Kansas Records Retention Schedules
Results of Query:
Agency Code: 046 (Department of Agriculture)
Page 1 of 1 showing 180 records of 180 total,
starting on record 1
Agency Number: 046-001
Department of Agriculture
Office of the Secretary
| SERIES ID |
0307-046 |
| TITLE |
Commodity Assessment Reports |
| DESCRIPTION |
Commodity assessment reports from first purchasers including grain elevators and feed lots on monthly grain purchases based on tonnage or bushels related to the fees due to commodity commissions. |
| RETENTION |
005 fiscal years |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the State Records Center for 2 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-10-13
|
| K.A.R. NUMBER |
53-2-169 |
| SERIES ID |
0002-046 |
| TITLE |
Correspondence - Division Directors |
| DESCRIPTION |
Letters, memos, internal task force information, etc. relating specifically to division directors. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0003-046 |
| TITLE |
Project Files |
| DESCRIPTION |
Variety of documents relating to specific projects which the agency may pursue in an effort to increase efficiency and improve operations. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0004-046 |
| TITLE |
Subject Files |
| DESCRIPTION |
Variety of documents relating to interests and operations of the secretary. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
KSA 45-221(a)(4) |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations
| SERIES ID |
0007-046 |
| TITLE |
Accounts Payable Records |
| DESCRIPTION |
Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0008-046 |
| TITLE |
Accounts Receivable Records |
| DESCRIPTION |
Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0009-046 |
| TITLE |
Banking Records |
| DESCRIPTION |
Bank statements, deposit books and slips, check registers, and canceled checks. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0006-046 |
| 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 |
008 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 5 fiscal years, then transfer to the archives. Supersedes general schedule. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0015-046 |
| 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 from 152-"Checkbook Record--Imprest Fund." |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0016-046 |
| TITLE |
Inventory Records - Expendable Property |
| DESCRIPTION |
Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0017-046 |
| TITLE |
Inventory Records - Non-Expendable Property |
| DESCRIPTION |
Records relating to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0018-046 |
| TITLE |
Petty Cash Records |
| DESCRIPTION |
Documents related to petty cash accounting: DA-71 thru 73. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0019-046 |
| TITLE |
Purchase Requests - Internal |
| DESCRIPTION |
Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0020-046 |
| TITLE |
Purchasing Records |
| DESCRIPTION |
Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0021-046 |
| TITLE |
Receipts Records - Cash |
| DESCRIPTION |
Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0317-046 |
| TITLE |
Regulated Entities Audit Reports |
| DESCRIPTION |
Audit reports, supporting documentation, and correspondence, including final audit reports, working documents, fee and penalty calculations, accounting practices, and business records relating to audits of regulated entities. |
| RETENTION |
010 fisc yrs |
| COMMENTS |
Records related to any audit leading to an evidentiary hearing will be retained in the Legal Division under 0311-046, Appeal Files. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(1), (2), (11), (20), (25), (30), (31); K.S.A. 45-221(b). |
| APPROVED |
2015-05-21
|
| K.A.R. NUMBER |
53-2-186 |
| SERIES ID |
0022-046 |
| TITLE |
SHaRP Reports |
| DESCRIPTION |
Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain electronic or paper copy 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0024-046 |
| TITLE |
Vouchers - Journal |
| DESCRIPTION |
DA forms 35 series used to adjust financial account balances. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0023-046 |
| TITLE |
Vouchers - Purchase |
| DESCRIPTION |
Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0025-046 |
| TITLE |
Vouchers - Receipts |
| DESCRIPTION |
Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0026-046 |
| TITLE |
Vouchers - Travel |
| DESCRIPTION |
Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Information Resources & Technology
| SERIES ID |
0045-046 |
| TITLE |
Budget Files - Telecommunications |
| DESCRIPTION |
Digital reports and spreadsheets relating to the budgeting process for the division. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Delete |
| RESTRICTIONS |
None |
| APPROVED |
1999-04-15
|
| K.A.R. NUMBER |
53-2-119 |
| SERIES ID |
0030-046 |
| TITLE |
Key Telephone Systems File |
| DESCRIPTION |
Documents used to support the key telephone system. |
| RETENTION |
See Comments |
| COMMENTS |
Retain through the warranty period, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1999-04-15
|
| K.A.R. NUMBER |
53-2-119 |
| SERIES ID |
0028-046 |
| TITLE |
Renovation File |
| DESCRIPTION |
Floor plans and supporting documentation relating to the renovation of the building to support the telecommunications systems. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1999-04-15
|
| K.A.R. NUMBER |
53-2-119 |
| SERIES ID |
0029-046 |
| TITLE |
Telecommunications Work Orders |
| DESCRIPTION |
Work orders submitted by the agency to DISC requesting telecommunications services. |
| RETENTION |
001 fisc yr |
| COMMENTS |
Retain electronic and hard copy 1 fiscal year, then destroy or delete. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1999-04-15
|
| K.A.R. NUMBER |
53-2-119 |
| SERIES ID |
0042-046 |
| TITLE |
Update Directory File |
| DESCRIPTION |
Form completed by the agency and submitted to DISC to update the communication services directory. |
| RETENTION |
003 months |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1999-04-15
|
| K.A.R. NUMBER |
53-2-119 |
Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Legal Section
| SERIES ID |
0311-046 |
| TITLE |
Appeal Files |
| DESCRIPTION |
Orders, pleadings, research correspondence, reports, notes, and other supporting documentation relating to cases appealed to the Office of Administrative Hearings, District Court, an Appellate Court, or another reviewing body. |
| RETENTION |
See comments |
| COMMENTS |
Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition. |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (11), (14), (18), (25), (30), and (49). |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
| SERIES ID |
0312-046 |
| TITLE |
Contracts, Leases, Memoranda of Understanding |
| DESCRIPTION |
Records of supporting documentation relating to formal legal agreements with other entities, including correspondence, research, notes, and drafts. |
| RETENTION |
See comments |
| COMMENTS |
Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after expiration of agreement, then deleted. If supporting documentation is not present and the original agreement is maintained elsewhere, a copy of the original agreement need not be retained. Paper records not scanned will follow the same retention and disposition. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(11), (13), (14), (20), (25), (27), (28), (30), (31), (32), (33), (49), and K.S.A. 60-432. |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
| SERIES ID |
0313-046 |
| TITLE |
Enforcement Action Files |
| DESCRIPTION |
Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation in actions prosecuted on behalf of KDA Programs for violation of statutes, regulations, and codes administered and enforced by the Secretary, authorized representatives, and Programs. |
| RETENTION |
See comments |
| COMMENTS |
Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for ten years after file closure, then deleted, with the exception of files involving water rights, which shall be retained permanently in DocuWare, which has an endorsed ERP. Paper records not scanned will follow the same retention and disposition. |
| DISPOSITION |
See comments |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432. |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
| SERIES ID |
0314-046 |
| TITLE |
Enforcement Action Files - Decline to Prosecute |
| DESCRIPTION |
Research, correspondence, reports, notes, and other supporting documentation in matters submitted to the Legal Section for prosecution but which fail to meet evidentiary or other applicable standards for prosecution. |
| RETENTION |
See comments |
| COMMENTS |
Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after file closure, then deleted. Paper records not scanned will follow the same retention and disposition. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432. |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
| SERIES ID |
0294-046 |
| TITLE |
Library Contents Inventory |
| DESCRIPTION |
Inventory listing the reference materials located in the Legal Department library. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
; Revised 2015-06-19 |
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0315-046 |
| TITLE |
Multi-State Action Files |
| DESCRIPTION |
Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation relating to cases involving another State. |
| RETENTION |
See comments |
| COMMENTS |
Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition. |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (18), (25), and (30), and K.S.A. 60-432. |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
| SERIES ID |
0297-046 |
| TITLE |
Subject Files - Legal |
| DESCRIPTION |
Records relating to activities of the Legal Section, including research results, review results, opinions, memoranda, and reports. |
| RETENTION |
See Comments |
| COMMENTS |
Research results, memoranda, opinions, and like records shall be appraised for transfer to folders maintained for that purpose. Paper documents so retained shall be scanned then, upon quality assurance verification, destroyed and the digital image retained. Digital images and electronic records shall be retained for one year and appraised annually for continued retention or deletion. |
| DISPOSITION |
See comments |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (4), (6), (9), (10), (11), (13), (14), (18), (20), (25), (27), (28), (30), (31), (32), (33), and (49), and K.S.A. 60-432. |
| APPROVED |
2014-01-23
; Revised 2014-01-24 |
| K.A.R. NUMBER |
53-2-179 |
Agency Number: 046-002
Department of Agriculture
Agriculture Laboratory Program
| SERIES ID |
0067-046 |
| TITLE |
Aflatoxin Reports |
| DESCRIPTION |
Laboratory report completed on dairy samples provided by field inspectors testing for the presence of deadly aflatoxin. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in office 1 year, then destroy. Dairy Inspections Programs maintains the original. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0065-046 |
| TITLE |
Chemigation Screening Report |
| DESCRIPTION |
Laboratory report completed on water samples provided by plant health inspectors testing the pesticide levels to ensure compliance with standards and regulations. |
| RETENTION |
See Comments |
| COMMENTS |
Retain hard copy in office 1 year, then destroy. Pesticide and Fertilizer Program retains original hard and electronic copies. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0069-046 |
| TITLE |
Consumer Protection Dairy Report |
| DESCRIPTION |
Lab report listing test results on retail grocery store samples provided by field inspectors to ensure compliance with health standards and regulations. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 3 years, transfer to the state records center for 2 years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0066-046 |
| TITLE |
Dairy Products Pesticide Screening Test Report |
| DESCRIPTION |
Semi-annual report listing test results on dairy product provided by field inspectors screening for pesticides or contaminants and will resample only if the test is positive. |
| RETENTION |
See Comments |
| COMMENTS |
For negative results, retain until no longer useful, then destroy. For positive results, retain 1 year, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0068-046 |
| TITLE |
Dairy Products Report |
| DESCRIPTION |
Report listing test results on samples provided by dairy plant inspectors to ensure compliance with standards and regulations. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 3 years, transfer to the state records center for 2 years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0059-046 |
| TITLE |
Feed and Fertilizer Inspection Work Sheets |
| DESCRIPTION |
Sheet compiled by field inspectors listing the raw data collected on feed and fertilizer labels to ensure compliance with standards and regulations. |
| RETENTION |
003 fisc yrs |
| COMMENTS |
Retain hard copy in office 1 fiscal year, transfer to the state records center for 2 fiscal years, then destroy. Raw data is input into the computer and transmitted to the Division of Inspections. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0061-046 |
| TITLE |
MP 14 Lab Sample Report |
| DESCRIPTION |
Monthly lab report listing test results on meat samples provided by retail grocers and state institutions to ensure compliance with standards and regulations. |
| RETENTION |
See Comments |
| COMMENTS |
Retain hard copy 3 months for those products in compliance and 1 years for those products not in compliance. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0060-046 |
| TITLE |
MP 14 Work Form |
| DESCRIPTION |
Raw data gathered which is used to complete the MP 14 report testing the amount of cereal, non-fat dry milk, or soy additives in meat and poultry products to ensure compliance. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0053-046 |
| TITLE |
Pesticide Analysis Reports |
| DESCRIPTION |
Sample information form, history of official sample, work sheets, data analysis, parameters, etc. relating to tests conducted by laboratory staff on sample requests by environmental scientists. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in office until no longer useful, then destroy. Pesticide Program maintains the original report except for the analysis sheets. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0070-046 |
| TITLE |
Raw Milk Sample Report |
| DESCRIPTION |
Form submitted to the lab by a fillsman or field inspector regarding samples obtained from each dairy farm and dairy producer. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 3 years, transfer to the state records center for 2 years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0063-046 |
| TITLE |
Seed Examination Report |
| DESCRIPTION |
Report compiled by lab staff listing the ingredients stated on seed labels to ensure compliance with standards and regulations. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in office until no longer useful, then destroy. Original remains at the Division of Inspections. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0071-046 |
| TITLE |
Water Samples Report |
| DESCRIPTION |
Yearly lab report listing test results on water samples taken from dairies by field inspectors to ensure compliance with standards and regulations. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 3 years, transfer to the state records center for 2 years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
Agency Number: 046-003
Department of Agriculture
Dairy Inspection Program
| SERIES ID |
0299-046 |
| TITLE |
Milk Distributor Files |
| DESCRIPTION |
Applications, correspondence, monthly and quarterly fee reports, etc. relating to agency efforts to regulate the distribution of milk and dairy products to ensure compliance with health standards. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0300-046 |
| TITLE |
Milk Hauler/Sampler Files |
| DESCRIPTION |
Applications, evaluation forms, milk tank truck inspections, tanker registration, etc. relating to agency efforts to regulate the sampling and transportation of milk to ensure compliance with health standards. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 2 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
Agency Number: 046-003
Department of Agriculture
Dairy Inspection Program
Dairy Program
| SERIES ID |
0130-046 |
| TITLE |
Milk and Dairy Manufacturing Plant Files |
| DESCRIPTION |
Documents relating to the regulation by the agency of milk and dairy manufacturing plants and the transportation of milk and dairy products to ensure compliance with health standards. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0129-046 |
| TITLE |
Milk and Dairy Producers Files |
| DESCRIPTION |
Application, inspection forms, sample analysis, etc. relating to agency efforts to regulate the production of milk and dairy products to ensure compliance with health standards. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
Agency Number: 046-004
Department of Agriculture
Grain Warehouse Program
| SERIES ID |
0094-046 |
| TITLE |
Felonious or Adverse Nature Grain Elevator Files |
| DESCRIPTION |
Documents relating to the grain elevator companies that have been in violation of statutes or regulations. |
| RETENTION |
010 cldr yrs |
| COMMENTS |
Retain for 010 calendar years in hardcopy or digital format, then offer to State Archives. If not accepted by archives, destroy. |
| DISPOSITION |
See comments |
| RESTRICTIONS |
KSA 34-251 |
| APPROVED |
2015-05-21
|
| K.A.R. NUMBER |
53-2-186 |
| SERIES ID |
0091-046 |
| TITLE |
Grain Warehouse Bonds |
| DESCRIPTION |
Copies of surety bonds submitted to the agency by operators as part of the licensing process. |
| RETENTION |
006 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0087-046 |
| TITLE |
Grain Warehouse Examination Files |
| DESCRIPTION |
Inventories of stocks, audits of records, diagrams and floor plans, etc. relating to the annual unscheduled grain warehouse inspections. |
| RETENTION |
006 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0086-046 |
| TITLE |
Grain Warehouse Examiners Route Sheets |
| DESCRIPTION |
Schedules detailing work activities for grain inspection examiners. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0088-046 |
| TITLE |
Grain Warehouse Financial Statements |
| DESCRIPTION |
Grain warehouse financial statements submitted to the agency as a part of the licensing process. |
| RETENTION |
006 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0089-046 |
| TITLE |
Grain Warehouse Licensing Files |
| DESCRIPTION |
Applications and supporting documentation relating to the annual licensing process for operators of grain warehouses. |
| RETENTION |
006 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0090-046 |
| TITLE |
Grain Warehouse Receipts |
| DESCRIPTION |
Copies of receipts issued by grain warehouse operators to farmers utilizing the facility. |
| RETENTION |
006 fisc yrs |
| COMMENTS |
Retain in office 3 fiscal years, transfer to the state records center for 3 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
Agency Number: 046-004
Department of Agriculture
Grain Warehouse Program
Dairy Program
| SERIES ID |
0128-046 |
| TITLE |
Counter Freezer Business License Files |
| DESCRIPTION |
Application, inspection forms, etc. relating to the regulation of counter freezer operations within the state to ensure compliance with health standards. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
Agency Number: 046-005
Department of Agriculture
Pesticide and Fertilizer Program
| SERIES ID |
0135-046 |
| TITLE |
Certified Chemigation Equipment Operator Files |
| DESCRIPTION |
Applications, examination scores, correspondence, copies of certificate, copies of receipts, etc. relating to the certification process of chemigation equipment operators. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until inactive plus 2 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(9) for examination scores |
| APPROVED |
1996-01-18
|
| K.A.R. NUMBER |
53-2-107 |
| 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 |
0150-046 |
| TITLE |
Field Agent Investigation and Complaint Files - No Action |
| DESCRIPTION |
Documents relating to complaints made to field agents by consumers regarding pesticide products in which no violations were confirmed and no further action was necessary. |
| RETENTION |
006 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2012-07-26
|
| K.A.R. NUMBER |
53-2-173 |
| SERIES ID |
0134-046 |
| TITLE |
Government Registration Files |
| DESCRIPTION |
Records related to the registration of government agencies permitting them to apply pesticides: applications, correspondence, copies of certificates, and other supporting documents. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until inactive plus 2 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1988-10-13
|
| K.A.R. NUMBER |
53-2-076 |
| SERIES ID |
0152-046 |
| TITLE |
Inspection Files - Non-Violations |
| DESCRIPTION |
Documents relating to mandated inspections conducted by field agents of manufacturers, dealers, distributors, and users who have met compliance with statutes and regulations. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Retain in office 2 calendar years, transfer to the state records center for 2 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| 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 |
0153-046 |
| TITLE |
Pesticide Applicator Certification/Business License Logs |
| DESCRIPTION |
Logs maintained of licenses issued to businesses permitted to apply pesticides: business license, date of issuance, name of certification, category of certification and license, and license number. |
| RETENTION |
See Comments |
| COMMENTS |
Transfer original ledgers to the archives immediately. Transfer computer printed updates annually to the archives. This series is maintained electronically now. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0154-046 |
| TITLE |
Pesticide Business License Files |
| DESCRIPTION |
Applications, correspondence, registers, copies of license, and other supporting documentation relating to the licensing of pesticide application businesses to ensure compliance with standards. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer active, plus 2 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| 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: 046-005
Department of Agriculture
Pesticide and Fertilizer Program
Pesticide Program
| SERIES ID |
0146-046 |
| TITLE |
Agricultural Chemical Registration Files |
| DESCRIPTION |
Applications, chemical container labels, material safety data sheets, and other supporting documents relating to the registration of agricultural chemicals for use in the state. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2007-05-16
|
| K.A.R. NUMBER |
53-2-151 |
| SERIES ID |
0147-046 |
| TITLE |
Agricultural Chemical Registration Files - Section 18 |
| DESCRIPTION |
Applications, correspondence, material safety data sheets, and other supporting documents relating to a one time request by farmers to use pesticides in an emergency situation. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the State Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2009-07-28
|
| K.A.R. NUMBER |
53-2-160 |
Agency Number: 046-006
Department of Agriculture
Plant Protection and Weed Control Program
| SERIES ID |
0308-046 |
| TITLE |
Annual Reports - County Weed Departments |
| DESCRIPTION |
Year-end reports received from all counties' weed departments. Individual reports include budget information and summarize weeds treated in each county. Series also includes reports and tabulated statistical information generated from county reports. |
| RETENTION |
See comments |
| COMMENTS |
Retain paper county reports 010 cldr years, then transfer to the State Archives. Transfer any electronic reports generated from reports annually to the State Archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2013-04-11
|
| K.A.R. NUMBER |
53-2-176 |
| SERIES ID |
0144-046 |
| TITLE |
European Corn Borer Certificate |
| DESCRIPTION |
Certificate issued by exporters deputized by the Kansas Department of Agriculture to inspect the handling and shipment of grain to ensure that the product meets the quarantine standards issued by California. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0140-046 |
| TITLE |
Live Plant Certificate of Inspection |
| DESCRIPTION |
Certificate issued by the Kansas Department of Agriculture to each nursery after inspection to ensure that insects and diseases are not distributed. |
| RETENTION |
003 cldr yrs |
| COMMENTS |
Formerly titled Nursery Stock Inspection Files. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0139-046 |
| TITLE |
Live Plant Dealer Licensing Files |
| DESCRIPTION |
Yearly registration license issued by the Kansas Department of Agriculture to nursery dealers after inspections to ensure that only certified stock is sold to consumers. |
| RETENTION |
003 cldr yrs |
| COMMENTS |
Retain in office 1 calendar year, transfer to the state records center for 2 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0138-046 |
| TITLE |
Phytosanitary Certificates |
| DESCRIPTION |
USDA certificates issued by the Kansas Department of Agriculture verifying that the raw grain commodity exporters inspection reports match the import requirements of the importing county. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0137-046 |
| TITLE |
Processed Plant Product Certificates |
| DESCRIPTION |
USDA certificates issued by the Kansas Department of Agriculture to plants that minimally process commodities to ensure compliance with standards. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0136-046 |
| TITLE |
Weekly Plant Survey Report |
| DESCRIPTION |
Reports generated to provide information on the occurrence and distribution of pests and plant diseases throughout the state. |
| RETENTION |
See Comments |
| COMMENTS |
Retain on web site until no longer useful, then delete. Print an annual report and transfer to the archives. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
Agency Number: 046-007
Department of Agriculture
Meat and Poultry Inspection/Food Safety Programs
| SERIES ID |
0301-046 |
| TITLE |
General Facilities Files |
| DESCRIPTION |
Inspection notes, photographs and other records relating to inspections of retail food establishments. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0302-046 |
| TITLE |
Retail/Food Safety County Contract Files |
| DESCRIPTION |
Contracts and supporting documentation relating to contracts between designated counties and the agency to allow inspections of retail food stores, food service in retail food stores, and food processing facilities within the state to ensure compliance with the Kansas Food, Drug and Cosmetic Act and the Food Service and Lodging Act. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 years after contract is expired, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0303-046 |
| TITLE |
Retail/Food Safety Establishment Files |
| DESCRIPTION |
Applications and supporting documentation submitted to the agency by individuals or firms seeking to obtain a license allowing for the operation of retail food stores, food service in a retail food store, and food processing facilities within the state to ensure compliance with the Kansas Food, Drug and Cosmetic Act and the Food Service and Lodging Act. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 3 years after close of operation, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0304-046 |
| TITLE |
Slaughter and/or Processing Plant Registration Files |
| DESCRIPTION |
Applications and submitting documentation submitted annually to the agency by individuals and processing plants seeking to obtain a registration allowing for the operation of meat or poultry slaughter and/or processing within the state to ensure compliance with the Kansas Meat and Poultry Inspection Act and Regulations. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in office until plant closes plus 2 calendar years, transfer to the state records center for 3 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Administration Section
| SERIES ID |
0165-046 |
| TITLE |
Quarterly Activity Reports and Working Papers |
| DESCRIPTION |
Internal documents used to compile statistics on agency activities including traffic reports, activity logs, etc. |
| RETENTION |
002 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0291-046 |
| TITLE |
Water Administration Budget Preparation Files - Annual |
| DESCRIPTION |
Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. |
| RETENTION |
003 fisc yrs |
| COMMENTS |
Microfilm and destroy hard copy after 3 years. Transfer microfilm to the archives when no longer useful. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Chief Engineer
| SERIES ID |
0170-046 |
| TITLE |
Cease and Desist Orders |
| DESCRIPTION |
Orders to individuals to cease and desist their practice of various inappropriate water-related activities. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0173-046 |
| TITLE |
Field Office Files |
| DESCRIPTION |
Copies of materials sent to the field office detailing the activities in the Topeka Central Office. |
| RETENTION |
006 months |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0176-046 |
| TITLE |
Intensive Groundwater Use Control Areas Files |
| DESCRIPTION |
Documents related to intensive groundwater use control areas issues that come to official hearings. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0177-046 |
| TITLE |
Legal Case Files - Convenience Copies |
| DESCRIPTION |
Documents relating to water related enforcement case files and maintained for convenience of reference. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. Originals are maintained in the Office of the Secretary. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(25) |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0179-046 |
| TITLE |
Meter Orders |
| DESCRIPTION |
Orders to individuals with water rights detailing the requirements to place meters in operation. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then destroy. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0182-046 |
| TITLE |
Quarterly Reports to the Department of Agriculture |
| DESCRIPTION |
Quarterly reports made on agency activities. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm, then destroy the hard copy or transfer to the archives if microfilm does not meet archival standards. Retain microfilm according to the general schedule under "Annual and Special Reports." |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0183-046 |
| TITLE |
Reading Files |
| DESCRIPTION |
Documents and publications on a wide variety of water issues which are used for reference purposes. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm, then destroy the hard copy. Retain microfilm until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0213-046 |
| TITLE |
River Compact Files |
| DESCRIPTION |
Documents relating to all the various interstate river compacts including correspondence, minutes, reports, publications, legal documents and exhibits, etc. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
Portions per KSA 45-221(a)(10) |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0181-046 |
| TITLE |
Rules and Regulations - Background |
| DESCRIPTION |
Background materials compiled on the development of policies and procedures. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm and destroy hard copy. Retain microfilm until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0261-046 |
| TITLE |
Subject Files |
| DESCRIPTION |
Wide variety of documents relating to the activities and concerns of the chief engineer. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-10-13
|
| K.A.R. NUMBER |
53-2-102 |
Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Field Office
| SERIES ID |
0185-046 |
| TITLE |
Administrative Files |
| DESCRIPTION |
Variety of documents related to the administration of the field offices. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0186-046 |
| TITLE |
Aerial Photographs |
| DESCRIPTION |
Photographs taken of large tracts of land in southwest Kansas. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0187-046 |
| TITLE |
Canal Diversion Records |
| DESCRIPTION |
Documents relating to water diverted from the Arkansas River and other waterways into irrigation systems. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0258-046 |
| TITLE |
Cease and Desist Orders |
| DESCRIPTION |
Orders to individuals to cease and desist their practice of various inappropriate water-related activities. |
| RETENTION |
See Comments |
| COMMENTS |
Merge with "Water Rights Appropriations Files" when appropriate and retain accordingly. Retain remainder until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0189-046 |
| TITLE |
County Books |
| DESCRIPTION |
Log of water rights holders arranged by counties which is used as an index to water rights appropriations files. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in conjunction with Water Rights Appropriations Files. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0190-046 |
| TITLE |
Drainage Measurement Notes |
| DESCRIPTION |
Notes regarding drainage measurements of irrigation canals and other areas. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0192-046 |
| TITLE |
Intensive Groundwater Use Control Areas Files |
| DESCRIPTION |
Documents related to intensive groundwater use control areas issues that come to official hearings. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in conjunction with Water Rights Appropriations Files. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0195-046 |
| TITLE |
Meter Orders |
| DESCRIPTION |
Orders to individuals with water rights detailing the requirements to place meters in operation. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in conjunction with Water Rights Appropriations Files. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0196-046 |
| TITLE |
River Compact Files |
| DESCRIPTION |
Documents relating to the various interstate river compacts including correspondence, minutes, reports, publications, legal documents and exhibits. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
Portions per KSA 45-221(a)(10) |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0197-046 |
| TITLE |
Sunflower Co-op Files |
| DESCRIPTION |
Water rights appropriations files related to the Sunflower Electric Co-op in Finney County. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0198-046 |
| TITLE |
Survey Plats |
| DESCRIPTION |
Photocopies of land survey plats used to determine actual acreage involved in irrigation. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0200-046 |
| TITLE |
Term Permits |
| DESCRIPTION |
Documents related to the granting of short-term water use permits for up to 4 years plus extensions. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 3 years past final extension, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0201-046 |
| TITLE |
Water Discharge Records |
| DESCRIPTION |
Copies of reports of water discharged from reservoirs made on a daily basis. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. These are copies of reports created by the U. S. Corps of Engineers. The Topeka office also receives copies of the reports. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0202-046 |
| TITLE |
Water Measurement Computer Reports |
| DESCRIPTION |
Computer printouts of water depth measurements from individual wells. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0206-046 |
| TITLE |
Water Rights Appropriations Files |
| DESCRIPTION |
Documents relating to the application, review, granting, or disapproval of permits and certification of water rights to individuals and organizations including correspondence, form DWR-1-120.0, etc. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0208-046 |
| TITLE |
Water Well Logs |
| DESCRIPTION |
Copies of Health and Environment forms "Water Well Record" which record inspections of new wells made by the Department of Health and Environment which are used to monitor compliance with water laws. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in conjunction with Water Rights Appropriations Files. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0209-046 |
| TITLE |
Water Well Measurement Records |
| DESCRIPTION |
Completed U.S. Geological Survey forms recording well water levels throughout the state. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Technical Services
| SERIES ID |
0219-046 |
| TITLE |
Discharge Measurement Reports |
| DESCRIPTION |
Forms used to record stream discharge data. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0175-046 |
| TITLE |
Groundwater Meetings District Records |
| DESCRIPTION |
Wide variety of documents related to groundwater district meetings including rules, regulations, minutes, policies. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm, then destroy the hard copy or transfer to the archives if microfilm does not meet archival standards. Retain microfilm until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0220-046 |
| TITLE |
Groundwater Program Records |
| DESCRIPTION |
Documents related to the administration of the Groundwater Program which controls and monitors the use of groundwater in the state. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0221-046 |
| TITLE |
Irrigation District Files |
| DESCRIPTION |
Documents related to the establishment and administration of irrigation districts including petitions, applications, legal documents, correspondence, plans, drawings, reports. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0222-046 |
| TITLE |
Monthly Reservoir Operation Reports |
| DESCRIPTION |
Statistical computer reports received from the U. S. Corps of Engineers regarding the operation of Kansas reservoirs. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. Earlier sub-series on microfilm. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0223-046 |
| TITLE |
Reference Files |
| DESCRIPTION |
Variety of material used for reference on many aspects of water use including correspondence, reports, publications, drafts, speeches, legal documents, water rights files, etc. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. Supersedes general schedule entry for "Technical Reference Files." |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0224-046 |
| TITLE |
Reservoir Operations - Daily |
| DESCRIPTION |
Data sheets received from the U. S. Corps of Engineers regarding intake/discharge levels of reservoirs. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. The U. S. Geological Survey retains the database. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0225-046 |
| TITLE |
Reservoir Operations - Monthly |
| DESCRIPTION |
Monthly reports from the U. S. Corps of Engineers regarding intake/discharge levels of reservoirs. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. The U. S. Corps of Engineers retains the database. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0226-046 |
| TITLE |
Rural Water District Files |
| DESCRIPTION |
Documents related to the establishment and administration of rural water districts including petitions, reports, correspondence, plans, etc. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0227-046 |
| TITLE |
Special Investigation Case Files |
| DESCRIPTION |
Documents related to special groundwater use investigations. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 years after investigation is closed, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0228-046 |
| TITLE |
Storm Maps |
| DESCRIPTION |
Maps of Kansas used to plot the rainfall of major storms. |
| RETENTION |
See Comments |
| COMMENTS |
Obsolete series, transfer immediately to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0216-046 |
| TITLE |
United States Geological Survey (USGS) Canal Diversion Records |
| DESCRIPTION |
USGS reports prepared on water diversion from rivers to canals throughout the state. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. USGS retains the permanent copy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0257-046 |
| TITLE |
Water Discharge Records |
| DESCRIPTION |
Copies of reports of water discharged from reservoirs made on a daily basis. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. These are copies of reports created by the U. S. Corps of Engineers. The field offices also receives copies of the reports. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0229-046 |
| TITLE |
Water Level Measurements |
| DESCRIPTION |
Documents relating to the measuring of water levels in wells. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0230-046 |
| TITLE |
Working Files |
| DESCRIPTION |
Documents relating to issues and programs under consideration. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221(a)(20) |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Water Appropriation
| SERIES ID |
0232-046 |
| TITLE |
Aerial Photos and Maps |
| DESCRIPTION |
Graphic representations of the land used in various manners by the division including photographs, and U. S. Geological Survey maps with markings. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. Supersedes general schedule retention requirements for "Photographic and Video Materials." |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0231-046 |
| TITLE |
Subject Files - Administration |
| DESCRIPTION |
Wide variety of documents maintained in working files for office use. |
| RETENTION |
See Comments |
| COMMENTS |
See general schedule (KSA 53-3-1) where applicable and contact the archives for appraisal of the remainder. If not accepted, then destroy. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
Portions may be restricted |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0259-046 |
| TITLE |
Sunflower Co-op Files |
| DESCRIPTION |
Water rights appropriations files related to the Sunflower Electric Co-op in Finney County. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0235-046 |
| TITLE |
Survey Plats |
| DESCRIPTION |
Photocopies of land survey plats used to determine actual acreage involved in irrigation. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0237-046 |
| TITLE |
Term Permits |
| DESCRIPTION |
Documents related to the granting of short-term water use permits for up to 4 years plus extensions. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm for Topeka Central Office, then transfer hard copy to field office - see field office for disposition. Retain microfilm 3 years after final extension, then destroy. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0238-046 |
| TITLE |
Verified Reports |
| DESCRIPTION |
Documents related to the verification of water use and the continuance of water rights which are used in verification hearings. |
| RETENTION |
See Comments |
| COMMENTS |
Merged with Water Rights Appropriations Files. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0239-046 |
| TITLE |
Water Rights Appropriations Files |
| DESCRIPTION |
Documents relating to the application, review, granting or disapproval of permits, and certification of water rights to individuals and organizations including correspondence, form DWR-1-120.0, etc. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm for Topeka Central Office, then transfer hard copy to field office--see field office for disposition. Retain microfilm until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0240-046 |
| TITLE |
Water Source County Maps |
| DESCRIPTION |
Maps depicting site of water rights appropriation sources. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. Replaces "County Books" to some extent. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
Agency Number: 046-008
Department of Agriculture
Division of Water Resources
Water Structures
| SERIES ID |
0241-046 |
| TITLE |
Administrative Records |
| DESCRIPTION |
Variety of documents related to the routine administration of water structures including invoices, receipts, time sheets and logs, publications, vehicle records. |
| RETENTION |
See Comments |
| COMMENTS |
See general schedule (KAR 53-3-1) where applicable and contact the archives for the remainder, if not accepted, then destroy. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0242-046 |
| TITLE |
Architectural and Engineering Drawings |
| DESCRIPTION |
Technical drawings of bridges and other water structures. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0264-046 |
| TITLE |
Channel Changes Files |
| DESCRIPTION |
Applications, correspondence, maps, drawings, reports and studies and other exhibit material relating to any man-made changes created in waterway channels. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm files and plans and retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0268-046 |
| TITLE |
Dam Files |
| DESCRIPTION |
Documents related to the construction of dams and associated structures that are not part of watersheds. |
| RETENTION |
030 cldr yrs |
| COMMENTS |
Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0269-046 |
| TITLE |
Drainage District Files |
| DESCRIPTION |
Documents relating to the establishment and administration of drainage districts with regard to construction and management of water structures. |
| RETENTION |
See Comments |
| COMMENTS |
Microfilm files and plans and retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0270-046 |
| TITLE |
Farm Pond Files |
| DESCRIPTION |
Documents relating to the construction of farm ponds. |
| RETENTION |
See Comments |
| COMMENTS |
This series is now part of Dam Files and should be retained accordingly. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0244-046 |
| TITLE |
Flood Control Project Files |
| DESCRIPTION |
Miscellaneous documents related to flood control projects including correspondence, reports, etc. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0245-046 |
| TITLE |
Flood Insurance Files |
| DESCRIPTION |
Brochures related to flood insurance for specific communities sent by the various insurance companies. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until superseded, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0246-046 |
| TITLE |
Flood Plain Program Files |
| DESCRIPTION |
Wide variety of documents related to the administration of the Flood Plain Management Program. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0271-046 |
| TITLE |
Geological and Soil Mechanic Reports |
| DESCRIPTION |
Copies of reports received from private and public sources which are used as a report library. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0272-046 |
| TITLE |
Index - Water Structures |
| DESCRIPTION |
Index to the water structure plans. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in conjunction with Water Structure Plans. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0247-046 |
| TITLE |
Irrigation Canal Charts |
| DESCRIPTION |
Raw statistical data plotting the rate of water flow through irrigation canals which is used in report compilation. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0265-046 |
| TITLE |
Levees Files |
| DESCRIPTION |
Applications, correspondence, exhibits, etc. relating to the construction of levees and lagoons. |
| RETENTION |
030 cldr yrs |
| COMMENTS |
Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0248-046 |
| TITLE |
Miscellaneous Reports |
| DESCRIPTION |
Wide variety of reports related to water structures and other geological issues. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0273-046 |
| TITLE |
National Dam Inspection Project Inventory Records |
| DESCRIPTION |
Reports, survey sheets, hydrographic worksheets, charts, etc. relating to the national inventory of dams. |
| RETENTION |
030 cldr yrs |
| COMMENTS |
Microfilm, destroy hard copy after 5 years or transfer to the records center for 25 years if microfilm does not meet archival standards, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0274-046 |
| TITLE |
National Dam Inspection Reports |
| DESCRIPTION |
Reports made by the agency on dam inspections for the National Dam Inventory. |
| RETENTION |
030 cldr yrs |
| COMMENTS |
Microfilm, then destroy hard copy after 5 years or transfer to the records center for 25 years if microfilm does not meet archival standards, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0253-046 |
| TITLE |
Sound Tapes |
| DESCRIPTION |
Sound recordings of talks, hearings, and presentations. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0263-046 |
| TITLE |
Stream Obstruction Files |
| DESCRIPTION |
Reports, maps, studies, drawings, etc. relating to stream obstructions. |
| RETENTION |
030 cldr yrs |
| COMMENTS |
Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0256-046 |
| TITLE |
Subject Files - Miscellaneous |
| DESCRIPTION |
Wide variety of documents related to water structures as well as other water related issues. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
|
| K.A.R. NUMBER |
53-2-098 |
| SERIES ID |
0276-046 |
| TITLE |
Watershed Districts |
| DESCRIPTION |
Documents relating to the establishment and administration of watershed districts with regard to construction and management of water structures. |
| RETENTION |
030 cldr yrs |
| COMMENTS |
Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
| SERIES ID |
0275-046 |
| TITLE |
Water Structure Plans |
| DESCRIPTION |
Documents relating to construction plans for approved water structures. |
| RETENTION |
030 cldr yrs |
| COMMENTS |
Microfilm except for plans, destroy hard copy after 5 years or transfer to the records center for 25 years if film does not meet archival standards, then transfer to the archives. Transfer plans to the records center for 25 years, then to archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1998-10-08
|
| K.A.R. NUMBER |
53-2-117 |
Agency Number: 046-010
Department of Agriculture
Agricultural Commodities Assurance Program
| SERIES ID |
0104-046 |
| TITLE |
Anhydrous Ammonia Safety Check Files |
| DESCRIPTION |
Reports prepared by board inspectors concerning possible violations of regulations regarding the safe handling, storage, and transportation of anhydrous ammonia as required by KSA 2-1212 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0105-046 |
| TITLE |
Commercial Fertilizers Registration Files |
| DESCRIPTION |
Applications and supporting documents submitted annually to the board by individuals and firms to register the brand and grade of commercial fertilizer sold in the state as required by KSA 2-1202. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0106-046 |
| TITLE |
Custom Fertilizer Blender's License Files |
| DESCRIPTION |
Applications submitted annually to the board by individuals and firms wishing to obtain a license to blend fertilizer according to specifications furnished by customers as required by KSA 2-1201. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0107-046 |
| TITLE |
Egg Inspection Violation Reports |
| DESCRIPTION |
Reports prepared by board inspectors concerning possible violations of regulations relating to egg grading, labeling, and storage temperature requirements as required by KSA 2-2501 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0108-046 |
| TITLE |
Feed Complaint Files |
| DESCRIPTION |
Reports investigated by the Board of Agriculture of investigations into complaints made against feed grain operators. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0112-046 |
| TITLE |
Feeding Stuffs Tonnage and Inspection Fee Reports |
| DESCRIPTION |
Semiannual reports submitted by firms to the Board of Agriculture listing the tonnage of livestock and pet feed sold which are used to assess the amount of inspection fees as required by KSA 2-1004. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0109-046 |
| TITLE |
Feed Inspection Reports |
| DESCRIPTION |
Reports summarizing inspections conducted by board staff of firms selling livestock and pet feed to ensure that all products are registered and meet state standards as required by KSA 2-1001 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0110-046 |
| TITLE |
Feed Lab Reports |
| DESCRIPTION |
Reports prepared by the Board of Agriculture regarding lab tests conducted on feed samples to ensure compliance with standards as required by KSA 2-1009. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0111-046 |
| TITLE |
Feed Permit Files |
| DESCRIPTION |
Applications, copies of permits, and other documents relating to firms seeking a permit to sell livestock and pet feed in the state as required by KSA 2-1001 et. seq. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 calendar years after the cancellation of the permit, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0113-046 |
| TITLE |
Fertilizer Laboratory Reports |
| DESCRIPTION |
Reports prepared by the Department of Agriculture regarding laboratory tests conducted on fertilizer samples to ensure compliance with state standards as required by K.S.A. 2-1206. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2006-04-13
|
| K.A.R. NUMBER |
53-2-147 |
| SERIES ID |
0114-046 |
| TITLE |
Fertilizer Stop Sale Orders |
| DESCRIPTION |
Notifications issued to firms by the Board of Agriculture to stop the sale of fertilizer that is not registered, branded, or labeled in accordance with KSA 2-1201 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0121-046 |
| TITLE |
Interstate Seed Case Files |
| DESCRIPTION |
Investigation reports compiled by the Board of Agriculture regarding out-of state firms selling improperly labeled seeds in Kansas. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0115-046 |
| TITLE |
Lime Registration Files |
| DESCRIPTION |
Applications and supporting documents submitted by individuals and firms to the Board of Agriculture to register each quarry or stockpile of lime as required by KSA 2-2901 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0116-046 |
| TITLE |
Livestock Remedies Registration Files |
| DESCRIPTION |
Applications and supporting documents submitted annually to the board by feed grain operators wishing to register to sell livestock remedies in the state as required by KSA 47-501 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0117-046 |
| TITLE |
Pet Food Violation Files |
| DESCRIPTION |
Documents relating to investigations made by the Department of Agriculture inspectors of firms which failed to register commercial pet food for sale in the state as required by KSA 2-1001 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0123-046 |
| TITLE |
Plant Variety Protection Act Letters |
| DESCRIPTION |
Documents relating to possible violations of the Plant Variety Protection Act (PL 91-577) which requires that certain seeds be sold only under a particular variety name. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0133-046 |
| TITLE |
Seed Business Registration Form |
| DESCRIPTION |
Form completed by applicant applying for or renewing registration to sell agricultural seeds. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until verified, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
| SERIES ID |
0124-046 |
| TITLE |
Seed Complaint Files |
| DESCRIPTION |
Documents relating to investigations made by Board of Agriculture inspectors into complaints filed regarding possible violations of the Kansas Seed Law (KSA 2-1415 et. seq.). |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0125-046 |
| TITLE |
Seed Examination Reports |
| DESCRIPTION |
Reports detailing the results of board analyses of the purity and germination levels of seeds sold in the state performed to ensure compliance with standards as required by KSA 2-1415 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0126-046 |
| TITLE |
Seed Lab Reports |
| DESCRIPTION |
Reports prepared by the board regarding lab tests performed to check for noxious weed seeds at grain elevators to ensure the purity levels meet the standards set forth in KSA 2-1415 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0127-046 |
| TITLE |
Seed Stop Sale Orders |
| DESCRIPTION |
Notifications issued to firms by the Board of Agriculture to stop the sale of seeds that do not meet the labeling, purity, and germination standards required by KSA 2-1415 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0118-046 |
| TITLE |
Soil Amendment Registration Files |
| DESCRIPTION |
Applications and supporting documents submitted annually to the board by individuals and firms to register soil amendment products sold in the state as required by KSA 2-2801 et. seq. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0131-046 |
| TITLE |
Tissue Residue Investigation Files |
| DESCRIPTION |
Documents relating to the investigation by inspectors into improper drug levels found in feed mill livestock to ensure compliance with standards. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1998-07-14
|
| K.A.R. NUMBER |
53-2-116 |
Agency Number: 046-012
Department of Agriculture
Agriculture Marketing
Sub-division began under the Department of Commerce.
| SERIES ID |
0006-300 |
| TITLE |
Subject Files |
| DESCRIPTION |
Wide variety of documents relating to the administration and operation of the agency. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1993-10-07
; Revised 2012-12-05 |
| K.A.R. NUMBER |
53-2-098 |
Agency Number: 046-013
Department of Agriculture
Division of Conservation
The Kansas State Conservation Commission was merged into the Kansas Department of Agriculture and became the Division of Conservation on July 1, 2011.
| SERIES ID |
0309-046 |
| TITLE |
Commissioners' election records |
| DESCRIPTION |
Election information and related records for members of the State Conservation Commission. May include notices of election sent to district supervisors, results and certificates of election, and information provided by individual commissioners, such as their emergency contacts and direct deposit information. |
| RETENTION |
See comments |
| COMMENTS |
Retain 2 years after commissioner's expiration of office, then destroy or delete. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
Portions may be restricted pursuant to K.S.A. 45-221(a)(4), (14), (30), and (49). |
| APPROVED |
2013-10-24
|
| K.A.R. NUMBER |
53-2-178 |
| SERIES ID |
0310-046 |
| TITLE |
Conservation District Documents |
| DESCRIPTION |
Documents provided by statutory requirement per K.S.A. 2-1907 to the Division of Conservation by conservation districts. May include annual reports, audits of financial records, budgets submitted to the county, and district meeting minutes. |
| RETENTION |
Permanent |
| COMMENTS |
Records shall be maintained electronically and shall be offered annually to the State Archives for appraisal. Any legacy paper records will be transferred to the State Archives. |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
2014-01-23
|
| K.A.R. NUMBER |
53-2-179 |
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 |
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