Jump to Navigation

Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-001 (State General Retention and Disposition Schedule. Administrative)

Page 1 of 1 showing 26 records of 26 total, 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 

New Search