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Kansas Records Retention Schedules

Results of Query:

Agency Code: 610-001 (Kansas School for the Deaf. Administration)

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Agency Number: 610-001
Kansas School for the Deaf
Administration
Museum

SERIES ID 0083-610 
TITLE Athletics Files 
DESCRIPTION Photos, clippings, win-loss statistics, publications, programs, etc. compiled on student athletics at the school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the KSD museum and transfer on copy to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0085-610 
TITLE Record of Property Issued, Condemned, and Remaining in Use 
DESCRIPTION Non-expendable property inventory records in a bound volume which has been partially used as a scrapbook. 
RETENTION See Comments 
COMMENTS Although inventory records are subject to the general schedule, the archives staff has appraised this obsolete records series as worthy of preservation - retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0080-610 
TITLE Scrapbooks and Albums 
DESCRIPTION Collection of miscellaneous documents regarding agency activities. 
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 0082-610 
TITLE Subject Files - Museum 
DESCRIPTION Correspondence, clippings, photos, publications, audio recordings, etc. regarding the school and general issues related to the deaf. 
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 0081-610 
TITLE Subject Files - Names 
DESCRIPTION Miscellaneous documents arranged by name of subject including clippings, letters, reminiscences, notes, photos, publications, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0079-610 
TITLE Visitors Logs 
DESCRIPTION Registers recording visitors to the school. 
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 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 610-001
Kansas School for the Deaf
Administration
Superintendent, Office of the

SERIES ID 0035-610 
TITLE Administration Files 
DESCRIPTION Wide variety of documents used in the administration of the school: correspondence, schedule, photographs, programs, legislative reference materials, statistics, reports, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule or other institution schedule entries where applicable - otherwise retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0036-610 
TITLE Admission Enrollment Log 
DESCRIPTION Log listing the students enrolled, parents, addresses, and dates of admission. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0058-610 
TITLE Annual Environmental Evaluation Records 
DESCRIPTION Reports of evaluations made yearly by the Department of Health and Environment regarding the safety and general quality of the environment at the school. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0033-610 
TITLE Annual Survey of Hearing Impaired Children and Youth 
DESCRIPTION Documents containing data on individual students taken during the survey: name, personal and educational information, hearing problems. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0034-610 
TITLE Annual and Biennial Reports 
DESCRIPTION General reports made on an annual or biennial basis regarding agency activities. 
RETENTION See Comments 
COMMENTS Obsolete series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0027-610 
TITLE Attendance Reports - Daily 
DESCRIPTION Daily reports regarding students present and absent from classes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0029-610 
TITLE Cantrall Trust Fund Records 
DESCRIPTION Correspondence, financial statements, legal documents, etc. related to the administration of the Cantrall Trust Fund. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0026-610 
TITLE Desk Calendars 
DESCRIPTION Calendars used to schedule employee or office activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0025-610 
TITLE Evaluation of the Kansas School for Deaf 
DESCRIPTION Report prepared by the accreditation committee of the American Schools for the Deaf regarding the Kansas School for the Deaf. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0024-610 
TITLE Financial Records - Miscellaneous 
DESCRIPTION A variety of fiscal documents mixed together: vouchers, receipts, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0023-610 
TITLE Historical Papers 
DESCRIPTION Copies of papers and theses regarding the school's history written by scholars ranging in age from secondary school to those in graduate school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0087-610 
TITLE Individual Educational Plans Cumulative File - Inactive 
DESCRIPTION Plans of instruction developed for individual students attending the school. 
RETENTION See Comments 
COMMENTS Retain until student leaves school plus 5 years, then transfer every 100th plan to the archives, destroy the remainder. This retention period meets federal requirements. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0021-610 
TITLE Inter-School Relations Records 
DESCRIPTION Correspondence and reports regarding schools for the deaf elsewhere in the nation maintained for reference purposes. 
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 0078-610 
TITLE Job Standards Development Records 
DESCRIPTION Committee minutes, personnel forms, correspondence, curriculum sheets, etc. regarding the development of performance standards for school staff. 
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 0018-610 
TITLE Local Comprehensive Educational Plans 
DESCRIPTION Documents regarding goals and objectives planned for the institution as required by the State Department of Education. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0017-610 
TITLE Manuals, Handbooks, and Curricula 
DESCRIPTION Variety of internally generated guides dorm activities and athletic events held at the school. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the KSD museum and transfer one copy to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0016-610 
TITLE Minutes 
DESCRIPTION Copies of Department of Education minutes formerly used to authorize monthly payroll and other expenditures for the school. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0010-610 
TITLE Pupils Statistical Record - a.k.a. Pupils Record 
DESCRIPTION Register of student admissions containing basic personal, health, family, and admissions information regarding individual students. 
RETENTION See Comments 
COMMENTS Obsolete records series - transfer to the archives immediately. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0009-610 
TITLE Research Budget Files 
DESCRIPTION Documents related to obtaining funds for research programs: state plan, budget appeals, correspondence, etc. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0022-610 
TITLE Student Applications Index 
DESCRIPTION Index to Student Applications for Admission. (q.v.). 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Student Applications for Admission" (q.v.). 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0008-610 
TITLE Student Card File 
DESCRIPTION Brief reference file to past and present students: name, address, dates of attendance, and minor biographical information. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to the archives when no longer useful. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0007-610 
TITLE Student Files - Cumulative (see also Individual Education Plans) 
DESCRIPTION Comprehensive files made on individual students while at the school: transcripts, permission forms, medical and mental health records, attendance records, admission records, program records, etc. 
RETENTION 050 cldr yrs 
COMMENTS These records may be microfilmed and the originals destroyed if the microfilm meets archival standards - microfilm copies of files up to 1939 have been deposited in the state archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0004-610 
TITLE Student Survey Sheets 
DESCRIPTION Forms completed by parents or guardians for each student containing personal and family information as well as permission for students to take various school-sponsored trips. 
RETENTION See Comments 
COMMENTS Retain until student has left the school plus 5 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(30) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0005-610 
TITLE Subject Files - Receptionist 
DESCRIPTION Miscellaneous documents related to routine administrative matters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0006-610 
TITLE Subject Files - Superintendent 
DESCRIPTION Wide variety of documents related to the deaf and their education as well as to the administration of the school. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(4). 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

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