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Kansas Records Retention Schedules

Results of Query:

Agency Code: 034 (Adjutant General's Department)

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Agency Number: 034-002
Adjutant General's Department
Office for State Personnel

SERIES ID 0008-034 
TITLE Firefighters Files 
DESCRIPTION Documents relating to unions, policies, and other matters concerning firefighters assigned to the armories. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-003
Adjutant General's Department
Public Information Office

SERIES ID 0024-034 
TITLE Biography Files 
DESCRIPTION Documents related to biographies of national guard officers used to answer frequent public and news media inquiries. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0025-034 
TITLE Clippings Files 
DESCRIPTION Newsclippings mentioning the Kansas National Guard and the Adjutant General's Office provided by a clipping service bureau. 
RETENTION See Comments 
COMMENTS Discontinued records series. Transfer to the state archives immediately. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0026-034 
TITLE Community Services Files 
DESCRIPTION Documents relating to community relations programs organized in conjunction with the National Guard to promote community awareness of services offered. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0027-034 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers - Purchase. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0028-034 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0029-034 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0030-034 
TITLE Desert Storm and Shield Information Files 
DESCRIPTION Documents relating to the deployment of local National Guard units to the Middle East used to answer frequent public and news media inquiries. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0031-034 
TITLE Photographic and Video Materials 
DESCRIPTION Photo-prints, negatives, slides, films, and videotapes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0032-034 
TITLE Plains Guardian Newsletter 
DESCRIPTION Newsletters published bimonthly by the Public Information Office to keep the agency and the Kansas National Guard apprised of current affairs and activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer one copy to the State Archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0033-034 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the State Archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0034-034 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0173-034 
TITLE Procedures Manuals 
DESCRIPTION Original copies of agency procedures issued in a collective manual. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer 1 copy to the State Archives, destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0035-034 
TITLE Speeches and Writings 
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0036-034 
TITLE Subject Files 
DESCRIPTION Wide variety of documents relating to the operation and administration of the Public Information Office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0037-034 
TITLE Weekend Drills Files 
DESCRIPTION Documents relating to planning and conducting National Guard weekend drills. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 034-004
Adjutant General's Department
Comptroller's Office

SERIES ID 0038-034 
TITLE Audit Reports 
DESCRIPTION Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0039-034 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0040-034 
TITLE Budget Requests and Appeals - Annual 
DESCRIPTION Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0041-034 
TITLE Certified Payroll Records 
DESCRIPTION Documents relating to verification of wage rates and bids on federal contracts maintained for budgetary purposes. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0042-034 
TITLE Contracts 
DESCRIPTION Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0049-034 
TITLE Financial Reports and Records 
DESCRIPTION Reports and records used by the Adjutant General's Department to manage activities and complete reports to the federal government concerning activities for each Cooperative Agreement, Grant, Special Project, and Administration. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0043-034 
TITLE Imprest Fund 
DESCRIPTION Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA form 152 -Checkbook Record--Imprest Fund." 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0045-034 
TITLE Leases - Real Property and Capital Equipment 
DESCRIPTION Documents related to the leasing of real estate and equipment. 
RETENTION See Comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0048-034 
TITLE Purchasing Records 
DESCRIPTION Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0142-034 
TITLE Receipts Records - Cash 
DESCRIPTION Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0051-034 
TITLE Salary Advances Reports 
DESCRIPTION Reports relating to federal government salary advances used for payroll reconciliation purposes. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0052-034 
TITLE Service Contracts 
DESCRIPTION Legal agreements with individuals and organizations for repair service. Includes all associated documents, e.g.. DA-146 series. 
RETENTION See Comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0053-034 
TITLE State Active Duty Rosters 
DESCRIPTION Rosters relating to National Guard personnel available to be called up for either regular or emergency active duty. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0054-034 
TITLE Station/Armory Funds Records 
DESCRIPTION Documents relating to city or county authorization of funds for state armories to purchase items not included in the state budget. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0055-034 
TITLE Status of Funding Reports 
DESCRIPTION Reports created to monitor the expenditures of funds allocated by the federal government which assists in the budget process. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0057-034 
TITLE Subject Files - Comptroller 
DESCRIPTION Wide variety of documents relating to the agency's fiscal concerns and responsibilities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2015-03-29
K.A.R. NUMBER 53-2-099 

SERIES ID 0058-034 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings received from the Department of Administration and supporting documents concerning the use of a telecommunications services provider. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0059-034 
TITLE Travel Request and Authorization Records 
DESCRIPTION Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0160-034 
TITLE Vehicle Operation Records 
DESCRIPTION Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms. 
RETENTION See comments 
COMMENTS Retain 006 yrs 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements, per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0062-034 
TITLE Vouchers - Journal 
DESCRIPTION All documents and backup information used to adjust financial account balances. 
RETENTION 006 fisc yrs 003 months 
COMMENTS Retain 006 yrs, 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements per National Guard Regulation 5-1. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0063-034 
TITLE Vouchers - Receipts 
DESCRIPTION All copies of documents and backups used to transfer funds received by agencies from individuals and organizations into their particular accounts. 
RETENTION 006 fisc yrs 003 months 
COMMENTS Retain 006 yrs, 03 months from date of last payment/reimbursement to the state for all National Guard Bureau Cooperative Agreements per National Guard Regulation 5-1 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-005
Adjutant General's Department
Archives Section

SERIES ID 0065-034 
TITLE Certificates of Discharge From Active Duty 
DESCRIPTION Forms issued by the federal government formally releasing armed forces personnel from active duty that are required to qualify for veterans benefits (Form DD214). 
RETENTION See Comments 
COMMENTS Retain 2 calendar years, then microfilm and destroy hard copy. Retain microfilm 20 calendar years, then transfer to the state archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0068-034 
TITLE Kansas National Guard Service Records 
DESCRIPTION Enlistment and discharge records, service history, and other documents relating to Kansas National Guard personnel military service. 
RETENTION See Comments 
COMMENTS Microfilm, then destroy hard copy or transfer to the state archives if microfilm does not meet archival standards. Retain microfilm twenty years, then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0069-034 
TITLE Officer Personnel Files 
DESCRIPTION Documents associated with employment of Kansas National Guard officers: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0070-034 
TITLE Retirement Credit Records 
DESCRIPTION Documents that constitute part of the Kansas National Guard Service Records which did not get microfilmed with the original files and are used to verify retirement benefit entitlements. 
RETENTION See Comments 
COMMENTS Retain in conjunction with Kansas National Guard Service Records. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0071-034 
TITLE Retirement Eligibility Notification Letters 
DESCRIPTION Letters notifying service personnel that they have accrued 20 years of service and are eligible for retirement. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. (a.k.a. 20 Years Letters) 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

Agency Number: 034-006
Adjutant General's Department
Department of Facilities & Engineering

SERIES ID 0073-034 
TITLE Armory Statistics Files 
DESCRIPTION Records relating to statistics on the armories including square footage, county, year built, inventory value, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer hard copy to the archives and destroy electronic data. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0074-034 
TITLE Batch Transmittal Forms 
DESCRIPTION Completed forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents. 
RETENTION See Comments 
COMMENTS Retain in conjunction with transmitted documents, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0075-034 
TITLE Bid Records 
DESCRIPTION Documents related to requests for proposals, bids, quotations, or estimates. 
RETENTION 005 fisc yrs 
COMMENTS See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0076-034 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
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 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0077-034 
TITLE Building and Grounds Maintenance Records 
DESCRIPTION Documents associated with repairs and maintenance to the physical plant of the agency - does not include Work Order and Logs (q.v.). 
RETENTION See Comments 
COMMENTS Retain a minimum of 3 years or until warranties are expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0078-034 
TITLE Capital Improvement Projects Files 
DESCRIPTION Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0079-034 
TITLE Contract Specifications Files 
DESCRIPTION Specifications for armory repairs in excess of $2,000 which are required for the bid process and are used to inspect the sites. 
RETENTION See Comments 
COMMENTS Retain 5 years after contract has expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0080-034 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0081-034 
TITLE Roof Drawings 
DESCRIPTION Drawings of the armories' roofs used as part of the overall plan to replace all flat roofs with standing seam metal roofs to improve security and durability. 
RETENTION See Comments 
COMMENTS Retain 10 fiscal years, then contact the State Archives for appraisal - if not accepted for transfer to the State Archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0082-034 
TITLE Storm Damage Files 
DESCRIPTION Documents relating to all types of storm damage assessments which occurred at armories across the state. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. This series exists both in hard copy and electronic format. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Deputy Director

SERIES ID 0105-034 
TITLE Disaster Emergency Proclamations Files 
DESCRIPTION Documents relating to the division's justification for disaster emergency proclamations requests submitted to the governor and/or the federal government. 
RETENTION 003 yrs from date of disaster 
COMMENTS Disaster declarations received by the State Archives from the governor's office. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0134-034 
TITLE Nuclear Preparedness Files 
DESCRIPTION Documents relating to plans prepared to coordinate responses to nuclear emergencies at the Wolf Creek Nuclear Power Plant and Cooper Nuclear Plant in Nebraska. 
RETENTION See Comments 
COMMENTS Retain 3 years, then transfer one copy of the plan to the State Archives, destroy remaining documents. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0152-034 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities and functions of the division. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0166-034 
TITLE Water Shortage Files 
DESCRIPTION Documents related to various plans established in the event of water related disasters such as drought or shortages which could affect the water supply. 
RETENTION See Comments 
COMMENTS Retain for 3 years after date of closeout letter if results in federal declaration, then destroy. Plans are duplicated from the Kansas Water Office. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Local Programs

SERIES ID 0125-034 
TITLE Kansas Siren Program Project Grant Files 
DESCRIPTION Applications made by the counties to the division to request grant funding for the purchase and installation of an early warning disaster system. Part of the federal disaster declaration files. 
RETENTION See Comments 
COMMENTS Retain 3 years from the date of closeout of Hazard Mitigation Grant Program (HMGP) project, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0128-034 
TITLE Local Emergency Management Program Grant Files 
DESCRIPTION Applications made by county agencies to the division for grant funds to be used to promote local emergency preparedness programs. 
RETENTION See Comments 
COMMENTS Retain 3 years from date of closeout letter, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Emergency Operations Training

SERIES ID 0101-034 
TITLE County Emergency Preparedness Plan Files 
DESCRIPTION Variety of documents relating to county emergency preparedness plans submitted by local officials and reviewed by the division to ensure that plans comply with all state and federal regulations. 
RETENTION See Comments 
COMMENTS Retain current + 1 previous plan, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0108-034 
TITLE Emergency Management Training Files 
DESCRIPTION Documents relating to workshops and courses designed to train county personnel on emergency preparedness and hazardous materials procedures including syllabi, course evaluations, & attendance records. 
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 0118-034 
TITLE Federal Emergency Management Program Requirements Files 
DESCRIPTION Variety of documents relating to local efforts to meet eligibility requirements established by the federal government for federal emergency preparedness assistance funds. 
RETENTION Retain for 3 years from closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0119-034 
TITLE Federal Exercise Report Forms 
DESCRIPTION Reports submitted by local officials, and used by the Division of Emergency Preparedness to prepare reports to the Federal Emergency Management Agency (FEMA), that summarize the results of annual emergency plan tests performed to evaluate the effectiveness of the plans. 
RETENTION 3 yrs from closeout 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Fiscal Section

SERIES ID 0117-034 
TITLE Federal Emergency Management Agency (FEMA) Billing Reports 
DESCRIPTION Detailed reports submitted to FEMA listing division and local government personnel and administrative expenses as required for compliance with federal grant guidelines. 
RETENTION See comments 
COMMENTS Retain for 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0124-034 
TITLE Individual and Family Grant Files 
DESCRIPTION Correspondence, case status form, payment vouchers, etc. maintained on individuals and families receiving federal grant funds providing assistance after a natural disaster. 
RETENTION See Comments 
COMMENTS Retain 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(14)(30). 
APPROVED 2015-04-16  ; Revised 2015-04-21
K.A.R. NUMBER 53-2-185 

SERIES ID 0137-034 
TITLE Quarterly Financial Reports - Federal Emergency Management Agency (FEMA) Grants 
DESCRIPTION Financial status reports, federal cash transaction reports, and other reports submitted by the division to FEMA to comply with federal grant reporting requirements. 
RETENTION See comments 
COMMENTS Retain for 3 years from date of closeout, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Population Protection Planning

SERIES ID 0111-034 
TITLE Emergency Operations Plan - State, Counties, and Cities 
DESCRIPTION Statewide response plan prepared by division staff and by local and state officials with assistance from division staff to facilitate an effective statewide response to a natural or other disaster as required by KSA 48-926 and KSA 48-929(d). 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. Plans are available on the Division of Emergency Planning website and published through the State Printer. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 034-008
Adjutant General's Department
Division of Emergency Preparedness
Technological Hazards

SERIES ID 0089-034 
TITLE Cobalt 60 CD Radiation Training Source Inspection Files 
DESCRIPTION Inspections made by division personnel of the live radiation source containers used for class demonstrations to ensure there has been no compromise of the source container. 
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 0093-034 
TITLE Cooper Nuclear Station Files 
DESCRIPTION Correspondence and related materials regarding cooperation between Kansas and the Nebraska Cooper Nuclear Power Plant pertaining to emergency preparedness plans. 
RETENTION See comments 
COMMENTS Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0122-034 
TITLE Hazardous Materials Incident/Accident Reports 
DESCRIPTION Reports submitted to the division by local officials regarding any hazardous materials incidents/accidents as required by Title III of the Superfund Amendments and Reauthorization Act. Series includes annual summary report. 
RETENTION 006 cldr yrs 
COMMENTS Retain all records for 6 calendar years, then destroy. Transfer one copy of annual report to the State Archives. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0131-034 
TITLE Monthly Motor Vehicle Record - Federal 
DESCRIPTION Monthly logs and related documentation regarding federal vehicle usage by the division staff traveling to county and city inspection sites throughout the state. 
RETENTION 003 fisc yrs from date of closeout letter 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0138-034 
TITLE Radiation Exposure Reports 
DESCRIPTION Quarterly and annual reports documenting division employees' ionizing radiation exposure history. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0140-034 
TITLE Radioactive Detection Equipment Inventory 
DESCRIPTION Inventory documenting location and usage of radiological kits issued to counties which are exchanged and recalibrated every four years. 
RETENTION See Comments 
COMMENTS Retain until superseded by new inventory plus 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0141-034 
TITLE Radioactive Materials Licensing File 
DESCRIPTION Documents related to the division's radioactive materials license issued by the Department of Health and Environment that authorizes division personnel to handle radioactive materials. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0147-034 
TITLE State Emergency Response Commission Files 
DESCRIPTION Minutes, by-laws, etc. relating to the activities of the commission responsible for assisting state agencies in the coordination of efforts related to chemical emergencies and chemical releases. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0153-034 
TITLE Subject Files - Radiological 
DESCRIPTION Variety of documents relating to emergency planning and training procedures for radioactive hazards. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0154-034 
TITLE Subject Files - Superfund Amendments and Reauthorization Act (SARA) Title III 
DESCRIPTION Variety of documents relating the division's involvement with SARA Title III which is the federal act designed to protect public health and safety and the environment from chemical hazards. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0155-034 
TITLE Subject Files - Wolf Creek Generating Station 
DESCRIPTION Correspondence, audits, exercise reports, etc. relating to emergency preparedness planning and training at the Wolf Creek Generating Station. 
RETENTION See Comments 
COMMENTS Retain within established FEMA guidelines, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0174-034 
TITLE Tier II Reports 
DESCRIPTION Company reports compiled and submitted by counties of hazardous materials including quantities and chemicals stored on site. 
RETENTION 002 cldr yrs 
COMMENTS Kansas Department of Health and Environment Air and Radiation Bureau supplies this convenience copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-07-18 
K.A.R. NUMBER 53-2-131 

SERIES ID 0157-034 
TITLE Training Files - Hazardous Materials 
DESCRIPTION Copies of attendance records and tests relating to hazardous materials training sessions 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 

SERIES ID 0158-034 
TITLE Training Files - Radiological 
DESCRIPTION Copies of attendance records, evaluations, etc. relating to the radiological training courses offered by the division staff maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0169-034 
TITLE Wolf Creek Radiological Emergency Response Plan 
DESCRIPTION Plan issued to the division by the Wolf Creek Generating Station detailing emergency response implementation procedures and the potential environmental impact of a nuclear disaster. 
RETENTION See Comments 
COMMENTS Retain until superseded, then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(12) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 034-009
Adjutant General's Department
Military Personnel Office

SERIES ID 0170-034 
TITLE General/Permanent Orders 
DESCRIPTION Copies of orders issued by the Adjutant General relating to the reorganization of armed services units, awarding of medals, training plans, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0171-034 
TITLE Orders and Special Orders 
DESCRIPTION Copies of orders issued by the Adjutant General relating to personnel actions and other matters of a specific nature. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0172-034 
TITLE Selective Service Records - World War II 
DESCRIPTION Copy of a list of Kansas citizens who served in the armed forces between 1940 and 1946. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the state archives for purging. The state archives already has one copy of this record series. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

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