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Kansas Records Retention Schedules

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Agency Code: 173 (Department of Administration)

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Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID 0949-173 
TITLE Fair Labor Standards Act File 
DESCRIPTION Records documenting changes in the overtime status of various classes. 
RETENTION See Comments 
COMMENTS Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0950-173 
TITLE General Survey Files 
DESCRIPTION Retention and other surveys of a general nature conducted on state employees and/or state agencies. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0951-173 
TITLE Kansas Highway Patrol Trooper Candidate Files 
DESCRIPTION Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol. 
RETENTION See Comments 
COMMENTS Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4)(9) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0952-173 
TITLE Notice of Vacancy Report File 
DESCRIPTION Weekly reports listing external and internal vacancies available within the state civil service system. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0942-173 
TITLE Re-employment Actions File 
DESCRIPTION Documents relating to re-employment actions of state employees laid off from the state civil service. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0981-173 
TITLE Resume File 
DESCRIPTION Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0996-173 
TITLE Salary Survey Files 
DESCRIPTION Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1001-173 
TITLE Skills Development File 
DESCRIPTION Documents relating to the skills selection process including skills inventories and updates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 0998-173 
TITLE Training and Experience Rating Form 
DESCRIPTION Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination. 
RETENTION 004 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

SERIES ID 1002-173 
TITLE Workforce Report 
DESCRIPTION Annual workforce reports on statewide data and general or specific reports on agency activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 173-005
Department of Administration
Division of the Budget

SERIES ID 0752-173 
TITLE Agency Budgets - Analysts' Copy 
DESCRIPTION State agency budget documents used by budget analysts to analyze agencies' budgets. Two copies exits of these documents: one "clean" unmarked copy submitted by the agency, and one "marked-up" copy used by the analysts' for their work. 
RETENTION See Comments 
COMMENTS Retain in office 5 fiscal years, then transfer both copies ("clean" and "marked-up") to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2010-01-29 
K.A.R. NUMBER 53-2-162 

SERIES ID 0753-173 
TITLE Agency Files 
DESCRIPTION Records documenting interaction between the Division of the Budget and other state agencies. 
RETENTION See Comments 
COMMENTS Retain for 4 calendar years in office files, 2 years in office storage, then transfer to State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2010-01-29 
K.A.R. NUMBER 53-2-162 

SERIES ID 0754-173 
TITLE Budget Cycle Records 
DESCRIPTION Records documenting the on-going development of each fiscal year's budget. 
RETENTION 004 Fiscal Years 
COMMENTS Retain for 4 fiscal years in office files, then transfer to State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2010-01-29 
K.A.R. NUMBER 53-2-162 

SERIES ID 0758-173 
TITLE Governor's Executive Directives 
DESCRIPTION Copies of the executive directives issued by the governor to authorize agency budgets revisions, to appoint unclassified personnel, and to effect other policy changes. 
RETENTION 003 cldr yrs 
COMMENTS NOTE: The Secretary of State maintains the record copy of this series. Copies also are distributed to the Governor's Office, the House, the Senate, Legislative Research, and the State Library. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0761-173 
TITLE Minutes - Finance Council 
DESCRIPTION Copies of minutes of the Finance Council meetings submitted to the Budget division. 
RETENTION 006 cldr yrs 
COMMENTS These are duplicates. The originals are kept in the Secretary of Administrations office. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0763-173 
TITLE Revenue Information 
DESCRIPTION File contains information used by Budget's financial economist to estimate revenue. These records also contain special studies on revenue. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management

SERIES ID 1078-173 
TITLE Waiting Lists - State Parking Lots / Garages 
DESCRIPTION Waiting lists for state employees year round and Legislative Services during session, for parking spaces in the state lots and garages. 
RETENTION Retain until superseded, then destroy or delete 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-07-18 
K.A.R. NUMBER 53-2-177 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Building and Grounds Services

SERIES ID 0766-173 
TITLE Alphabetical Files 
DESCRIPTION Miscellaneous records which document the functions and activities of building and grounds personnel. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal of the building. Purge documents which are mo longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0767-173 
TITLE Architectural Drawings Files 
DESCRIPTION Records consisting of architectural drawings for state buildings and grounds. The drawings are contained in flat files. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building or until no longer useful, then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0768-173 
TITLE Budgets for Building and Grounds Services 
DESCRIPTION Bound copies of fiscal year budgets for building and grounds services. 
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 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0770-173 
TITLE Building Data Files 
DESCRIPTION Records which document services and or equipment purchases made for specific Capitol Complex buildings. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal of the building, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0771-173 
TITLE Building Plans 
DESCRIPTION Records which document the design, planning, and drawing of state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of building, then transfer to state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0772-173 
TITLE Capitol Complex Engineer's Files 
DESCRIPTION Records which document projects under the direction of the Capitol Complex engineer. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building, then transfer to state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0773-173 
TITLE Construction Projects 
DESCRIPTION Records documenting any special projects for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building, and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0774-173 
TITLE Contracts 
DESCRIPTION Records which document the purchase of services, equipment, and products by Building and Grounds Services for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage area for 3 years after the contract expires, then dispose. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0775-173 
TITLE Contracts - Current 
DESCRIPTION Records which document the purchase of products and services used by building and grounds. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0776-173 
TITLE Contracts - Special 
DESCRIPTION Records which document the purchase of goods, products, and services for state buildings. 
RETENTION See Comments 
COMMENTS Retain in office storage until contract is terminated and is no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0769-173 
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 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0777-173 
TITLE Leave Slips 
DESCRIPTION Pre-printed forms documenting leave for building and grounds employees. 
RETENTION 005 fisc yrs 
COMMENTS See also Employee Time Report Records. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0778-173 
TITLE Original-As-Built Drawings for State Office Building 
DESCRIPTION Records which consist of architect's and engineer's drawings for the State Office Building. 
RETENTION See Comments 
COMMENTS Retain in office storage until disposal of the building and then transfer drawings to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0779-173 
TITLE Plan Holds 
DESCRIPTION Records consisting of prints of drawings or plans for buildings and grounds. 
RETENTION See Comments 
COMMENTS Retain in the office until disposal if the building and then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0780-173 
TITLE Purchase Requests - Internal 
DESCRIPTION Records which document purchases made by Building and Grounds. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0781-173 
TITLE State Office Building Commission Files 
DESCRIPTION Records which document the activities of the State Office Building Commission. 
RETENTION See Comments 
COMMENTS The State Office Building Commission was incorporated into the Capitol Area Complex. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0782-173 
TITLE Supervisor's Daily Reports 
DESCRIPTION Completed, pre-printed forms, kept by the supervisors, which document the daily activities of each employee, including the building or facility where the employee worked during a defined timeframe. Electronic spreadsheets to track employee time and location of work. 
RETENTION See Comments 
COMMENTS Retain paper forms until entered into the electronic spreadsheet and the entry is checked, then destroy; retain the electronic spreadsheets for 3 fiscal years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS  
APPROVED 2008-07-17 
K.A.R. NUMBER 53-2-156 

SERIES ID 0784-173 
TITLE Vacant Position Files 
DESCRIPTION Records which provide a description of Building and Grounds employment vacancies, plus any and all applicant information. 
RETENTION See Comments 
COMMENTS Retain in office storage for 3 years or as long as legal action is pending. This file was started in 1982. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Mail Service

SERIES ID 0785-173 
TITLE Postage Meter Records 
DESCRIPTION Documents regarding the purchase of postage from the United States Postal Service. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 173-006
Department of Administration
Office of Facilities and Property Management
Central Motor Pool

SERIES ID 0786-173 
TITLE Accident Files 
DESCRIPTION Documents pertaining to accidents involving state motor pool vehicles. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0787-173 
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 Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0788-173 
TITLE Billing File 
DESCRIPTION Documents regarding the use of the central motor pool by state agencies. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0789-173 
TITLE Employee Time Report Records 
DESCRIPTION Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. 
RETENTION 005 fisc yrs 
COMMENTS Internal agency forms. See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0790-173 
TITLE Gasoline Sales Billings 
DESCRIPTION Documents concerning all service station sales made by the Central Motor Pool to state agencies having their own vehicles. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0791-173 
TITLE Motor Pool Vehicle Gas Tickets 
DESCRIPTION Documents recording fuel costs for Central Motor Pool vehicles. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office for 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0792-173 
TITLE Payment Voucher Files - Office Copies 
DESCRIPTION Copies of vouchers recording payments made by the Central Motor Pool. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0793-173 
TITLE Payroll Warrant Registers 
DESCRIPTION Monthly listing of warrant checks issued to state agency employees for payroll purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0794-173 
TITLE Vehicle Files 
DESCRIPTION Documents recording the history of each motor pool vehicle. 
RETENTION See Comments 
COMMENTS Retain in office for the life of the vehicle in state service plus 1 calendar year after the sale of the vehicle, transfer to the records center for 1 calendar year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0795-173 
TITLE Vehicle Registration Records 
DESCRIPTION Computer printouts and payment vouchers relating to vehicle registration fees paid by state agencies for agency owned vehicles. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 4 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 173-008
Department on Administration
State Long Term Care Ombudsman

SERIES ID 0796-173 
TITLE Administrative Files - Long Term Care Ombudsman 
DESCRIPTION Documents relating to the policies and activities of the long-term care ombudsman program including correspondence, annual reports, budget materials, grant applications, activity logs, notes, etc. 
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 0797-173 
TITLE Legislative Relations Files 
DESCRIPTION Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0798-173 
TITLE Long Term Care Facility Respondent Files 
DESCRIPTION Variety of documents concerning complaints against, investigations of, or commendations of long term care facilities used to monitor if trends in facility conditions and activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 75-5921 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0799-173 
TITLE Long Term Care Ombudsman Investigative Case Files 
DESCRIPTION Documents relating to the ombudsman's investigations of complaints filed by or on behalf of residents of long term facilities and to the ombudsman's recommended solutions to identified problems. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office for 3 fiscal years, transfer to the records center for 2 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 75-5921 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0800-173 
TITLE Subject Files - Long Term Care Ombudsman 
DESCRIPTION Reports, publications, correspondence and other documents pertaining to long term care issues maintained for convenience of reference. 
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 

Agency Number: 173-009
Department of Administration
Division of Printing

SERIES ID 0801-173 
TITLE Active Personnel Files 
DESCRIPTION Records document all personnel transactions regarding current Division of Printing employees. 
RETENTION See Comments 
COMMENTS Retain in the office until the file is inactive (employee is no longer with the division), then retain permanently in the records room as inactive personnel files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0814-173 
TITLE Billing/Receiving Reports 
DESCRIPTION Hard copy and electronic reports documenting the cost accounting and production information. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-10-12 
K.A.R. NUMBER  

SERIES ID 0803-173 
TITLE CASK Reports - Division of Printing 
DESCRIPTION Computer printout reports received from CASK regarding the financial status of the State Printing office. 
RETENTION See Comments 
COMMENTS Retain for 1 fiscal year in office and 5 fiscal years in office storage. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0804-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records of the interaction between the Division of Printing and other state agencies. 
RETENTION 005 cldr yrs 
COMMENTS After office retention period is over transfer to archives for purging by the archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0805-173 
TITLE Daily Report of Jobs Completed 
DESCRIPTION Completed, pre-printed form used as an input document for computer controlled cost accounting system. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0805-173 
TITLE Daily Report of Jobs Completed 
DESCRIPTION Hard copy and electronic completed, pre-printed form used as an input document for the computer controlled cost acounting system. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2007-10-12 
K.A.R. NUMBER 53-2-152 

SERIES ID 0807-173 
TITLE Delivery Slips 
DESCRIPTION Completed, pre-printed forms documenting the delivery of printed materials to the agency which requested the material. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0809-173 
TITLE Interfunds - Division of Printing 
DESCRIPTION Pre-printed forms used to document payments made to the Printing division. 
RETENTION 004 fisc yrs 
COMMENTS Retain for 2 fiscal years in office files and 2 fiscal years in office storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0811-173 
TITLE Job Tickets - Closed and Billed 
DESCRIPTION Records which document the printing job done by the Division of Printing for state agencies. These are jobs which have been completed, billed and may be used for future reference. 
RETENTION See Comments 
COMMENTS Retain current series (series = 2 years) plus 2 full prior series. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0814-173 
TITLE Micro-Reports 
DESCRIPTION Reports done on a microcomputer system to document cost accounting and production information. 
RETENTION 003 fisc yrs 
COMMENTS This is a new system so presently there is only one year on hand. Retain in office for current month and 3 years in office storage. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0823-173 
TITLE Stock Issued Sheet 
DESCRIPTION Completed, pre-printed form documenting stock issued from the stockroom to job production. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-010
Department of Administration
Division of Purchases

SERIES ID 0830-173 
TITLE 46's Real Estate Lease Agreements 
DESCRIPTION Records containing pre-printed forms, correspondence, and requests to lease documenting contractual agreements for leasing space or buildings for state use. 
RETENTION See Comments 
COMMENTS Retain in central files while agreement is active. After agreements becomes inactive, retain for 1 year in office then transfer to off-site storage for 4 years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0831-173 
TITLE Annual Bonds - Current and Expired 
DESCRIPTION Records documenting signed bonds sent to the state by vendors guaranteeing 5 percent of their bid if vendor forfeits an award. 
RETENTION See Comments 
COMMENTS Retain active bonds in the central files until they are inactive; retain expires bonds in the central files for 1 year then for 4 years in off-site storage, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0832-173 
TITLE Bidders Applications 
DESCRIPTION Pre-printed forms which are returned by vendors as a request that their business be placed on the state vendor list. 
RETENTION See Comments 
COMMENTS Retain in the office until records are transferred to the deletion files of bidders applications. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0833-173 
TITLE Consulting Contracts 
DESCRIPTION Contracts with consultants for state purposes. 
RETENTION 015 fisc yrs 
COMMENTS Retain records for 5 years in office files, then send the records to accessible storage for 10 years, then selectively dispose when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0834-173 
TITLE Contract Vendor Awards 
DESCRIPTION Supplemental documents for one contracting officer's purchases from vendors. 
RETENTION 002 fisc yrs 
COMMENTS Retain records for the current year in office files, 1 year at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0835-173 
TITLE Contracts - Architecture 
DESCRIPTION Documents regarding services rendered to the state by architectural firms. 
RETENTION 010 cldr yrs 
COMMENTS Retain records for 5 years in office then 5 years at off-site storage. After transfer to the archives, purging can be done by the archives staff with review by the Division of Purchases. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0836-173 
TITLE Contracts - Food Service 
DESCRIPTION Documents regarding the contracting of food services for state entities. 
RETENTION See Comments 
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0837-173 
TITLE Contracts - Open-End 
DESCRIPTION Records documenting on-going transactions for supplies, services and equipment. These are flexible contracts: all agencies may acquire goods from vendors by using this agreement. 
RETENTION See Comments 
COMMENTS Retain in the central filing area until the contract expires and for 1 year after expiration, then transfer to off-site storage for 4 years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0838-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Records containing correspondence to and/or from the director of the Purchase division. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office files for 5 years then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0839-173 
TITLE Current Open-End Contracts - Pharmaceuticals 
DESCRIPTION Records documenting the on-going transactions and include correspondence, bids, contracts, and awards for pharmaceutical supplies, services and equipment. 
RETENTION See Comments 
COMMENTS These are the original documents for purchases, not copies. Retain in the office until the records are no longer current, then transfer to off-site storage for 4 years and until destruction is approved by the Attorney General's office. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0840-173 
TITLE Currently Active Computerized Food Purchase Items 
DESCRIPTION Documents regarding the state purchases of food for state entities. 
RETENTION See Comments 
COMMENTS Retain in the office while current. Transfer to the Open-End Contracts file when contract is completed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0842-173 
TITLE DA-110's Disposition of Property 
DESCRIPTION Pre-printed forms documenting property traded-in during the purchase of other equipment. 
RETENTION 006 fisc yrs 
COMMENTS Retain records in office for 2 fiscal years then for 4 years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0843-173 
TITLE Deletion Files of Bidders Applications 
DESCRIPTION Records documenting the deletion of bidders applications and correspondence from the bidders applications files to inactive deletion files. 
RETENTION See Comments 
COMMENTS After removal from the bidders applications file retain for 5 years in the office as deletion files of bidders applications, and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0844-173 
TITLE Energy Files 
DESCRIPTION Files documenting a special project on energy done by the Division of Purchases. 
RETENTION 015 cldr yrs 
COMMENTS Retain records in office for 5 years then 10 years at off-site storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0845-173 
TITLE Expired Bond Listing 
DESCRIPTION List of expired bonds. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0846-173 
TITLE Informational Circulars 
DESCRIPTION Records of departmental and divisional formal policy statements issued by the Department of Administration or the Division of Purchases. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0847-173 
TITLE Monetary Guarantee Receipts and Ledgers 
DESCRIPTION Records containing receipts from vendors to acknowledge receipt of monetary guarantee and ledgers of returned monetary guarantee receipts. 
RETENTION 006 fisc yrs 
COMMENTS Retain for 2 fiscal years in office files and 4 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0848-173 
TITLE Official Records of the Committee on Surety Bonds and Insurance 
DESCRIPTION Records documenting the operation of the Committee on Surety Bonds and Insurance containing correspondence, minutes, contracts, policies, bids and surety bonds. 
RETENTION 015 cldr yrs 
COMMENTS Retain for 5 years in the office and then transfer to accessible off-site storage for 10 more years, then to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0849-173 
TITLE Purchase Requests - Internal 
DESCRIPTION Completed, pre-printed forms used to record the actual purchases of equipment, services and supplies. 
RETENTION 006 fisc yrs 
COMMENTS Retain records for 3 fiscal years in office, then 3 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0850-173 
TITLE Quotations 
DESCRIPTION Records documenting one-time purchases by state entities. Also contains requests for bids, pre-bid specifications, bids, tab sheets, and all returned bids. 
RETENTION 005 fisc yrs 
COMMENTS Retain current year plus 2 months from the date of closing in the central filing area, then to off-site storage for 3 years and 10 months, and then selectively dispose when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1985-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0851-173 
TITLE Reading Files 
DESCRIPTION Copies of correspondence sent to vendors, agencies, and other entities from the Purchases division. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office for 5 years then transfer to archives for purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0852-173 
TITLE Small Business Files 
DESCRIPTION Special project correspondence concerning the business that the state does with small businesses. 
RETENTION 015 cldr yrs 
COMMENTS Retain in office for 5 years then for 10 years at off-site storage, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

SERIES ID 0853-173 
TITLE Vouchers - Purchase 
DESCRIPTION Records documenting agency requests for equipment, services, and supplies. 
RETENTION 006 fisc yrs 
COMMENTS Retain for 3 fiscal years in office, 3 fiscal years at off-site storage, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-011
Department of Administration
Legal Services

SERIES ID 0008-173 
TITLE Attorneys' Opinion Files 
DESCRIPTION Opinions of attorneys in Chief Counsel's office on various subjects. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-10-30  ; Revised 2015-01-23
K.A.R. NUMBER 53-2-068 

SERIES ID 0010-173 
TITLE Civil Service Board Appeal Records 
DESCRIPTION Records document appellate actions brought before the Civil Service Board. 
RETENTION 003 cldr yrs 
COMMENTS Contact the archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS K.S.A. 45-221(a)(3)(4)(11)(14)(20)(25)(30) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 1079-173 
TITLE Clemency records 
DESCRIPTION Electronic copies of original documents related to requests by penal inmates for clemency, including memoranda prepared for the Governor by Department of Administration, Office of Chief Counsel, once received by the Governor. 
RETENTION 2 fisc yrs 
COMMENTS These are convenience copies maintained by the Department of Administration; record copies are sent to the State Archives by the Governor's office, per K.S.A. 75-104(c). 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-2707, K.S.A. 45-221(a)(1)(3)(14)(29)(30) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0940-173 
TITLE Labor Relations File 
DESCRIPTION Agency and subject file compiled on labor relations and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(25) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0953-173 
TITLE Legal Research Files 
DESCRIPTION Research compiled by staff and used to assist in policy and decision making. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(25) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0941-173 
TITLE Litigation Case Files 
DESCRIPTION Documents relating to individual litigation involving the Department of Administration. 
RETENTION See Comments 
COMMENTS Retain in office 5 years after case is closed, then contact the archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS KSA 45-221(a)(3)(4)(11)(14)(20)(25)(30) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0704-173 
TITLE Memoranda of Understanding or Agreement - Interagency 
DESCRIPTION Background material and formal agreements reached between state, local, and/or federal agencies. 
RETENTION See Comments 
COMMENTS Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions restricted per K.S.A. 45-221(a)(25) 
APPROVED 2015-01-15 
K.A.R. NUMBER 53-2-183 

SERIES ID 0028-173 
TITLE Research Files - Chief Attorney 
DESCRIPTION General subject files are maintained for research purposes. Examples of the subjects include civil rights, discrimination, and equal rights. 
RETENTION See Comments 
COMMENTS Retain until no longer useful. Purging can be done by the attorney. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30  ; Revised 2015-01-23
K.A.R. NUMBER 53-2-070 

Agency Number: 173-020
Department of Administration
Information Systems & Communications

SERIES ID 0841-173 
TITLE DA 146-Specific Incidence Contracts 
DESCRIPTION Records documenting one-time orders from vendors for services, equipment or supplies. 
RETENTION See Comments 
COMMENTS Retain in office for 2 fiscal years then transfer these contracts to off-site storage and retain them for 5 years after the expiration of the lease, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-10-30 
K.A.R. NUMBER 53-2-068 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Accounting Tech. Support & Planning

SERIES ID 0104-173 
TITLE A-Listings 
DESCRIPTION Computer printouts displaying the run cycle of batch jobs which have successfully run, as well as batch jobs which have not successfully run with error explanations. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0105-173 
TITLE A-Listings for KIPPS Payroll 
DESCRIPTION Computer printouts displaying run cycles of batch jobs, both successful and unsuccessful, for use in the preparation of warrants for the KIPPS payroll system. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0106-173 
TITLE Billing Reports 
DESCRIPTION Computer printouts billing agencies for work processed by the Data Entry unit. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0107-173 
TITLE Blanks and Duplicates 
DESCRIPTION Handwritten log of duplicate warrants issued including an explanation of why a duplicate warrant was necessary. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0110-173 
TITLE CENPAY 
DESCRIPTION Computer printout documenting the day's beginning and ending warrant numbers for miscellaneous warrants. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0116-173 
TITLE DISC Computer Charges 
DESCRIPTION Documents relating to charges to the Technical Support Unit from DISC including a summary report of the distribution of charges. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 
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