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Kansas Records Retention Schedules

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Agency Code: 000-003 (State General Retention and Disposition Schedule. Communications)

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Agency Number: 000-003
State General Retention and Disposition Schedule
Communications

SERIES ID 0089-000 
TITLE Agency Event Records 
DESCRIPTION Programs, invitations, planning materials, and other records related to agency events, ceremonies, or official functions. 
RETENTION See Comments 
COMMENTS Retain 3 fiscal years, then transfer 1 copy of program/invitation/final product(s) of significant events to the archives. Destroy remaining materials as well as those related to routine events. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0072-000 
TITLE Contact Information 
DESCRIPTION Mailing lists, email distribution lists, databases, and other records related to the contact details of constituents and others with whom the agency regularly communicates. 
RETENTION See Comments 
COMMENTS Retain until superseded or obsolete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(49) and KSA 45-230 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0064-000 
TITLE Kansas Register Submissions 
DESCRIPTION Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices, or other documents required by law to be submitted to the Kansas Register for publication. 
RETENTION See Comments 
COMMENTS Retain 1 calendar year after submission, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2020-10-15 
K.A.R. NUMBER 53-2-207 

SERIES ID 0132-000 
TITLE Legal and Public Notices 
DESCRIPTION Announcements published in the Kansas Register and the official newspapers to notify the general public of legal matters. 
RETENTION 5 calendar years 
COMMENTS The Kansas Register is maintained permanently by the KSHS and the State Library. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2020-08-13
K.A.R. NUMBER 53-2-147 

SERIES ID 0227-000 
TITLE Notices of Meetings 
DESCRIPTION Records related to notifying the public regarding an open meeting, including those notices mandated through the Kansas Open Meetings Act (KOMA). 
RETENTION 1 calendar year from date issued 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-10-13  ; Revised 2020-11-05
K.A.R. NUMBER 53-2-169 

SERIES ID 0083-000 
TITLE Photographic and Video Materials 
DESCRIPTION Photographs, negatives, slides, films, videotapes, and electronic recordings produced by or for the agency. 
RETENTION See Comments 
COMMENTS Retain until business is completed, then transfer all materials documenting agency history, significant programs, events, or projects to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0085-000 
TITLE Postal Records 
DESCRIPTION Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc. 
RETENTION 3 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2020-11-05
K.A.R. NUMBER 53-2-075 

SERIES ID 0086-000 
TITLE Press Releases 
DESCRIPTION Public information issued to the news media to inform the public about the agency's activities and accomplishments. 
RETENTION 5 calendar years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0252-000 
TITLE Publication Development Files 
DESCRIPTION Drafts, research materials, artwork, and other records related to the development, design, and production of agency-created publications. 
RETENTION See Comments 
COMMENTS Retain 1 calendar year after completion of project, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0091-000 
TITLE Publications 
DESCRIPTION Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform staff and/or a constituency about the activities of the agency. 
RETENTION See Comments 
COMMENTS Retain in office 1 calendar year, then transfer 2 copies to the archives and destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-01-18  ; Revised 2020-12-01
K.A.R. NUMBER 53-2-107 

SERIES ID 0103-000 
TITLE Speeches and Writings 
DESCRIPTION Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. 
RETENTION 5 calendar years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2021-01-21 
K.A.R. NUMBER 53-2-208 

SERIES ID 0114-000 
TITLE Telecommunications Logs and Reports 
DESCRIPTION Registers and reports listing all incoming and outgoing telephone calls. 
RETENTION 6 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-01-18  ; Revised 2020-11-05
K.A.R. NUMBER 53-2-107 

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