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Kansas Records Retention Schedules

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Agency Code: 521 (Department of Corrections)

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Agency Number: 521-010
Department of Corrections
All Facilities

SERIES ID 0137-521 
TITLE Inmate Behavior Record 
DESCRIPTION Documents concerning observations of the behavior and attitudes of individual inmates, maintained for security reasons. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at facility, then place in respective "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0106-521 
TITLE Inmate Benefit Records 
DESCRIPTION Documents of inmate luxuries purchased from canteen profits: purchase request, invoices, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0260-521 
TITLE Inmate Classification Records 
DESCRIPTION Documents relating to the determination of and calculation of inmate classification levels. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then transfer with inmate file. Destroy duplicate copies when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0098-521 
TITLE Inmate Classification Records - Requests for Exceptions 
DESCRIPTION Penal institution unit teams requests for exceptions to inmates assigned security levels: correspondence, special classification review, custody classification, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0461-521 
TITLE Inmate Clearance Records 
DESCRIPTION Documents regarding inmate clearance forms and all supporting documentation. 
RETENTION 005 cldr yrs 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0410-521 
TITLE Inmate Clothing Records 
DESCRIPTION Documents related to the purchase, care, issuance, and inventory of inmate clothing. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0367-521 
TITLE Inmate Counseling Participation Files 
DESCRIPTION Documents of individual's participation in various counseling programs: inmate name, kind of counseling, date of assignment/removal, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate completes counseling program, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0255-521 
TITLE Inmate Counseling Records 
DESCRIPTION Documents related to inmate counseling sessions: notes, testing results, reports, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at the facility, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0176-521 
TITLE Inmate Counselor Caseload Lists 
DESCRIPTION Documents of counselor inmate caseload assignment. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0133-521 
TITLE Inmate Count Records 
DESCRIPTION Inmate head counts taken throughout each shift. 
RETENTION 006 months 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0153-521 
TITLE Inmate Delinquent Security Classification Printout Records 
DESCRIPTION Documents listing the inmates with delinquent security classification: next review date, current parole eligibility, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0233-521 
TITLE Inmate Dental Appointment Book 
DESCRIPTION Internal forms and calendars used to schedule inmate dental appointments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0404-521 
TITLE Inmate Diet Records - Special 
DESCRIPTION Documents related to inmates who need or request special diets. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then place in respective "Inmate Medical File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0171-521 
TITLE Inmate Drug Test Records 
DESCRIPTION Documents detailing the testing of individual inmate's urine samples for the presence of drugs. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0352-521 
TITLE Inmate Education - Diplomas 
DESCRIPTION Photocopies of inmate GED diplomas--originals are given to the inmates. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility, then merge with "Inmate Education File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0377-521 
TITLE Inmate Education - Vocational Training Program Administrative Records 
DESCRIPTION Documents relating to routine administrative activities: student drops, enrollment forms, correspondence, transfers, terminations, reports, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0379-521 
TITLE Inmate Education - Vocational Training Waiting List 
DESCRIPTION A listing of inmates waiting to participate in a vocational program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0351-521 
TITLE Inmate Education College Class Schedules 
DESCRIPTION Schedules of classes given each semester. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0305-521 
TITLE Inmate Education Files 
DESCRIPTION Questionnaires, progress reviews, class hours, profile sheets, etc. relating to the performance and progress of individual inmate enrolled in the various education programs. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the corrections system plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0117-521 
TITLE Inmate Education Program Classroom Attendance Records 
DESCRIPTION Documents of inmates daily and monthly attendance in education programs. 
RETENTION See Comments 
COMMENTS Retain until inmate either completes the educational training program or leaves the facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0124-521 
TITLE Inmate Education Program Enrollment Log 
DESCRIPTION Log indicating each inmate's status within the education program at the facility: enrollment date, completion date, drop-outs, name, inmate number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0353-521 
TITLE Inmate Education Program Enrollment Management Computer Reports 
DESCRIPTION Computer lists regarding current enrollment and waiting lists for those wishing to participate in programs and also those who have withdrawn. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0354-521 
TITLE Inmate Education Program Evaluation Reports 
DESCRIPTION Computer report of summary statistics regarding education programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0259-521 
TITLE Inmate Education Program General Classroom Report Records 
DESCRIPTION Documents related to general daily operation of educational programs. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0355-521 
TITLE Inmate Education Testing Files 
DESCRIPTION Listings of inmate scores on GED, SAT and other standard educational tests - somewhat duplicative of inmate educational files. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0418-521 
TITLE Inmate Evaluation Drafts 
DESCRIPTION Drafts of inmate evaluations. 
RETENTION See Comments 
COMMENTS Retain until superseded by final draft, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0518-521 
TITLE Inmate Files 
DESCRIPTION Primary documentation regarding individuals incarcerated with or supervised by Kansas Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain the entire paper file and imaged documents for 3 years after expiration of sentence. Purge both paper files and imaged documents retaining only the following documents either in paper or electronic format for 27 years after purging: Admission Data Sheet (Face Sheet), All Court Documents; Finger Print card; Photo; PSI Report; Affidavit of Common-Law Marriage, Death Certificate, Parole Certificate, Obituary, Discharge Certificate. Transfer paper medical and mental health file to the repository and retain for 10 years, then destroy. Data stored offline should be refreshed periodically to ensure data integrity. Some information from the Inmate File is kept permanently in Public Kansas Adult Supervised Population Electronic Repository (KASPER). 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

SERIES ID 0157-521 
TITLE Inmate Files - Unit Team 
DESCRIPTION Copies of primary file of records relating to individual inmates during incarceration and parole. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves penal system, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0174-521 
TITLE Inmate Furlough Records 
DESCRIPTION Documents relating to inmate furlough applications: pre-furlough investigation, furlough narratives, order of furlough, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate departs facility, then place original copies of furlough material in the inmate file - destroy duplicates when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0238-521 
TITLE Inmate Good Time Cards 
DESCRIPTION Cards used to post "good time" for individual inmates, cell location, and disciplinary actions. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves penal system, then transfer to appropriate inmate file. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0376-521 
TITLE Inmate Grievance Files - Facilities 
DESCRIPTION Correspondence, reports, and supporting documentation relating to grievances and complaints filed by inmates against the Department of Corrections. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0147-521 
TITLE Inmate Incident Report Records 
DESCRIPTION Documents related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 6 months, then place original in "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0247-521 
TITLE Inmate Information Cards - Security 
DESCRIPTION Cards listing abstracted information on individual inmates - used for security reference. Includes Escape Cards, Control Cards, and Identification Cards. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0258-521 
TITLE Inmate Information Data Sheets 
DESCRIPTION Abstracted record of individual inmate incarceration and parole information. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0419-521 
TITLE Inmate Interview and Check-Out Sheet Log 
DESCRIPTION Documents indicating inmate interviews with professional staff and those non-state professionals: inmate location, person interviewing, in/out time, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0346-521 
TITLE Inmate Ledgers 
DESCRIPTION Abstracted record of individual inmate incarceration and parole information. 
RETENTION See Comments 
COMMENTS Retain in conjunction with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0331-521 
TITLE Inmate Legal Files 
DESCRIPTION Documents relating to individual inmate's legal concerns and problems. 
RETENTION See Comments 
COMMENTS Retain until case is closed, then merge original copies with individual "Inmate Files" - destroy duplicate copies. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0155-521 
TITLE Inmate Location Master Listing 
DESCRIPTION A list identifying the whereabouts of inmates in the Department of Corrections. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0329-521 
TITLE Inmate Location Records 
DESCRIPTION Brief record of inmate whereabouts within the Corrections system. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves penal system, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0121-521 
TITLE Inmate Medicaid Cards 
DESCRIPTION Identification card used for reference in Medicaid cases: inmate name, date of birth, inmate number, and Medicaid number. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0186-521 
TITLE Inmate Medical Appointment Book 
DESCRIPTION Internal forms and calendars used to schedule inmate medical examinations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0250-521 
TITLE Inmate Medical Bill Listing 
DESCRIPTION A computer printout of inmate medical bills: inmate name, date, date paid, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0119-521 
TITLE Inmate Medical Cards 
DESCRIPTION Documents relating to inmate's medical history and current status: chronic health problems, immunization dates, date of birth, allergies, name and inmate number. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then merge with "Inmate Medical Records." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0120-521 
TITLE Inmate Medical Cost Master Listing 
DESCRIPTION Computer listing of inmate medical costs and other related services for the Department of Correction Facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0512-521 
TITLE Inmate Medical Logs 
DESCRIPTION Daily sick call, contact, lab test, medication logs, etc. documenting various aspects of inmate medical care. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0368-521 
TITLE Inmate Medical Scheduling Databases 
DESCRIPTION A collection of databases used for inmate waiting lists, program openings, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0369-521 
TITLE Inmate Medical Segregation Order Records 
DESCRIPTION Form memoranda ordering the beginning and the end of medical segregation for inmates. 
RETENTION See Comments 
COMMENTS Retain for period of segregation plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0232-521 
TITLE Inmate Medical X-Rays 
DESCRIPTION X-rays of inmates used for various medical purposes. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0180-521 
TITLE Inmate Medical and Mental Health Records 
DESCRIPTION Documents of individual inmate medical care: medication records, medical history, lab reports, physical exam records, etc. 
RETENTION See Comments 
COMMENTS Original records are maintained by the releasing facility for two years after discharge from sentence. Ship to KDOC Repository for storage until a total of 10 years after discharge from sentence, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2011-04-28 
K.A.R. NUMBER 53-2-167 

SERIES ID 0370-521 
TITLE Inmate Medication Purchase Records 
DESCRIPTION Documents of drugs purchases for inmates: copies of invoices and vouchers. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0447-521 
TITLE Inmate Mental Health Call-Out Records 
DESCRIPTION Memoranda of mental health call-outs produced by the Psychology Section. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0226-521 
TITLE Inmate Mental Health Card File 
DESCRIPTION Documents identifying individual inmate counseling programs: inmate name and number, counseling programs, completion date, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0332-521 
TITLE Inmate Mental Health Case Hearing Records 
DESCRIPTION Documents relating to mental health case hearings: waivers, proposed transfers, clinical-psychological reports, tapes, correspondence, etc. 
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 KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0365-521 
TITLE Inmate Mental Health Clinical Services Reports 
DESCRIPTION Summary of psychological treatment while at the facility. 
RETENTION See Comments 
COMMENTS Original copies are placed in "Inmate File" -- duplicate copies, destroy after no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0421-521 
TITLE Inmate Mental Health Face Sheet Summaries 
DESCRIPTION Psychologist's evaluation of individual inmates entering the Department of Corrections penal system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0122-521 
TITLE Inmate Mental Health Records 
DESCRIPTION Documents related to individual inmate's mental health evaluations and treatments. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then merge with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0311-521 
TITLE Inmate Movement Records 
DESCRIPTION Document detailing the daily movement of individual inmates within and without the facility. Includes logs and card files. A.k.a. "drop sheets." 
RETENTION 005 cldr yrs 
COMMENTS Duplicate copies may be destroyed whenever no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0378-521 
TITLE Inmate Non-Participant Program Files 
DESCRIPTION Documents related to individual inmates who either quit or decline the opportunity to participate in the vocational programs. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0462-521 
TITLE Inmate Numerical Cards 
DESCRIPTION Documents used to locate an individual inmate by inmate number. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0464-521 
TITLE Inmate Out to Court Records 
DESCRIPTION Documents to cellhouses indicating which inmates are in court. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0304-521 
TITLE Inmate Parole Files 
DESCRIPTION Documents relating to an individual inmate's parole period: chronological logs, correspondence, mental health reports, parole plans, etc. 
RETENTION See Comments 
COMMENTS Retain until parolee is discharged from Department of Corrections, then merge with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0373-521 
TITLE Inmate Parole Files - Continued Cases 
DESCRIPTION Parole decisions on individual inmates who have been continued at the facility for further treatment and rehabilitation. 
RETENTION See Comments 
COMMENTS Retain until inmate is paroled or transferred, then place with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0125-521 
TITLE Inmate Payroll Records 
DESCRIPTION Documents related to inmate payroll accrual and disbursement. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0127-521 
TITLE Inmate Photographs 
DESCRIPTION Photo images, including moving pictures, of inmates. 
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 KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0170-521 
TITLE Inmate Population Records - OBSCIS 
DESCRIPTION Document detailing inmate transfers, releases, and length of stay at the facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0203-521 
TITLE Inmate Population Summary Record - Daily 
DESCRIPTION Documents related to inmate identification and housing location: inmate name and number, housing location, room number, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0454-521 
TITLE Inmate Profile Records 
DESCRIPTION Documents regarding individual inmate's description, training, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility plus 5 years unless duplicated elsewhere, then destroy. If not duplicated, merged with "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0483-521 
TITLE Inmate Property Claims Records 
DESCRIPTION Property loss claims (under $500) submitted by Department of Corrections inmates: correspondence, property loss claim forms, reimbursement amount, etc. 
RETENTION See Comments 
COMMENTS Retain until decision reached in case plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0141-521 
TITLE Inmate Property Records 
DESCRIPTION Inventory logs, communications, receipts, and other documents relating to individual inmate property. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years past inmate sentence discharge date, then destroy 
DISPOSITION Destroy 
RESTRICTIONS 45-221(a)(1) (29) & KSA 22-4707 
APPROVED 2016-10-20 
K.A.R. NUMBER 53-2-193 

SERIES ID 0149-521 
TITLE Inmate Protective Custody Release Records 
DESCRIPTION Documents relating to inmates refusal of protective custody even if security recommends the protection: inmate name and number, refusal date, witnesses, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves the facility, then place in "Inmate File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0105-521 
TITLE Inmate Psychological Testing Records 
DESCRIPTION Standardized psychological tests completed by inmates. 
RETENTION See Comments 
COMMENTS Retain as per psychological testing and evaluation standards, include test protocols in the respective "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0181-521 
TITLE Inmate Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency from inmates: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0318-521 
TITLE Inmate Receiving, Transfer, and Release Records 
DESCRIPTION Documents of inmates received into or transferred/released from the facility. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0381-521 
TITLE Inmate Recreation and Welfare Fund Budgets 
DESCRIPTION Copies of budgets and subsequent appeals for expenditures from the inmate recreation and welfare fund submitted yearly to the director of the institution for approval. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0150-521 
TITLE Inmate Rights Waiver Records 
DESCRIPTION Documents relating to the facility advising the inmates of their constitutional rights. 
RETENTION See Comments 
COMMENTS Retain for inmate's tenure at the facility, then transfer into "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0525-521 
TITLE Inmate Segregation Files 
DESCRIPTION Records relating to the placement and monitoring of individual inmates held in the segregation unit. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & KSA 45-221(a)(29) 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0463-521 
TITLE Inmate Sick Call Records 
DESCRIPTION Requests by inmates to go on sick call. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0372-521 
TITLE Inmate Sick Call Slips 
DESCRIPTION Requests by inmates to go on sick call. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0253-521 
TITLE Inmate Statistical Analysis Record - Daily 
DESCRIPTION Documents related to a wide range of inmate information: facility inmate assigned, inmate name and number, date, payroll, man-hours worked, inmate work assignments, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0450-521 
TITLE Inmate Statistical Analysis Record - Monthly 
DESCRIPTION Documents related to a wide range of inmate information gathered from the classification, nursing, and education divisions. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0207-521 
TITLE Inmate Substance Abuse Primary Treatment Operations Manual 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in collective manual of individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0371-521 
TITLE Inmate Substance Abuse Program Participation Notifications 
DESCRIPTION Copy of form letter sent to parole boards indicating an inmate's participation in Alcoholic Anonymous or Narcotics Anonymous programs. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0362-521 
TITLE Inmate Substance Abuse Treatment Attendance Sheets 
DESCRIPTION Log of attendance at Alcoholic Anonymous or Narcotics Anonymous meetings. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0206-521 
TITLE Inmate Substance Abuse Treatment Files 
DESCRIPTION Documents of an individual inmate's substance abuse treatment program. 
RETENTION See Comments 
COMMENTS Retain until inmate completes or terminates treatment program, then merge with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0361-521 
TITLE Inmate Substance Abuse Treatment Participation Records 
DESCRIPTION Card file index to inmates participating in Alcoholic Anonymous or Narcotics Anonymous programs. 
RETENTION See Comments 
COMMENTS Retain until information is no longer in effect, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0208-521 
TITLE Inmate Substance Abuse Treatment Program Participant Log 
DESCRIPTION Log of individual participation in substance abuse treatment programs: inmate name and number, ADAPT number, date, completion date, comments, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0209-521 
TITLE Inmate Suspended Card File 
DESCRIPTION Inmates who have suspended sentences: inmate name and number, date, action taken, comments, sentence imposed, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to individual "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0152-521 
TITLE Inmate Sworn Statements 
DESCRIPTION Formal statements submitted by either the accused or the witness in an investigation proceeding. 
RETENTION See Comments 
COMMENTS Merge with "Disciplinary Case Files" when appropriate and retain/dispose of them in conjunction therewith. 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0420-521 
TITLE Inmate Transportation Log - Medical 
DESCRIPTION Documents of medical requirements resulting in transportation of individual inmates. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0144-521 
TITLE Inmate Visitation Logs 
DESCRIPTION Logged records of inmate visits: visitor's name, address, date, time, inmate's name and number, comments by officer, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0313-521 
TITLE Inmate Visitation Records 
DESCRIPTION Documents regarding individual inmate's visiting privileges. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then merge with "Inmate Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0154-521 
TITLE Inmate Work Assignment Records 
DESCRIPTION Listing of inmate work assignments: inmate name and number, pay classification, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0131-521 
TITLE Inmate Work Assignment Reports - Daily 
DESCRIPTION Documents of hours worked by each inmate in detail. 
RETENTION 003 fisc yrs 
COMMENTS Retain until report is complete, then transfer to inmate payroll clerk. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0193-521 
TITLE Inmate Work Attendance Log 
DESCRIPTION Documents relating to the daily work attendance of inmates: inmate's name, days worked, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0173-521 
TITLE Inmate Work Data Sheet 
DESCRIPTION Documents relating to inmate employment, work schedule, and transportation. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

SERIES ID 0178-521 
TITLE Inmate Work Detail Logs - Outside 
DESCRIPTION Documents detailing inmate outside work activity: inmate's name and number, time-in/out, control center officer, and date. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0264-521 
TITLE Inmate Work Detail Records 
DESCRIPTION Documents related to the daily work detail crews: needs assessment, work requests, man-hours worked, monthly reports, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0126-521 
TITLE Inmate Work Detail Roster - Daily 
DESCRIPTION Documents relating to individual inmate work detail. 
RETENTION See Comments 
COMMENTS Retain until inmate leaves facility, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0177-521 
TITLE Inmate Work Release Program Information 
DESCRIPTION Documents detailing approved inmate employment and work release program participation. 
RETENTION See Comments 
COMMENTS Retain until superseded or inmate completes work release assignment, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 

SERIES ID 0175-521 
TITLE Inmate Work Release Program Participation 
DESCRIPTION Documents relating to individual inmate participation in the work release programs: budget sheets, conditions of work release agreements, employment verification, etc. 
RETENTION See Comments 
COMMENTS Retain until inmate completes work release program plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 22-4707 & 45-221(a)(29) 
APPROVED 1990-10-11 
K.A.R. NUMBER 53-2-086 
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