Kansas Records Retention Schedules

Results of Query:

Search Type: State Records
KAR Number: 53-2-185

Page 1 of 1 showing 91 records of 91 total, starting on record 1

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: 034-004
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	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: 034-008
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	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	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	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

Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program

SERIES ID	0148-046
TITLE	Chemigation Permit Files
DESCRIPTION	Applications, correspondence, chemical use reports, copies of permits and other supporting documentation related to the permitting of wells or other water sources to be used for chemigation purposes.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed. Electronic file records of applications, use reports, and permits shall be retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. The electronic file records of correspondence and other supporting documents shall be destroyed after 5 years. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	See comments
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0151-046
TITLE	Inspections Files - Violations
DESCRIPTION	Documents relating to mandated inspections conducted by field agents of pesticide manufacturers, dealers, distributors, and users who have violated statutory or regulatory requirements. These records regard investigations in which no enforcement actions were filed.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0149-046
TITLE	Investigation Complaint - Enforcement Action
DESCRIPTION	Documents relating to investigations into possible pesticide use violations and any resulting action taken by the agency to ensure compliance with statutes and regulations.
RETENTION	010 cldr yrs following closure of enforcement action
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0145-046
TITLE	Pesticide Management Area Plans
DESCRIPTION	Documents relating to the state's mechanism for managing pesticide use as mandated by federal law to ensure compliance with those federal standards.
RETENTION	See Comments
COMMENTS	Retain until superseded, then contact the State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section

SERIES ID	0662-264
TITLE	Whole Effluent Toxicity Tests
DESCRIPTION	Lab sheets, reports, and memos relating to tests performed on waste water discharge effluent samples to ensure compliance with the established permit conditions.
RETENTION	015 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water

SERIES ID	0811-264
TITLE	503 Sludge Reports
DESCRIPTION	Reports submitted by Municipal and Industrial Wastewater Treatment facilities including laboratory results covering the disposal of sludge waste.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16 ; Revised 2015-04-20
K.A.R. NUMBER	53-2-185

SERIES ID	0812-264
TITLE	Hydrostatic Test Discharge General Permits
DESCRIPTION	Applications, Maps, Permits, Laboratory Data, Correspondence, etc. related to the Hydrostatic testing of new and existing underground pipeline and storage tanks and discharge of test water.
RETENTION	010 cldr yrs from closure of project
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0813-264
TITLE	Industrial Stormwater Construction files
DESCRIPTION	Engineering Plans, permits, data, correspondence, etc. related to industrial stromwater construction permits.
RETENTION	010 cldr yrs from closure of project
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0719-264
TITLE	Wastewater Effluent Monitoring Reports for Municipal, Commercial, Federal & Municipal Wastewater Treatment Facilities
DESCRIPTION	Reports prepared by the owner of the wastewater treatment facility monitoring the discharge levels and required parameters.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16 ; Revised 2015-06-12
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Geology Section

SERIES ID	0605-264
TITLE	Salt Solution Mining Files
DESCRIPTION	Inspection reports, applications, correspondence, etc. related to salt mining companies that produce salt by injecting water into the ground forcing the brine water to the surface.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0604-264
TITLE	Underground Hydrocarbon Storage files
DESCRIPTION	Base maps, annual reports, applications, permits, inspection reports, etc. related to the regulation and monitoring of companies storing liquid petroleum gas in underground storage wells.
RETENTION	010 cldr yrs after facility closure
COMMENTS	Retain in office 10 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0602-264
TITLE	Underground Injection Control Correspondence files
DESCRIPTION	Permits, monthly monitoring reports, applications, correspondence, and mechanical integrity test files relating to underground injection disposal wells maintained to ensure compliance with standards.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1)(14), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0600-264
TITLE	Underground Injection Control Files - Well Logs
DESCRIPTION	Logs submitted by industries used to monitor underground injection waste disposal wells to ensure the activity and structural integrity of the wells are in compliance with standards.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Industrial Programs Section

SERIES ID	0599-264
TITLE	Industrial and Pretreatment Wastewater Facilities Files
DESCRIPTION	Industrial and Pretreatment Wastewater Facilities Files, including permits, engineering reports, correspondence, and related records.
RETENTION	020 cldr yrs after facility is no longer active
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 22.7 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Municipal Programs Section

SERIES ID	0565-264
TITLE	Municipal and Commercial Wastewater Facilities Design Reviews - Engineer Reports
DESCRIPTION	Engineer reports relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards.
RETENTION	See Comments
COMMENTS	Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0563-264
TITLE	Municipal and Commercial Wastewater Facilities Design Reviews - Plans/Drawings
DESCRIPTION	Plans and drawings relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards.
RETENTION	See Comments
COMMENTS	Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0564-264
TITLE	Municipal and Commercial Wastewater Facilities Design Reviews - Specifications
DESCRIPTION	Specifications relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards.
RETENTION	See Comments
COMMENTS	Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0561-264
TITLE	Municipal and Commercial Wastewater Facilities Permit Files
DESCRIPTION	Correspondence, engineer reports, permits and other documents pertaining to the monitoring of municipal and commercial wastewater facilities to ensure adherence to state and federal regulations. Also known as 2.0 Files.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0567-264
TITLE	State Revolving Fund Loan Files - Wastewater
DESCRIPTION	Application, correspondence, and financial records relating to the administration of a program through which the state provides 20 year loans to cities to fund the construction of wastewater facilities.
RETENTION	025 cldr yrs after loan effective date
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Public Water Supply Section

SERIES ID	0508-264
TITLE	Engineer Reports
DESCRIPTION	Narrative reports prepared by Bureau of Water field engineers relating to public water supply facilities' structural integrity, water quality, etc. used to monitor compliance with regulations. Also known as Orange Files.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0725-264
TITLE	Lead and Copper Compliance Files
DESCRIPTION	Correspondence and reports relating to lead and copper water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0724-264
TITLE	Phase II/V Compliance Files
DESCRIPTION	Correspondence and reports relating to IOC, SOC and VOC organic chemical water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0506-264
TITLE	Public Water Supply Files
DESCRIPTION	Correspondence, reports, fines/orders, public notices, and other documents pertaining to testing and monitoring public water supply facilities to ensure adherence to state and federal regulations. Applies to all documents pertaining to public water supply activities except those documents pertaining to the Kansas Public Water Supply Revolving Loan Program (KPWSLF) for drinking water. Also known as 1.0 Files or Green Files.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0726-264
TITLE	Public Water Supply Loan Fund Files
DESCRIPTION	Application, correspondence, & accounting records relating to a funding program sponsored by the Department of Health and Environment which loans money to cities for public water supply programs.
RETENTION	002 fisc yrs post repayment
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0723-264
TITLE	Surface Water Treatment Compliance Files
DESCRIPTION	Correspondence and monthly reports submitted by surface water supply facilities used to monitor compliance with federal and state requirements on turbidity, disinfections and contact time levels.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0510-264
TITLE	Water Analysis Files
DESCRIPTION	Reports of results of pesticide, radiological, inorganic chemical, and organic chemical water analysis tests used to monitor compliance with public water supply contaminant regulations. Also known as 1.1 Files or Blue Files.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Transportation Planning
Geographic Information System Unit

SERIES ID	0157-276
TITLE	Cross Section Report
DESCRIPTION	A report including state highway system route segment identifiers with description of the geometry along segments including begin/end description by abstract or physically identifiable features (city limits/intersections), city/rural, lane class, mileage, shoulder type and width, additional lane features (type code and width), median (type code and width), last major grading project year, and historical pavement layer descriptions including year, Material code, thickness & width sequentially from the surface to major grading below the pavement.
RETENTION	Until Superseded
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0158-276
TITLE	Element Chain Report
DESCRIPTION	A report that describes the state highway system by listing highway sections by mileage and descriptive references to intersections, crossings, city limits, county lines, railroads, bridges, and other features that can be physically or abstractly identified along the route mileage, including "carrying" and "riding" routes, which describe where one segment of pavement is represented by multiple numbered highway routes, for example, where I-70 is carrying US-24 and US-40 riding routes.
RETENTION	Until Superseded
COMMENTS	At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	23 USC 409
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0159-276
TITLE	Enhanced Priority Formula Pavement Remaining Life Report
DESCRIPTION	The pavement remaining life report is a part of the Enhanced Priority Formula solution that prioritizes highway projects using the best available data for the state highway system. The report shows historical pavement actions and estimates the remaining useful life of pavement for sections of highway described by County, route number, begin and end point descriptions, and mileage.
RETENTION	Until Superseded
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0160-276
TITLE	Enhanced Priority Formula Programmed Projects Report
DESCRIPTION	Enhanced Priority Formula Solution is a data driven process that takes many weighted data variables into an equation to produce a prioritization of projects for enhancing and preserving the state highway transportation system. Once these projects are identified and can be funded, they are programmed into a schedule.
RETENTION	Until Superseded
COMMENTS	At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	23 USC 409
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0156-276
TITLE	Planning Roadway Geometry and Linear Referencing Systems Data
DESCRIPTION	A data system that processes, analyzes, and reports on traffic data, roadway information, and classifications including official state highway certified mileage. It is a comprehensive system performing roadway spatial and temporal data management, system planning, summarization, calculations, reporting, and database management. It analyzes a wide range of traffic data types including traffic volumes, roadway classifications, roadway facilities, speed limits, geometric configurations, and calculations for capacity, level of service, system planning and Highway Performance Monitoring System (HPMS) reporting.
RETENTION	008 Calendar Years
DISPOSITION	Archives
RESTRICTIONS	23 USC 409
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 331-000
Insurance Department
All Divisions

SERIES ID	0001-331
TITLE	Annual Statements - Domestic
DESCRIPTION	Detailed annual financial statements of Kansas insurance companies authorized to do business in the state.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 331-002
Insurance Department
Legal Division

SERIES ID	0021-331
TITLE	Disciplinary Files - Agents/Agencies/Companies
DESCRIPTION	Hearing transcripts, copies of orders and correspondence relating to disciplinary actions and investigations of insurance agents, agencies and companies suspected of violating state insurance laws.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(20)(25)(30) & KSA 40-3308
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 331-004
Insurance Department
Financial Surveillance Division

SERIES ID	0033-331
TITLE	Financial Examination Reports and Workpapers - Domestic
DESCRIPTION	Reports and work papers prepared by Kansas Insurance Department examiners describing the operation and financial condition of Kansas insurance companies and violations of insurance law discovered during the exam.
RETENTION	See comments
COMMENTS	Retain reports and work papers until superseded, then destroy work papers. Retain the 2 most recent reports in office, destroy remainder.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0029-331
TITLE	Financial Statement Reviews - Domestic
DESCRIPTION	Audit guides, work papers, and other documents relating to the department's financial review of Kansas insurance companies prepared in monitoring compliance with state statutes and regulations.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0035-331
TITLE	Holding Company Filings
DESCRIPTION	Detailed reports generally filed by domestic and selected foreign insurers describing their relationship with affiliated companies.
RETENTION	See comments
COMMENTS	Retain domestic filings 005 fiscal years, then destroy. Retain foreign filings in office until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0036-331
TITLE	Mergers and Acquisitions Files
DESCRIPTION	Documents relating to the department's review of proposed insurance company mergers or acquisitions that involve a domestic company which were reviewed to determine compliance with state statutes.
RETENTION	005 cldr yrs
COMMENTS	Purge file, then retain the remainder in office for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0070-331
TITLE	Risk-Based Capital Reports
DESCRIPTION	Report used to assess the minimum capitalization of an insurer given its overall business operations in consideration of its size and risk profile.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 482-001
Board of Nursing

SERIES ID	0003-482
TITLE	Advanced Practice Registered Nurse Application Files
DESCRIPTION	Applications and supporting documentation relating to the issuance of licenses to qualified advanced registered nurse practitioners who intend to practice in the state. Includes endorsement applications, license renewal and reinstatement applications.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(9)(30)
APPROVED	2015-04-16 ; Revised 2019-08-07
K.A.R. NUMBER	53-2-185

SERIES ID	0028-482
TITLE	Licensed Mental Health Technician Application Files
DESCRIPTION	Applications and supporting documentation relating to the issuance of licenses to qualified licensed mental health technicians who intend to practice in the state. Includes endorsement applications, license renewal and reinstatement applications.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(9)(30)
APPROVED	2015-04-16 ; Revised 2019-08-07
K.A.R. NUMBER	53-2-185

SERIES ID	0030-482
TITLE	Licensed Practical Nurse Application Files
DESCRIPTION	Applications and supporting documentation relating to the issuance of licenses to qualified licensed practical nurses who intend to practice in the state. Includes endorsement applications, license renewal and reinstatement applications.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(9)(30)
APPROVED	2019-08-07 ; Revised 2019-08-07
K.A.R. NUMBER	53-2-185

SERIES ID	0001-482
TITLE	Nursing Program Files
DESCRIPTION	Documents relating to the approval process for professional nursing programs offered by Kansas colleges and universities conducted to ensure that standards are met as required by KSA 65-119.
RETENTION	See Comments
COMMENTS	Image and retain through one approval cycle, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0038-482
TITLE	Nursing School Files - Closed
DESCRIPTION	Documents containing information on colleges and universities no longer offering nursing programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, 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	0040-482
TITLE	Registered Nurse Anesthetist Application Files
DESCRIPTION	Applications and supporting documentation relating to the issuance of licenses to qualified registered nurse anesthetists who intend to practice in the state. Includes endorsement applications, license renewal and reinstatement applications.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(9)(30)
APPROVED	2015-04-16 ; Revised 2019-08-07
K.A.R. NUMBER	53-2-185

SERIES ID	0042-482
TITLE	Registered Nurse Application Files
DESCRIPTION	Applications and supporting documentation relating to the issuance of licenses to qualified registered nurses who intend to practice in the state. Includes endorsement applications, license renewal and reinstatement applications.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(9)(30)
APPROVED	2015-04-16 ; Revised 2019-08-07
K.A.R. NUMBER	53-2-185

Agency Number: 549-001
Real Estate Commission

SERIES ID	0007-549
TITLE	Action Files
DESCRIPTION	Documents relating to licensure, audits, and complaints; subsequent investigations; and any disciplinary action taken by the Real Estate Commission against a real estate agent.
RETENTION	010 fisc yrs after case closed
DISPOSITION	Destroy
RESTRICTIONS	Portions restricted per K.S.A. 45-221(a)(14)(20)(25)(30)
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0001-549
TITLE	Approved Credit for Courses
DESCRIPTION	Documents relating to which courses are approved for continuing education.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0008-549
TITLE	Audit Files - No Action
DESCRIPTION	Contracts, check bank balance report, form cover sheets, etc. relating to annual examinations completed by Commission examiners on each real estate firm required by statute.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions restricted per K.S.A. 45-221(a)(20)(30).
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0005-549
TITLE	Continuing Education Certificates
DESCRIPTION	Certificates filed by real estate licensees to verify satisfactory completion of continuing education courses required for license renewal.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0009-549
TITLE	License Application Files
DESCRIPTION	Documents relating to applicants applying for a real estate license.
RETENTION	See Comments
COMMENTS	Retain files 10 years after licensee fails to renew or is deceased, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6)(9)(14)(30)
APPROVED	2015-04-16 ; Revised 2015-04-20
K.A.R. NUMBER	53-2-185

SERIES ID	0011-549
TITLE	Recovery Fund Files
DESCRIPTION	Claims made by the Real Estate Commission to seek compensation from the Real Estate Recovery Revolving Fund.
RETENTION	See comments
COMMENTS	Retain 3 fiscal years after file is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185