Kansas Records Retention Schedules
Results of Query:
Agency Code: 000-001 (State General Retention and Disposition Schedule. Administrative)
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starting on record 1
Agency Number: 000-001
State General Retention and Disposition Schedule
Administrative
SERIES ID |
0228-000 |
TITLE |
Administrative Rules and Regulations Files |
DESCRIPTION |
Records related to the process of proposing administrative rules and regulations (KARs) for adoption. May include drafts and final copies of proposed, revised, and/or revoked regulations, correspondence, legislation and bills affecting creation of regulations, meeting minutes and sign-in sheets from public hearings, notices of meetings, audio and video recordings, and other related records. |
RETENTION |
See Comments |
COMMENTS |
Maintain records in office for 3 calendar years per KSA 77-421(d), or until regulation is revoked, whichever is longer. Transfer meeting minutes, drafts and final copies of regulations, and correspondence to the State Archives, destroy other documents. This retention and disposition schedule does not affect the Secretary of State's, Attorney General's, or Department of Administration's records created through their statutory review and filing responsibilities. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2012-04-19
; Revised 2020-10-02 |
K.A.R. NUMBER |
53-2-171 |
SERIES ID |
0004-000 |
TITLE |
Agency Leadership Files |
DESCRIPTION |
Correspondence, reports, budgets, schedules, etc. of agency directors, assistant directors, or key policy decision-makers relating to the administration and operation of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until individual leaves position, then contact archives for appraisal - if not accepted, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(1)(2)(4)(6)(12)(14)(15)(20)(21)(22)(25)(27)(30)(32)(33)(45), KSA 60-426 |
APPROVED |
2021-01-21
|
K.A.R. NUMBER |
53-2-208 |
SERIES ID |
0005-000 |
TITLE |
Annual and Special Reports |
DESCRIPTION |
General and specific reports on agency activities. |
RETENTION |
3 fiscal years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0008-000 |
TITLE |
Attorney General Opinions |
DESCRIPTION |
Opinions, letters of advice, copies of legislative bills, correspondence, research materials, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law. |
RETENTION |
5 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-04-10
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-134 |
SERIES ID |
0009-000 |
TITLE |
Audit Reports |
DESCRIPTION |
Results of audits conducted by Legislative Division of Post-Audit and other state and/or federal auditing agencies. |
RETENTION |
5 fiscal years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0015-000 |
TITLE |
Board Packets |
DESCRIPTION |
Agenda, minutes, background information, etc. relating to meetings of a board or commission. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years, then transfer 1 packet to the archives and destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 75-4319 |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0022-000 |
TITLE |
Committee Files |
DESCRIPTION |
Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0027-000 |
TITLE |
Correspondence - Policy Related |
DESCRIPTION |
Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. These may include Capstone or non-Capstone account correspondence. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until employee leaves position, then retain permanently or transfer to an archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0028-000 |
TITLE |
Correspondence - Routine |
DESCRIPTION |
Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain only to routine matters and are not identified in another record series. |
RETENTION |
See Comments |
COMMENTS |
Retain until business is completed, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0251-000 |
TITLE |
Correspondence - Specific |
DESCRIPTION |
Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain to a specific government function. |
RETENTION |
See Comments |
COMMENTS |
Retain according to associated general or agency schedule entry (Ex: retain correspondence related to budget preparation files according to series 0016-000). |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-10-15
|
K.A.R. NUMBER |
53-2-207 |
SERIES ID |
0029-000 |
TITLE |
Customer Survey Forms |
DESCRIPTION |
Surveys compiled on customer satisfaction with the quality of service provided. |
RETENTION |
3 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2002-07-18
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-131 |
SERIES ID |
0131-000 |
TITLE |
Governor's Proclamations |
DESCRIPTION |
Copies of proclamations issued by the Governor's Office related to various agency activities and functions. |
RETENTION |
5 calendar years |
COMMENTS |
Governor's Office maintains the original copy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2006-04-13
; Revised 2020-08-13 |
K.A.R. NUMBER |
53-2-147 |
SERIES ID |
0052-000 |
TITLE |
Hearing and Meeting Transcripts and Electronic Media Recordings |
DESCRIPTION |
Transcripts, notes, and audio/visual recordings of agency hearings and meetings. |
RETENTION |
See Comments |
COMMENTS |
Retain 90 days, then transfer transcripts to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0069-000 |
TITLE |
Legislative Relations Files |
DESCRIPTION |
Copies of bills, drafts of legislation, notes, correspondence, testimony etc. relating to various legislative activities. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
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 |
SERIES ID |
0074-000 |
TITLE |
Memoranda of Understanding or Agreement - Interagency |
DESCRIPTION |
Formal agreements reached between state, local, and/or federal agencies. Includes correspondence and other materials related to the adoption of an agreement or any amendments. |
RETENTION |
See Comments |
COMMENTS |
Retain until agreement becomes inactive plus 5 calendar years, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(14)(20)(25) |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0075-000 |
TITLE |
Minutes |
DESCRIPTION |
Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0076-000 |
TITLE |
Organizational Charts |
DESCRIPTION |
Records documenting the agency's current and proposed organizational structure. |
RETENTION |
3 calendar years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2000-08-17
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-124 |
SERIES ID |
0087-000 |
TITLE |
Policies and Procedures |
DESCRIPTION |
Original copies of policies and procedures which govern the operations of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0088-000 |
TITLE |
Professional Organizations Files |
DESCRIPTION |
Documents relating to membership/participation in professional organizations. |
RETENTION |
2 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0095-000 |
TITLE |
Records Management Records |
DESCRIPTION |
Documents related to the management of agency records including completed survey forms, inventories, schedules, destruction notices, and other miscellaneous materials such as correspondence or reference materials. |
RETENTION |
See Comments |
COMMENTS |
Retain destruction notices permanently. Retain all other materials until superseded, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0249-000 |
TITLE |
Records of Unusual Importance or Exceptional Historical Interest |
DESCRIPTION |
Records that depict important unique situations of continuing interest, important policy transactions or decisions, or unusual noteworthy events. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0098-000 |
TITLE |
Request for Access to Records |
DESCRIPTION |
Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218. |
RETENTION |
5 calendar years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2020-07-08 |
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0099-000 |
TITLE |
Schedules - Office Activities |
DESCRIPTION |
Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activies, vehicles, meeting rooms, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until business is completed, then destroy. Schedules of agency directors should be retained according to series 0004-000. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0108-000 |
TITLE |
Strategic Planning Files |
DESCRIPTION |
Variety of documents relating to the strategic planning process for the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
SERIES ID |
0246-000 |
TITLE |
Training Records |
DESCRIPTION |
Correspondence, reports, and other records relating to the operation of training programs sponsored or performed by agency personnel to external organizations and individuals. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 calendar years or until superseded, whichever is sooner, then destroy. (See also Employee Training Records and Employee Training Course Materials) |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2017-01-19
; Revised 2020-04-27 |
K.A.R. NUMBER |
53-2-194 |
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