Jump to Navigation

Kansas Records Retention Schedules

Results of Query:

Agency Code: 173 (Department of Administration)

Page 5 of 5 showing 96 records of 496 total, starting on record 401
1 | 2 | 3 | 4 | 5



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

SERIES ID 0117-173 
TITLE DISC Maintenance Requests 
DESCRIPTION Forms printed for agency requesting the Technical Support unit for any change on computer programs. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0112-173 
TITLE Daily Activity Control Register 
DESCRIPTION Daily computer printout recording patches of vouchers received from Payroll which are to keyed into the MAPPER system. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0113-173 
TITLE Daily Activity Log 
DESCRIPTION Computer printout recording all jobs keyed, output or saved by the Data Entry unit and the time of day activity occurred. 
RETENTION 002 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0114-173 
TITLE Daily Back-Up Tapes 
DESCRIPTION Magnetic tapes recording daily data entry performed by the Data Entry unit. 
RETENTION See Comments 
COMMENTS Retain tape for one week, erase, and then reuse the tape. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0115-173 
TITLE Data Entry Operator Statistics 
DESCRIPTION Computer printout documenting individual operator statistics and performance. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0119-173 
TITLE File History Tape Library 
DESCRIPTION Daily printout of magnetic tape inventory used for reference purposes, as well as a handwritten log of the magnetic computer tapes used daily. 
RETENTION 003 days 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0121-173 
TITLE MAPPER Record Data Costs 
DESCRIPTION Computer printout relating to DISC charges accrued by the unit for reports concerning various services, program charges, equipment and computer costs. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0120-173 
TITLE Magnetic Tape Files of Jobs Completed by the Data Entry Unit 
DESCRIPTION Magnetic tapes containing the most recent copy of each data entry job keyed by the Data Entry unit. 
RETENTION See Comments 
COMMENTS Retain until no longer needed to back up data entry activity, then erase. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0122-173 
TITLE Paymaster Payroll Totals 
DESCRIPTION Semimonthly printouts recording total payroll deductions for each payroll system including totals for regular paymaster, federal system paymaster, KIPPS paymaster, Regent's & 682 system paymaster. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0123-173 
TITLE Program Formats for Data Entry Jobs 
DESCRIPTION Computer printout detailing data elements of fields for data entry jobs performed by the Data Entry Unit. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0124-173 
TITLE Run Documentation 
DESCRIPTION Computer printouts which document the actual programs operating on the UNISYS computer system. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0126-173 
TITLE Savings Bonds Update Totals 
DESCRIPTION Monthly computer printout documenting the total amount of deductions for employees making savings bond purchases. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0127-173 
TITLE Standard Processing Control Report 
DESCRIPTION Daily computer printout processing the warrants and listing warrant numbers and amounts. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0128-173 
TITLE Title 19 Totals 
DESCRIPTION Computer printouts relating to the reconciliation of control totals and reports to show that the payroll for Title 19 programs (SRS) balance. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0129-173 
TITLE Unit Inventory 
DESCRIPTION Computer printout documenting the on-hand inventory of office supplies. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0130-173 
TITLE Voided Warrants Ledger Books 
DESCRIPTION Ledger books recording voided warrants with explanations for each void. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0131-173 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

SERIES ID 0132-173 
TITLE Warrant Register Totals 
DESCRIPTION Monthly computer printout relating to reconciliation of payroll systems with total amounts on time sheets. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1987-04-30 
K.A.R. NUMBER 53-2-070 

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

SERIES ID 0854-173 
TITLE A T & T Equipment Billing File 
DESCRIPTION Records documenting the monthly equipment and service charges to each state agency from A T & T. 
RETENTION See Comments 
COMMENTS Retain until replacement equipment has been purchased, transfer to the records center for 2 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0855-173 
TITLE Agency Equipment Purchase File 
DESCRIPTION Copies of vouchers and supporting documentation relating to the purchases of telephone equipment made by state agencies. 
RETENTION 010 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0856-173 
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 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0857-173 
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 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0858-173 
TITLE Certificate of Participation File 
DESCRIPTION Records documenting the administration of certificates of participation and purchases made with certificates of participation money. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0859-173 
TITLE Certificates of Participation Payment Records 
DESCRIPTION Records documenting the receipt of equipment, permission to proceed with payment, and payment schedules. 
RETENTION See Comments 
COMMENTS Retain individual file for 2 years after the last payment date. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0861-173 
TITLE Contracts for Equipment and Technical Services 
DESCRIPTION Contracts between DISC and vendors regarding the provision of equipment and technical services to the state of Kansas. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0862-173 
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 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0864-173 
TITLE DISC Payment Vouchers 
DESCRIPTION Copies of documents used to order and pay for goods and services : DA forms 100 thru 109 and DA 120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0865-173 
TITLE DISC Systems Development Time Reports 
DESCRIPTION Hardcopy records documenting DISC charges to state agencies for systems development services. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. This series is now part of the KOMAND billing. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0863-173 
TITLE Directory File 
DESCRIPTION Records documenting the development of the state agency directory information for Southwestern Bell and KANS-A-N telephone directories. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0866-173 
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 1986-07-31 
K.A.R. NUMBER 53-2-086 

SERIES ID 0867-173 
TITLE Employee Position Descriptions 
DESCRIPTION Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents. 
RETENTION See Comments 
COMMENTS Retain until superseded plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0868-173 
TITLE Inventory of Services and Equipment File 
DESCRIPTION Computer printout listing the services and equipment used by state agencies and leased from Southwestern Bell. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0869-173 
TITLE KOMAND File - Microfiche 
DESCRIPTION Microfiched records which document the IBM KOMAND billings and equipment rental to all state agencies for IBM computer services. 
RETENTION 020 fisc yrs 
COMMENTS Retain microfiche 20 fiscal years to satisfy federal auditing requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0870-173 
TITLE Monthly Accounting Reports 
DESCRIPTION Monthly computer printouts generated and received by the Administrative Services Bureau which deal with internal accounting information. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0871-173 
TITLE Monthly Billing Reports - DISC 
DESCRIPTION Monthly computer printouts providing detail regarding the billing of agencies for DISC services. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0872-173 
TITLE Overtime Logs 
DESCRIPTION Logs documenting overtime worked by individual employees on a daily, weekly, or monthly basis. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0873-173 
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 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0874-173 
TITLE Program Documentation/Source Code Listing 
DESCRIPTION Records documenting, in human-readable form, the description of computer programs that are on computer disk used for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain as long as relevant data is preserved. Once the computer program function has ceased, save the paper documentation for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0875-173 
TITLE Requests for Services from Systems Development 
DESCRIPTION Completed, pre-printed forms documenting work requested from and work performed by the Systems Development section of DISC. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0876-173 
TITLE Requests for Services from Systems Development 
DESCRIPTION Completed pre-printed forms documenting work requested from and work performed by the Systems Development Section of DISC. 
RETENTION 004 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0877-173 
TITLE Systems Development Correspondence File 
DESCRIPTION Records documenting general correspondence between the assistant deputy director of Systems Development and others concerning the set up of computer systems. 
RETENTION 006 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0878-173 
TITLE Systems Development Timekeeping Report 
DESCRIPTION Reports used by the assistant director of the Systems Development Section to monitor programmers' time spent on the various projects. 
RETENTION 002 cldr yrs 
COMMENTS Billing data similar to reports kept on COM microfiche (KOMAND billing file). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0882-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of computer billings and supporting documents concerning the use of a telecommunications service provider. 
RETENTION 020 fisc yrs 
COMMENTS Microfiche, then retain hard copy in office 1 fiscal year, transfer to the records center for 1 fiscal year, then destroy. Retain microfiche 20 fiscal years to satisfy federal auditing requirements, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0880-173 
TITLE Telephone Billing Records 
DESCRIPTION Completed, pre-printed forms and related documents summarizing telephone bills (line charges and services charges) of state agencies. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0881-173 
TITLE Telephone Billing Records 
DESCRIPTION Micrographic record of billing information from all KANS-A-N calls made by state agencies. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0879-173 
TITLE Telephone Billing Records 
DESCRIPTION Computer printouts and "4 x 8" billing cards which document toll charges to state agencies by Southwestern Bell and A T & T. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0883-173 
TITLE Timesheets - DISC 
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 See also Leave Requests. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0884-173 
TITLE Vouchers - Receipts 
DESCRIPTION Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

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

SERIES ID 0885-173 
TITLE 5081 Computer Cards - Aid to Indigent Defendants 
DESCRIPTION Computer cards used to record the Aid to Indigents Defense database and source documents providing a summary of the expenditures. 
RETENTION See Comments 
COMMENTS Retain the beginning of the fiscal year and the accumulation during the fiscal year in the DISC office. At the end of the fiscal year send the entire accumulation to the agency. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0886-173 
TITLE 5081 Computer Cards - Back Up Information 
DESCRIPTION Computer cards used as the back up for source documents of KPERS and the Corporation Commission. 
RETENTION See Comments 
COMMENTS Retain cards until 3 months of information has been place on backup magnetic tape then destroy the cards. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0888-173 
TITLE Adds, Changes, Deletes to UCC1 
DESCRIPTION Completed, pre-printed forms submitted by agencies that are used in updating the Tape Management System. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0889-173 
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 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0890-173 
TITLE Equipment Downtime Summary Reports 
DESCRIPTION Daily updated electronic records documenting downtime on equipment and software which is down in the central site computing area. 
RETENTION See Comments 
COMMENTS Retain while equipment is active and for 3 years after equipment is deactivated and out of DISC's control. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0891-173 
TITLE Information Center Software 
DESCRIPTION Software provided by the center to state agencies for their use. 
RETENTION See Comments 
COMMENTS Retain until improved software is available. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0892-173 
TITLE Information Management Detail Reports 
DESCRIPTION Reports regarding central site computing equipment giving a daily report of computer equipment, software activity and problems. 
RETENTION See Comments 
COMMENTS Retain for the life of the equipment plus 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0893-173 
TITLE Operating Systems - MVS 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0894-173 
TITLE Production Unit Shift Logs 
DESCRIPTION Daily logs completed by shift personnel on the events that occurred during their shift. 
RETENTION 003 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0895-173 
TITLE Requests for Job Submission to DISC Production Control Section 
DESCRIPTION Completed, pre-printed forms submitted by agencies requesting the Production Control Section to perform work. (Some agency work is scheduled by pre-established schedule.) 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0896-173 
TITLE System Channels to I/O Devices Configurations - IBM Systems 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0897-173 
TITLE System Channels to I/O Devices Configurations - Sperry System 
DESCRIPTION Records related to the development, implementation, modification, and use of computer programs and systems. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0899-173 
TITLE TEARS: Terminal Equipment Activity Reports 
DESCRIPTION Series of reports concerning maintenance activity associated with terminal equipment installed in the field providing a history of equipment on the UNIVAC and IBM systems, and used for billing. 
RETENTION See Comments 
COMMENTS Retain a history on equipment for 4 years. Deactivated equipment information is taken out of the active file and placed in a deactivated file within the computer and maintained permanently. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-068 

SERIES ID 0898-173 
TITLE Tape Management System - (UCC1) 
DESCRIPTION Software system and database documents which directs the maintenance of computer tapes listing the current status of the tape library. 
RETENTION See Comments 
COMMENTS Database is stored on computer and should be retained permanently. Daily printouts are also generated and are to be retained for current day plus 5 prior days. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0900-173 
TITLE User Availability of Hardware and Sperry System Software Reports 
DESCRIPTION Daily reports that provide information on up time on software and hardware for both the IBM and Sperry systems which also provide cumulative monthly and yearly data. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0901-173 
TITLE User File - Computer Operations Section 
DESCRIPTION Records documenting the interaction between the assistant director of the Computer Operations Section and various state agencies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0902-173 
TITLE Vendor File - Computer Operations Section 
DESCRIPTION Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0903-173 
TITLE Worksheets for Rate Development 
DESCRIPTION Records used to document the development of a rate structure for charges to be made to state agencies for DISC services. 
RETENTION 004 fisc yrs 
COMMENTS Retain longer if audit has not occurred. Destroy after audit is complete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

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

SERIES ID 0904-173 
TITLE Agency Equipment Form 
DESCRIPTION Copies of DA form 2733 used to maintain agencies' equipment records. 
RETENTION 003 months 
COMMENTS Originals in the Monthly Billing Records in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0905-173 
TITLE Budget Files 
DESCRIPTION Working files containing copies of the bureau's budgets and any supporting documentation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Originals are in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0907-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda regarding the Telecommunications Bureau's interaction with entities other than state agencies. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0906-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda documenting interaction between the Telecommunications Bureau and other state agencies. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 4 calendar years, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0908-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Incoming and outgoing letters and memoranda documenting interaction between the Telecommunication Network Operations Section and state agencies. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 years, transfer to the records center for 4 years, then transfer to the archives. Supersedes general schedule requirements for "Correspondence." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0909-173 
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 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0910-173 
TITLE Inventory of Service and Equipment by Agency 
DESCRIPTION Computer listing of service and equipment used by state agencies owned and leased by Southwestern Bell. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0911-173 
TITLE Kansas Telephone Directories for State Agencies - Outdated File 
DESCRIPTION Records documenting state agencies requests for free telephone directories. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0912-173 
TITLE Long Distance Charges for State Agencies 
DESCRIPTION Copies of monthly reports detailing individual charges for state agencies. 
RETENTION 003 months 
COMMENTS Originals in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0913-173 
TITLE Other Charges and Credits Files 
DESCRIPTION Documents relating to monthly additions or deletions made to each agency's portion of the basic Southwestern Bell bill. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0914-173 
TITLE Request for Proposal File 
DESCRIPTION Studies prepared by the telecommunications engineer regarding the design and installation of telephone systems for state agencies. 
RETENTION See Comments 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0915-173 
TITLE Request for Proposal File - Centrex System 
DESCRIPTION Studies prepared by telecommunications staff members in the Centrex management section regarding the design and installation of telephone systems for state agencies in the Topeka area. 
RETENTION See Comments 
COMMENTS Retain while current plus 1 year after any installation has been completed and checked, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0916-173 
TITLE Shared Data Circuit Billing Files 
DESCRIPTION Documents related to billing state agencies for costs associated with the circuitry that ties outlying state agencies with the Capitol Complex area. 
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 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0917-173 
TITLE Southwestern Bell Billing Ledger 
DESCRIPTION Completed, pre-printed forms containing cost information drawn from bills received from Southwest Bell listed by agency and line numbers. 
RETENTION 003 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 1 fiscal year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0921-173 
TITLE Telephone Billing Records 
DESCRIPTION Monthly computer printout regarding errors in KANS-A-N billing that require correction. 
RETENTION 006 fisc yrs 
COMMENTS Retain in office 2 years, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0918-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of monthly computer printouts received from Southwestern Bell regarding line charges which provide a summary of the individual bills received by each agency. 
RETENTION 003 months 
COMMENTS Originals are in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0922-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of records providing a monthly summary of KANS-A-N line charges consisting of computer printouts, DA forms, and 4" x 8" billing cards from Southwestern Bell and A T & T. 
RETENTION 003 months 
COMMENTS Originals are in the Bureau of Administrative Services. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0920-173 
TITLE Telephone Billing Records 
DESCRIPTION Current fiscal year billing and work order records maintained to monitor telecommunications usage by state agencies. 
RETENTION See Comments 
COMMENTS Retain in office 1 fiscal year, transfer to the records center for 2 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0919-173 
TITLE Telephone Billing Records 
DESCRIPTION Copies of telephone service requests sent to A T & T and Southwestern Bell to make changes in agency telephone systems. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0923-173 
TITLE Topographical, Aerial, Architectural Maps 
DESCRIPTION Maps and drawings which are used to assist Telecommunications engineers with site and area planning. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0924-173 
TITLE Vouchers - Purchase 
DESCRIPTION Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA-120. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

Agency Number: 173-020
Department of Administration
Information Systems & Communications
Director's Office

SERIES ID 0925-173 
TITLE Correspondence - Policy Related 
DESCRIPTION Correspondence file documenting interaction between the DISC director's office and persons and organizations inside and outside of DISC. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0926-173 
TITLE Legislative Committee File - DISC Director 
DESCRIPTION Records documenting the interaction between DISC legislation and research and legislative committees. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0927-173 
TITLE Topical File - DISC Director 
DESCRIPTION Files containing mainly reference material including correspondence between the director of DISC and associations, consultants, and other states. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

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

SERIES ID 0928-173 
TITLE Agency Information Technology Plans 
DESCRIPTION State agency-prepared plans regarding the agency's plans for subsequent fiscal year information technology. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0929-173 
TITLE Approval Letters 
DESCRIPTION Records documenting requests from state agencies for equipment, software and hardware, and DISC approval on those requests. 
RETENTION 005 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0930-173 
TITLE Audit Files - DISC 
DESCRIPTION Files documenting electronic audits done by DISC of data processing center in the state in accordance with KSA 75-4708(c). 
RETENTION See Comments 
COMMENTS Retain audit reports and working papers until agency is audited by legislative post-audit or an outside auditor. Dispose of working papers, then send audit reports to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0931-173 
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 005 fisc yrs 
COMMENTS Retain in office 3 fiscal years, transfer to the records center for 2 fiscal years, then destroy. Supersedes general schedule retention requirements for "Correspondence." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0932-173 
TITLE Information Resource Managers Agency Files 
DESCRIPTION Files documenting interaction between Information Resource Managers and their assigned agencies. 
RETENTION 004 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 

SERIES ID 0933-173 
TITLE Special Studies - DISC BIRM 
DESCRIPTION Studies prepared by IRM's in response to legislative requests, security issues, etc. Some studies become important for the development of the master plan. 
RETENTION 006 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-07-31 
K.A.R. NUMBER 53-2-067 
1 | 2 | 3 | 4 | 5

New Search