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Kansas Records Retention Schedules

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Agency Code: 000-100 (Local Government Records. General Schedule/All Offices)

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Agency Number: 000-100
Local Government Records
General Schedule/All Offices

This is the general agency code for Local Records series.


SERIES ID 0092-100 
TITLE Vendor Files 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 005 fisc yrs 
COMMENTS See also Vouchers and Requisitions, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0094-100 
TITLE Vital Statistics Records 
DESCRIPTION Registers, certificates, and statistical summaries of births, deaths, and marriages. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0095-100 
TITLE Voice Mail Messages 
DESCRIPTION Sound recordings produced by a voice mail system designed to leave messages for the receiver. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0097-100 
TITLE Vouchers - Journal 
DESCRIPTION Forms used to adjust financial account balances. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0098-100 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0099-100 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0096-100 
TITLE Vouchers and Requisitions - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0100-100 
TITLE Word Processing Files 
DESCRIPTION Electronic copies of documents produced with word processing programs. 
RETENTION See Comments 
COMMENTS When electronic documents are only copy, disposition must be in accordance with an approved schedule entry for the specific records series. When used to produce a hard copy that is maintained according to approved schedule delete when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0101-100 
TITLE Work Orders and Logs 
DESCRIPTION Internal documents used to request and record requests for the performance of maintenance or other services. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0102-100 
TITLE Worker's Compensation Files 
DESCRIPTION Correspondence, reports, financial records, and other records used to document a worker's compensation claim. 
RETENTION See Comments 
COMMENTS Retain full and final settlement (closed) files 5 calendar years, then destroy. Retain future medical or benefit payment files (open) until closed plus 5 calendar years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Exempt from HIPAA Act Sec. 164.512(l) and (a); 5 USC 552(a); KSA 44-515(d) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0103-100 
TITLE Worker's Compensation Self-Insurance Permit Files 
DESCRIPTION Includes application, permit, and supporting documents for permit issued by Kansas Department of Human Resources, Workers Compensation Division. 
RETENTION See Comments 
COMMENTS Retain until cancelled or expired, plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

Agency Number: 000-100
Local Government Records
General Schedule/All Offices
Human Resources

This is the general agency code for Local Records series.


SERIES ID 0242-000 
TITLE Americans with Disabilities Act (ADA) Documentation 
DESCRIPTION Employee requests for reasonable accommodations and doctor's explanations as required for compliance with the Americans with Disabilities Act. Includes information regarding what is needed to make reasonable accommodations for individuals. Also includes any questions employees might have as well as documentation of any meetings, notifications, communications and training materials. Records may be paper or electronic. 
RETENTION 6 Cld years after completion or denial 
COMMENTS Contains protected health information (PHI) and medical information, records must be maintained separately from the personnel file and do not include any complaints filed. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4), & HIPAA Privacy Rule, 45 CFR Parts 160 and 164. 
APPROVED 2016-10-20 
K.A.R. NUMBER  
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