Kansas Records Retention Schedules

Results of Query:

Search Type: State Records
KAR Number: 53-2-179

Page 1 of 1 showing 35 records of 35 total, starting on record 1

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Legal Section

SERIES ID	0311-046
TITLE	Appeal Files
DESCRIPTION	Orders, pleadings, research correspondence, reports, notes, and other supporting documentation relating to cases appealed to the Office of Administrative Hearings, District Court, an Appellate Court, or another reviewing body.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (11), (14), (18), (25), (30), and (49).
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0312-046
TITLE	Contracts, Leases, Memoranda of Understanding
DESCRIPTION	Records of supporting documentation relating to formal legal agreements with other entities, including correspondence, research, notes, and drafts.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after expiration of agreement, then deleted. If supporting documentation is not present and the original agreement is maintained elsewhere, a copy of the original agreement need not be retained. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(11), (13), (14), (20), (25), (27), (28), (30), (31), (32), (33), (49), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0313-046
TITLE	Enforcement Action Files
DESCRIPTION	Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation in actions prosecuted on behalf of KDA Programs for violation of statutes, regulations, and codes administered and enforced by the Secretary, authorized representatives, and Programs.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for ten years after file closure, then deleted, with the exception of files involving water rights, which shall be retained permanently in DocuWare, which has an endorsed ERP. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	See comments
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0314-046
TITLE	Enforcement Action Files - Decline to Prosecute
DESCRIPTION	Research, correspondence, reports, notes, and other supporting documentation in matters submitted to the Legal Section for prosecution but which fail to meet evidentiary or other applicable standards for prosecution.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after file closure, then deleted. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0315-046
TITLE	Multi-State Action Files
DESCRIPTION	Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation relating to cases involving another State.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (18), (25), and (30), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0297-046
TITLE	Subject Files - Legal
DESCRIPTION	Records relating to activities of the Legal Section, including research results, review results, opinions, memoranda, and reports.
RETENTION	See Comments
COMMENTS	Research results, memoranda, opinions, and like records shall be appraised for transfer to folders maintained for that purpose. Paper documents so retained shall be scanned then, upon quality assurance verification, destroyed and the digital image retained. Digital images and electronic records shall be retained for one year and appraised annually for continued retention or deletion.
DISPOSITION	See comments
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (4), (6), (9), (10), (11), (13), (14), (18), (20), (25), (27), (28), (30), (31), (32), (33), and (49), and K.S.A. 60-432.
APPROVED	2014-01-23 ; Revised 2014-01-24
K.A.R. NUMBER	53-2-179

Agency Number: 046-013
Department of Agriculture
Division of Conservation

The Kansas State Conservation Commission was merged into the Kansas Department of Agriculture and became the Division of Conservation on July 1, 2011.

SERIES ID	0310-046
TITLE	Conservation District Documents
DESCRIPTION	Documents provided by statutory requirement per K.S.A. 2-1907 to the Division of Conservation by conservation districts. May include annual reports, audits of financial records, budgets submitted to the county, and district meeting minutes.
RETENTION	Permanent
COMMENTS	Records shall be maintained electronically and shall be offered annually to the State Archives for appraisal. Any legacy paper records will be transferred to the State Archives.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

Agency Number: 055-004
Animal Health Department
Brands

SERIES ID	0051-055
TITLE	Livestock Brand Renewal Cards
DESCRIPTION	Brand-renewal requests from livestock owners.
RETENTION	003 years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0053-055
TITLE	Livestock Theft Report
DESCRIPTION	Copy of report from the county sheriff notifying the agency of cattle theft.
RETENTION	001 cldr year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

Agency Number: 094-001
Office of the State Bank Commissioner

SERIES ID	0001-094
TITLE	Abstracted Bank History
DESCRIPTION	Ledgers listing banks and any changes in name, location, status, disposition, etc. and maintained for convenience of reference. a.k.a. A-B Books.
RETENTION	See comments
COMMENTS	Retain permanently or transfer to the archives when no longer useful.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0002-094
TITLE	Amendments to Articles of Incorporation
DESCRIPTION	Copies of various amendments to articles of incorporation of regulated entities originally filed with the Secretary of State's Office.
RETENTION	See Comments
COMMENTS	Retain until stamped for approval and submitted to the Kansas Secretary of State. No copies retained by the Office of the State Banking Commissioner.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0003-094
TITLE	Annual Reports of Regulated Entities
DESCRIPTION	Annual reports required to be submitted by regulated entities reporting officers, owners, and business activities.
RETENTION	Permanent
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Permanent
RESTRICTIONS	Portions KSA 45-221(a)(30)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0005-094
TITLE	Audits - Revenue Bond Issuers
DESCRIPTION	Annual audits compiled by revenue bond issuers to document an acceptable debt service ratio as required by KAR 17-14-1.
RETENTION	1 year from date of audit
COMMENTS	Records may be maintained in electronic form per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0007-094
TITLE	Banking Board Files
DESCRIPTION	Agenda, minutes, summaries of bank applications, correspondence, tape recordings, etc. documenting bank related activities conducted at the monthly board meetings.
RETENTION	See comments
COMMENTS	Transfer 1 copy to the State Archives after 1 calendar year; maintain copy in agency permanently. Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 9-1712
APPROVED	2014-01-23 ; Revised 2014-01-24
K.A.R. NUMBER	53-2-179

SERIES ID	0038-094
TITLE	Banking Division Application Logs
DESCRIPTION	Lists of applications received and statuses of each.
RETENTION	005 cldr years
COMMENTS	Records may be maintained electronically per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 9-1712
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0039-094
TITLE	Banking Division Applications
DESCRIPTION	Applications pertaining to bank holding companies, banks, trust companies and money transmitters.
RETENTION	Permanent
COMMENTS	Records may be maintained electronically per Electronic Recordkeeping Plan.
DISPOSITION	Permanent
RESTRICTIONS	Portions per KSA 9-1712, KSA 45-221(a)(1)(30)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0009-094
TITLE	Call In Sheets
DESCRIPTION	Work papers relating to nearly completed regulated entities examinations conducted by bank reviewers reporting progress to the central office.
RETENTION	005 cldr years
COMMENTS	Records may be maintained in electronic format. Kansas Secretary of State maintains original filings.
DISPOSITION	Destroy
RESTRICTIONS	KSA 9-1712
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0040-094
TITLE	Closed Bank Files - No Longer Supervised By Office of the State Bank Commissioner
DESCRIPTION	Bank files for banks that no longer are supervised by the Office of the State Bank Commissioner, as a result of a merger, purchase and assumption, dissolution, conversion, or other action.
RETENTION	001 cldr year
COMMENTS	Records may be maintained electronically per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 9-1712
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0017-094
TITLE	Correspondence - Legal
DESCRIPTION	Written inquiries from regulated entites and the general public pertaining to the agency's regulatory jurisdiction and the agency's responses.
RETENTION	005 cldr years
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	Portions KSA 45-221(a)(30)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0021-094
TITLE	Failed Banks files
DESCRIPTION	Correspondence, Federal Deposit Insurance Corporation (FDIC) receivership information, etc. relating to closed banks.
RETENTION	Permanent
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Permanent
RESTRICTIONS	KSA 9-1712
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0022-094
TITLE	Fidelity Bonds
DESCRIPTION	Copy of fidelity bond, declaration page, proof of payment, correspondence, etc. required by KSA 9-1115 and 17-5319 for all regulated entities to ensure against employee theft, etc.
RETENTION	005 cldr years
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 9-1712
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0041-094
TITLE	Legal Opinions and Memorandums
DESCRIPTION	Formal written and issued memorandums or legal opinions analyzing the facts of a scenario and applying the law. Internal communications only from legal department to staff.
RETENTION	005 cldr years
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(15) and KSA 60-426
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0042-094
TITLE	Meeting Summary Reports (MSRs)
DESCRIPTION	Written summaries of meetings with banks that are not related to an examination.
RETENTION	005 cldr years
COMMENTS	Records may be maintained electronically per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 9-1712
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0029-094
TITLE	Monitoring Sheets
DESCRIPTION	Work sheets generated for use in the central office summarizing examinations conducted by bank reviewers regarding problem regulated entities.
RETENTION	005 cldr years
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 9-1712
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0043-094
TITLE	Professional Organizations files
DESCRIPTION	Documents relating to membership/participation in professional organizations.
RETENTION	005 cldr years
COMMENTS	Records may be maintained electronically per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0031-094
TITLE	Reports of Examination
DESCRIPTION	Reports prepared by examination staff documenting the results of the examinations of the regulated financial institutions.
RETENTION	010 cldr yrs
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	KSA 9-1712 & 16a-6-106 & 9-2217
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0032-094
TITLE	Revenue Bond Applications
DESCRIPTION	Prospectus, attorney opinion and other documentation as required by KAR 17-14-1 relating to the bond issuance approval process.
RETENTION	See Comments
COMMENTS	Retain until maturity of bond, then destroy. Retain incomplete or not approved revenue bond applications for 3 calendar years, then destroy. Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0044-094
TITLE	Subpoenas
DESCRIPTION	Subpoenas directed to the OSBC and the response, along with any documents produced.
RETENTION	005 cldr years
COMMENTS	Records may be maintained in electronic format per Electronic Recordkeeping Plan.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 9-1712, KSA 9-2217, and KSA 16a-6-106
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

Agency Number: 365-003
Kansas Public Employees Retirement System
Member Services Division

SERIES ID	0059-365
TITLE	KPERS Membership Records
DESCRIPTION	Any document created or submitted to the Agency relating to the maintenance of a person's membership account with the Kansas Public Employees Retirement System. These include, but are not limited to, KPERS forms, correspondence, phone logs, and/or vital records maintained by the Agency.
RETENTION	150 calendar years from date of last retrieval
COMMENTS	Records are stored electronically in KPERS Integrated Technology Solution database and on microfilm or microfiche. Those records that have not been accessed 150 years from the last retrieval date will be permanently purged/deleted from the system.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 74-4909(10)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

Agency Number: 652-004
Kansas State Department of Education
Career, Standards, and Assessments

SERIES ID	0261-652
TITLE	Career and Technical Education VE2 Programs / Pathways
DESCRIPTION	Records submitted to the Kansas State Department of Education from institutions providing organized educational activities to academic standards providing technical knowledge and skills needed to prepare and careers in current or emerging professions. Individual institutions' files may include applications and supporting documentation, course outlines, funding information, program standards and planning documents, and other related records. Formerly called VE-2s, now available as Pathways through the KSDE website.
RETENTION	Retain 005 Fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per K.S.A. 45-521 and K.S.A. 75-3520.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0259-652
TITLE	Driver Education / Commercial Driving School records
DESCRIPTION	Commercial Driving School original records; licensing of school and instructors. Contains forms, correspondence, financial documents, insurance information, social security numbers which may be needed in the event of a lawsuit.
RETENTION	003 cldr years
COMMENTS	School licenses are annually renewed.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221 & K.S.A. 75-3520
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0260-652
TITLE	Kansas Standards & Assessment Peer Review
DESCRIPTION	Report and documentation of teaching standards and assessment systems for Kansas, as required under the No Child Left Behind Act of 2001 to be submitted to the U.S. Department of Education. These records are peer reviewed by national experts knowledgeable in the fields of standards and assessment.
RETENTION	10 cldr years after documentation is returned from USDE.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

Agency Number: 694-001
Kansas Commission on Veterans Affairs
Central Office

SERIES ID	0015-694
TITLE	Kansas Soldiers Home and Kansas Veterans' Home Patient Case Files
DESCRIPTION	Documents concerning admission and stay at veterans' homes for patients transferred from state hospitals. Maintained in two sub-series: active & inactive.
RETENTION	010 cldr years after veterans' death or discharge from either facility
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

Agency Number: 694-002
Kansas Commission on Veterans Affairs
Kansas Soldiers' Home and Kansas Veterans' Home

SERIES ID	0014-694
TITLE	Kansas Soldiers Home and Kansas Veterans' Home Case Files
DESCRIPTION	Includes applications for admission, correspondence, various legal documents, and other related records. Used to document all aspects of the lives of members at the Home.
RETENTION	010 cldr years after veterans' death or discharge from either facility.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0091-694
TITLE	Members and Transfer Patients Medical Record
DESCRIPTION	Medical histories, hospital admission records, doctors and nurses notes, nutrition records, laboratory records, health assessments, and other documents related to mental and physical health of members
RETENTION	010 cldr years after veterans' death or discharge from either facility.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179