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Kansas Records Retention Schedules

Results of Query:

Agency Code: 391-001 (Kansas Wheat Commission. Defunct agency)

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Agency Number: 391-001
Kansas Wheat Commission
Defunct agency

SERIES ID 0001-391 
TITLE Accounts Payable Records 
DESCRIPTION Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0002-391 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0003-391 
TITLE Annual and Special Reports 
DESCRIPTION General and specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0004-391 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0005-391 
TITLE Bid Records 
DESCRIPTION Documents related to requests for proposals, bids, quotations, or estimates. 
RETENTION 005 fisc yrs 
COMMENTS See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0006-391 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0007-391 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0008-391 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: reqests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0009-391 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with the employment of employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0010-391 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
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 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0011-391 
TITLE Grant Files - Funded 
DESCRIPTION Variety of documents relating to applications for federal, state, and private grants and to the implementation of those received. 
RETENTION See Comments 
COMMENTS Retain 5 years after the end of the grant period, transfer original applications and annual and final performance reports to the archives, destroy the remaining documents. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0012-391 
TITLE International Grains Program Files 
DESCRIPTION Documents relating to a cooperative program with Kansas State University to identify and locate international markets to export Kansas wheat products. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0013-391 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain until superseded or inactive plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0014-391 
TITLE Minutes 
DESCRIPTION Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0015-391 
TITLE Monthly Assessment Remittance Report 
DESCRIPTION Form completed by commercial grain channels listing monthly assessments due to the Kansas Wheat Commission as required by K.S.A. 2-2608. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0016-391 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes. 
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 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0017-391 
TITLE Postal Records 
DESCRIPTION Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0018-391 
TITLE Publication Originals 
DESCRIPTION Original documents composed for the various publications generated by the Wheat Commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful or superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0019-391 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Retain in office 1 year, then transfer 2 copies to the archives and destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0020-391 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0021-391 
TITLE SHaRP Reports 
DESCRIPTION Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. 
RETENTION See Comments 
COMMENTS Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0022-391 
TITLE State Wheat Organizations Files 
DESCRIPTION Variety of documents relating to the activities of the various wheat organizations established throughout the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0023-391 
TITLE Subject Files - Assistant Director 
DESCRIPTION Variety of documents relating to interests of the assistant director and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0024-391 
TITLE Subject Files - Counties 
DESCRIPTION Variety of documents regarding wheat related activities occurring within the counties. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0025-391 
TITLE Subject Files - Director 
DESCRIPTION Variety of documents relating to areas of interest and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0026-391 
TITLE Subject Files - Director of Education and Consumer Services 
DESCRIPTION Variety of materials relating to interests and activities of the director of education and consumer services. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0027-391 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Travel and Vehicle Operation Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0029-391 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0028-391 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0030-391 
TITLE Wheat Files 
DESCRIPTION Documents relating to wheat varieties, wheat issues, national and international markets, etc. compiled by the Wheat Commission and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

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