Kansas Records Retention Schedules

Results of Query:

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

Page 1 of 1 showing 12 records of 12 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 Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy.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	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	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	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	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