Kansas Records Retention Schedules

Results of Query:

Search Type: State Records
KAR Number: 53-2-184

Page 1 of 1 showing 46 records of 46 total, starting on record 1

Agency Number: 000-001
State General Retention and Disposition Schedule
Administrative

SERIES ID	0071-000
TITLE	Litigation Case Files
DESCRIPTION	Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities.
RETENTION	See Comments
COMMENTS	Retain precedent-setting litigation records not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives. Retain all other litigation records 5 years after case is closed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), KSA 60-226, and KSA 60-426. Other restrictions may also apply for an individual agency.
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

Agency Number: 000-002
State General Retention and Disposition Schedule
Fiscal

SERIES ID	0016-000
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, reports, notes, and other miscellaneous materials.
RETENTION	5 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0239-000
TITLE	Grant Files - Grants Administered by State Agencies
DESCRIPTION	Records regarding the administration of grants awarded by a Kansas state agency to other state agencies and/or local entities. May include applications, correspondence, financial documentation, reports, and other related materials from managing individual grants. Also includes records related to the overall grant program administration, which may include but is not limited to drafts of materials, dissemination information, reference information, grant program rules and guidelines, and summary reports of program outcomes.
RETENTION	See Comments
COMMENTS	Retain individual grant files until final reports are received and audits, if necessary, performed + 1 year, then destroy. Retain unfunded grant applications for 1 year after decisions made and appeals, if any, completed, then destroy. Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

SERIES ID	0238-000
TITLE	Grant Files - Grants Applied for by State Agencies
DESCRIPTION	Applications, supporting documentation, correspondence, and other records relating to federal, state, and private grants applied for by a Kansas state agency. Includes both funded and unfunded/unaccepted grant application records.
RETENTION	See Comments
COMMENTS	Retain 5 fiscal years after the end of the grant period, then transfer initial grant application and any annual and final reports to the State Archives; destroy the remaining documents. Destroy unsuccessful grant applications 5 fiscal years after notification application was not accepted.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-03-26 ; Revised 2020-07-08
K.A.R. NUMBER	53-2-184

Agency Number: 046-014
Department of Agriculture
Animal Health

The Kansas Animal Health Department was merged into the Kansas Department of Agriculture in 2011.

SERIES ID	0316-046
TITLE	Animal Health Information Management System
DESCRIPTION	Electronic system containing data and providing pdf and other attachments to manage information regarding account owners, premises, and animal traceability in Kansas. Includes information regarding licensing for veterinarians, feed lots, herds, disposal plants, and other related entities; inspections; vaccinations, quarantines, and disease tracking; complaints and investigations; livestock dealer registrations; and special programs.
RETENTION	See comments
COMMENTS	Retain all data until inactive plus 5 years, except certificates of veterinary inspection for horses, cattle, sheep, goats, swine, ratites, cervids, and domestic fowl, which shall be retained for 10 years, then destroy or delete. Records of inspections pursuant to the Pet Animal Act citing a deficiency or violation not resulting in an enforcement action shall be destroyed or deleted within 3 years after the division receives notice the deficiency or violation is remedied.
DISPOSITION	Destroy
RESTRICTIONS	Portions restricted pursuant to KSA 45-221(a)(20) and (25), KSA 47-674(g), and KSA 47-1709(d) and (i).
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

Agency Number: 105-001
State Board of Healing Arts

SERIES ID	0013-105
TITLE	Investigative Case Files
DESCRIPTION	Documents relating to investigations conducted by the Board of Healing Arts staff. Includes complaints, investigative reports, patient records, risk management and peer review records, attorney work product and other information created or received in the course of an agency investigation.
RETENTION	010 fisc yrs after case is closed
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), (2), (3), (5), (9), (10), (11), (25), (30), (35), KSA 65-2839a, K.S.A. 65-2898a, K.S.A. 65-4915, K.S.A. 65-4925, 42 CFR Part II
APPROVED	2015-03-26 ; Revised 2015-03-29
K.A.R. NUMBER	53-2-184

Agency Number: 296-002
Department of Labor
Division of Staff Services

SERIES ID	0035-296
TITLE	Management Analysis Studies
DESCRIPTION	Surveys, flow charts, budget material, case studies, projects, and reports gathered to review unit cost effectiveness or benefits to the agency.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 005 fiscal years, then contact the State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

Agency Number: 296-003
Department of Labor
Division of Employment Security

SERIES ID	0007-296
TITLE	Additional Claim Form
DESCRIPTION	Unemployment Insurance Application.
RETENTION	005 cldr yrs after case is closed
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26 ; Revised 2015-03-29
K.A.R. NUMBER	53-2-184

SERIES ID	0044-296
TITLE	Administrative Reviews
DESCRIPTION	Documents associated with appeals on Unemployment Insurance tax matters.
RETENTION	Permanent
COMMENTS	Located in Contributions unit. Kept for guidance on future administrative reviews.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0045-296
TITLE	Agendas
DESCRIPTION	Agendas compiled for board members.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0047-296
TITLE	Annual Employer Benefit Charge Statement
DESCRIPTION	Annual statement sent to employers showing individual benefit charges on employees.
RETENTION	See comments
COMMENTS	Located in Contributions unit. Retain for 10 years after termination of business, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0077-296
TITLE	Appeals Unemployment Insurance Hearing Documents
DESCRIPTION	Documents created as the result of an unemployment insurance appeal being filed.
RETENTION	005 fisc yrs after file closed
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0054-296
TITLE	Benefit Continued Claim Forms
DESCRIPTION	Unemployment claimant weekly request for benefit and certification of eligibility.
RETENTION	005 fisc yrs after file closed
COMMENTS	Located in Benefit unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0009-296
TITLE	Benefit Overpayment Account and Non-Fraud Record
DESCRIPTION	Overpayment record of non-fraud overpayment and any monies that have been collected from that individual.
RETENTION	005 fisc yrs after file closed
COMMENTS	Located in Benefit Payment Control unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0012-296
TITLE	Benefit Payment Control Fraud File
DESCRIPTION	Prosecutable fraud file.
RETENTION	005 fisc yrs after file closed
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0055-296
TITLE	Contributions Hearing Documents
DESCRIPTION	Documents associated with hearings of appeals on administrative reviews of tax matters.
RETENTION	Permanent
COMMENTS	Located in Contributions unit. Kept for guidance on future administrative reviews.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0056-296
TITLE	Correspondence - Board Members
DESCRIPTION	Incoming and outgoing letters and memoranda concerning Employment Security Board of Review activities.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0060-296
TITLE	Delinquent Unemployment Tax Files
DESCRIPTION	Records from actions on collection of delinquent taxes and reports.
RETENTION	See Comments
COMMENTS	Retain until delinquent taxes are paid, then destroy. Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0063-296
TITLE	Employer Charge Back Data
DESCRIPTION	Information collected concerning calculations of employer unemployment tax rates.
RETENTION	See Comments
COMMENTS	Retain in office for 004 yrs following beginning of new rate year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0021-296
TITLE	Employer Computer CrossMatch--Fraud Investigation
DESCRIPTION	Correspondence to employer to obtain claimant wage information.
RETENTION	005 fisc yrs after file closed
COMMENTS	Located in fraud unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0070-296
TITLE	Employer Experience Rating
DESCRIPTION	Annual notice transmitted to employers informing of UI tax rate assigned, based on claim experience.
RETENTION	See Comments
COMMENTS	Retain for 10 years after termination of business, then destroy. Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0071-296
TITLE	Employer Experience Rating Data
DESCRIPTION	Information used to compile annual experience rating notices, based on claim experiences for employees.
RETENTION	See Comments
COMMENTS	Retain for 10 years after termination of business, then destroy. Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0065-296
TITLE	Employer Liability Data
DESCRIPTION	Documents relating to employer tax liability determinations.
RETENTION	See Comments
COMMENTS	Retain for 10 years after termination of business, then destroy. Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0066-296
TITLE	Employer Non-Charge/Charge
DESCRIPTION	File that shows Benefits Unit's determination of charge or non-charge based upon the claim for unemployment benefits.
RETENTION	See comments
COMMENTS	Retain for 10 years after termination of business, then destroy. Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0067-296
TITLE	Employer Record
DESCRIPTION	Employer Account Record (EAR) listing all management aspects of the employers data for unemployment insurance tax purposes.
RETENTION	See Comments
COMMENTS	Retain for 10 years after termination of business, then destroy. Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0068-296
TITLE	Employer Unemployment Tax Audits
DESCRIPTION	Documents relating to audit of employer records pertaining to Unemployment Insurance tax matters.
RETENTION	See Comments
COMMENTS	Retain for 10 years after termination of business, then destroy. Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0048-296
TITLE	Employment Security Board of Review Decisions
DESCRIPTION	Documents recording the decision rendered by the Board of Review regarding appeals of previously denied benefits claims.
RETENTION	005 fisc yrs after file closed
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0069-296
TITLE	Entire Benefit Payment History
DESCRIPTION	Record of unemployment insurance payment data for individuals.
RETENTION	010 yrs
COMMENTS	Located in Benefits unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0023-296
TITLE	Fraud Referral Memorandum
DESCRIPTION	Correspondence between Kansas Department of Labor legal and prosecuting authorities.
RETENTION	005 fisc yrs after file closed
COMMENTS	Located in Benefit Payment Control unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0027-296
TITLE	Individual Benefit Claim File
DESCRIPTION	Documents relating to individual unemployment insurance claims.
RETENTION	005 fisc yrs after file closed
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0029-296
TITLE	Investigation Files--Benefits Accuracy Measurement/Quality Control
DESCRIPTION	Documents relating to investigations of selected unemployment insurance claims conducted to assess whether the Department distributed benefits appropriately.
RETENTION	005 fisc yrs after file closed
COMMENTS	Located in Performance Management unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.A.R. 50-4-2, K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0080-296
TITLE	Lien, Final Notice and Tax Warrant Levies
DESCRIPTION	Legal notices on employer underpayment of Unemployment Insurance taxes.
RETENTION	Permanent
COMMENTS	Located in Contributions unit.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0081-296
TITLE	Litigant Filed - Tried Cases
DESCRIPTION	Legal cases involving employers UI tax (Completed Cases), located in Contributions unit.
RETENTION	005 fisc yrs after file closed
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(25) and K.S.A. 44-714(e)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0085-296
TITLE	Monetary Determination Record
DESCRIPTION	Legal notification to unemployment insurance claimant of their calculated weekly and total benefit amounts.
RETENTION	010 yrs
COMMENTS	Located in Benefits unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0086-296
TITLE	Monthly Contribution Run
DESCRIPTION	All monetary transactions on employer accounts for the preceding month.
RETENTION	005 yrs
COMMENTS	Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0036-296
TITLE	New Unemployment Insurance Claim Form
DESCRIPTION	Unemployment Insurance Claim Application.
RETENTION	005 fisc yrs after file closed
COMMENTS	Located in Benefits unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0087-296
TITLE	Non-Liable Employer Documents
DESCRIPTION	Status documents of non-liable business entities.
RETENTION	005 fisc yrs after file closed
COMMENTS	Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0088-296
TITLE	Non-Monetary Determination Record
DESCRIPTION	Legal notification to unemployment insurance claimant of their eligibility to receive unemployment insurance benefits.
RETENTION	010 yrs
COMMENTS	Located in Benefits unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0084-296
TITLE	Notes - Board Meetings
DESCRIPTION	Notes regarding votes made by individual members of the Employment Security Board of Review. These are deliberation records.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)(20)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0095-296
TITLE	Purged Benefit Account Report
DESCRIPTION	Applications and supporting documentation concerning inactive unemployment compensation accounts of individuals.
RETENTION	See Comments
COMMENTS	Retain for five years after file closed, then destroy. Located in Benefits unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0096-296
TITLE	Quarterly Wage Report
DESCRIPTION	Quarterly reports made by employers of the wages paid to all employees and the employers' contributions to the unemployment compensation fund.
RETENTION	010 fisc yrs
COMMENTS	Located in Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0100-296
TITLE	Requests for Disclosure of Tax Information
DESCRIPTION	Authorization form requesting UI tax information.
RETENTION	005 yrs
COMMENTS	Located in the Contributions unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0104-296
TITLE	Tax Returns and Adjustments
DESCRIPTION	Forms used to adjust employers' quarterly wage reports and Unemployment Insurance tax returns.
RETENTION	010 yrs
COMMENTS	Located in Contributions Unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0008-296
TITLE	Unemployment Insurance Benefit Overpayment Account and Fraud Record
DESCRIPTION	Record of overpayment of someone who has committed unemployment fraud and any monies that have been collected from that individual.
RETENTION	Retain for 005 yrs after file closed, then destroy.
COMMENTS	Located in Benefit Payment Control unit.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0017-296
TITLE	Unemployment Insurance Continued Claim Form--Fraud Investigation
DESCRIPTION	Weekly claim for unemployment benefits used for fraud investigation.
RETENTION	Retain for 005 yrs after file closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-714(e), K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184

SERIES ID	0108-296
TITLE	Unemployment Tax Collection Legal Files
DESCRIPTION	Copies of lawsuits, tax warrants, bankruptcy claims, and other legal files relating to the determination and collection of state unemployment taxes.
RETENTION	See Comments
COMMENTS	Retain in office 002 yrs after case is settled or closed, then destroy. Originals are maintained with the District Courts. Any original accounting information is maintained in the Delinquent Accounts unit. Located in Legal unit.
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-714(e), K.A.R. 50-4-2, K.S.A. 45-221(a)(1)
APPROVED	2015-03-26
K.A.R. NUMBER	53-2-184