative Post-Audit Performance Report. 
RETENTION See comments 
COMMENTS Retain 6 fiscal years active in office, then destroy. See Audit Reports. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0050-365 
TITLE Manager Reports 
DESCRIPTION Documents related to portfolio managers' monthly reports/updates either in paper or electronic format. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0051-365 
TITLE Managers Files 
DESCRIPTION Documents related to information on separate account managers, including new manager notebook and yearly manager disclosures. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper and electronic format 8 fiscal years active in office, 2 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0052-365 
TITLE Monthly Performance Reports 
DESCRIPTION Reports containing the monthly performance report for the KPERS portfolio; the Treasurer's Unclaimed Property Fund; the Senior Services Trust Fund; any additional future portfolios; and the electronic spreadsheets calculating monthly performance. 
RETENTION See comments 
COMMENTS Retain paper 15 fiscal years, retain electronic copy 6 fiscal years, electronic calculators should be kept until no longer useful, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0034-365 
TITLE Real Estate Appraisals 
DESCRIPTION Documents relating to the appraised value of separate and grouped properties. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0056-365 
TITLE Real Estate Investments Pooled Account Properties 
DESCRIPTION Documents related to pooled investments through the Non-Core Real Estate Sector. 
RETENTION 010 fisc yrs 
COMMENTS Retain both paper and electronic format 8 fiscal years active in office, 2 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0035-365 
TITLE Real Estate Investments Separate Account Properties 
DESCRIPTION Documents relating to all properties that the investment department has bought and sold, but does not include real estate appraisals--also known as the Core Real Estate Sector. 
RETENTION 010 fisc yrs 
COMMENTS See also Real Estate Appraisals 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0036-365 
TITLE Reconciliation Files--Monthly 
DESCRIPTION Documents relating to monthly reconciliation's of REITS Real Estate Investment Trusts Securities and Real Estate Properties to the custodial bank system. 
RETENTION 002 fisc yrs 
COMMENTS Exists in both paper and electronic format. Custodial bank also has records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0037-365 
TITLE Reconciliation Files--Quarterly 
DESCRIPTION Documents relating to quarterly reconciliation's of REITS Real Estate Investment Trusts Securities and Real Estate Properties to the custodial bank system. 
RETENTION 002 fisc yrs 
COMMENTS Exists in both paper and electronic format. Custodial bank also has records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0038-365 
TITLE Research Articles and Updates 
DESCRIPTION Documents written by KPERS relating to information on investment internet updates, position papers, KPERS investment history and general articles that are prepared to keep staff informed on investment issues. 
RETENTION See comments 
COMMENTS Retain documents drafted by KPERS 5 calendar years, transfer 1 copy to the archives and retain reference materials until no longer useful, then destroy. See also Policy Statements. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0039-365 
TITLE Trade Tickets 
DESCRIPTION Trade tickets for when an investment transaction occurs. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

SERIES ID 0040-365 
TITLE Weekly Performance Reports 
DESCRIPTION Reports containing estimated, not actual, updates on KPERS portfolio performance. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment
Chief Investment Officer

SERIES ID 0041-365 
TITLE Asset/Liability Studies 
DESCRIPTION Documents including the asset/liability study done every three years including supporting documents. 
RETENTION See comments 
COMMENTS Retain until superceded plus 2 fiscal years then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 74-4921(4) 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-130 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Alternative Investments

SERIES ID 0058-365 
TITLE Valuations 
DESCRIPTION Documents related to information on the valuation of each of the alternative investments. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years in office, 8 fiscal years in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Publicly Traded

SERIES ID 0053-365 
TITLE Publicly Traded Reports--Annually/Board 
DESCRIPTION Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0054-365 
TITLE Publicly Traded Reports--Monthly 
DESCRIPTION Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0055-365 
TITLE Publicly Traded Reports--Quarterly 
DESCRIPTION Documents monitoring publicly traded securities including the derivative report, diversification report, prohibited transaction, turnover report, securities lending report and monthly monitoring backup. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 365-004
Kansas Public Employees Retirement System
Investments Division
Investment Real Estate

SERIES ID 0057-365 
TITLE Tax Returns and Audited Financial Statements 
DESCRIPTION Documents related to real estate tax returns and other financial statements. 
RETENTION 010 fisc yrs 
COMMENTS Retain paper or electronic copy 2 fiscal years active in office, 8 fiscal years inactive in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552(b)(4) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

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