Kansas Records Retention Schedules
Results of Query:
Agency Code: 276 (Kansas Department of Transportation)
Page 1 of 1 showing 59 records of 59 total,
starting on record 1
Agency Number: 276-002
Kansas Department of Transportation
Office of the Secretary
Office of the Secretary
SERIES ID |
0012-276 |
TITLE |
Tracking Database |
DESCRIPTION |
Database designed to track assignments distributed to individual staff members. |
RETENTION |
See Comments |
COMMENTS |
Print out summary report with correspondence and retain accordingly. Delete electronic records when no longer useful. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2006-07-13
|
K.A.R. NUMBER |
53-2-148 |
SERIES ID |
0009-276 |
TITLE |
Working Papers |
DESCRIPTION |
Working papers used to draft the policies and procedures manuals. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series - destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Fiscal Services
SERIES ID |
0008-276 |
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 |
See Comments |
COMMENTS |
Retain in office 2 fiscal years, transfer to storage facility 2 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2018-09-06 |
K.A.R. NUMBER |
53-2-200 |
Agency Number: 276-003
Kansas Department of Transportation
Division of Administration
Bureau of Personnel Services
SERIES ID |
0114-276 |
TITLE |
Personnel Library System |
DESCRIPTION |
Electronic documents associated with the employment of active and inactive personnel: employee evaluation forms, applications of employment, background checks, timesheets, and other personnel materials, including medical files. |
RETENTION |
See Comments |
COMMENTS |
Retain entire employee file for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents for regular and contract employees to create abstracted work history (appointment data and change of status information), a summary log of background checks and pertinent data, and retain abstract and summary for 62 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted under KSA 45-221(a)(4) and HIPAA |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
Agency Number: 276-005
Kansas Department of Transportation
Bureau of Construction and Maintenance
Maintenance
Bureau of Construction and Maintenance is part of KDOT's Division of Operations (276-008).
SERIES ID |
0133-276 |
TITLE |
Highway Use Permits |
DESCRIPTION |
Highway Use of Right of Way Permit (DOT 304), Completion-Cancellation Revocation Notice (DOT304-A), and Attachment to Bridges Permits (DOT 310). |
RETENTION |
Permanent |
COMMENTS |
Paper copies are retained in the office for three calendar years, then microfilmed. A digital image of the microfilm is saved to CD and provided to the District Office. A working copy of the microfilm and a copy of the CD are retained in the office.
Access to records by the public or other agencies will be processed by KDOT Office of Chief Counsel following KORA guidelines. |
DISPOSITION |
Permanent |
RESTRICTIONS |
K.S.A. 45-221(a)(12)(45) |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
Agency Number: 276-006
Kansas Department of Transportation
Bureau of Design
The Bureau of Design is part of KDOT's Division of Engineering and Design (276-018).
SERIES ID |
0132-276 |
TITLE |
Highway Project Files |
DESCRIPTION |
These files contain original design plans, project records and "as built" plans.The files may contain details for survey, road, bridge, geology, geotechnical, traffic, right-of-way, pavement, landscape, utilities, and railroad construction information as well as construction contract pay items, materials testing and other pertinent project information. |
RETENTION |
Permanent |
COMMENTS |
Files are stored electronically, except some early original historical plan sets are on microfilm |
DISPOSITION |
Permanent |
RESTRICTIONS |
K.S.A. 45-221(a)(1)(12)(13)(45) |
APPROVED |
2017-01-01
; Revised 2017-01-19 |
K.A.R. NUMBER |
53-2-194 |
Agency Number: 276-006
Kansas Department of Transportation
Bureau of Design
Bridge Management Unit
The Bureau of Design is part of KDOT's Division of Engineering and Design (276-018).
SERIES ID |
0126-276 |
TITLE |
AASHTO BRIDGEWare Software (VIRTIS/OPIS/PONTIS System) |
DESCRIPTION |
Bridge management software system developed by the American Association of State Highway and Transportation Officials (AASHTO), licensed and used by KDOT. All database files contain the BRIDGEWare database schema (tables and relationships) and are populated with system data. VIRTIS provides bridge load rating information, OPIS is used for bridge designs for superstructures, and PONTIS is used for bridge management . VIRTIS/OPIS data is used for analysis in the Bridge Overload Permit Routing System (BOPRS). The Bridge Workspace is the master outline for all of the data pertaining to each bridge. |
RETENTION |
See Comments |
COMMENTS |
Software is backed-up on network servers. Data is static and refreshed by AASHTO as needed. Retain until no longer useful or superseded, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2010-10-28
|
K.A.R. NUMBER |
53-2-165 |
SERIES ID |
0127-276 |
TITLE |
Bridge Overload Permit Routing System (BOPRS) |
DESCRIPTION |
An Access database used to track and analyze vehicle configurations for bridge super-load permit applications. The BridgeWare VIRTIS/OPIS/PONTIS System, a family of software developed by the American Association of State Highway and Transportation Officials (AASHTO) and licensed by KDOT, contains structural engineering data for bridges. VIRTIS bridge data is exported to static input files, defining structure geometry, type, and materials, to be used by the Bridge Rating and Analysis of Structural Systems (BRASS) client application to load rate a structure. Vehicle configuration data from the permit application (i.e. origin, destination, company and contact, truck information: GVW, # axles, axle width, length, height, and cargo description) is entered into the BOPRS database. A designated route is established within BOPRS and associated road segments and bridges are identified. BOPRS initiates the execution of the BRASS software, using the vehicle configuration data in BOPRS as well as the
static structure input file models created by VIRTIS, to produce the load rating detail for bridges on the designated route. The analysis results are stored in BOPRS and the route is reviewed for suitability and revised if necessary to avoid problem structures. Historical data is used for
reporting and special requests. |
RETENTION |
See Comments |
COMMENTS |
Retain for five years, then destroy. At the end of BOPRS useful life, a snapshot of the BOPRS analysis data tables and relationships will be created and saved on a network server and retained for five years, then destroyed. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2010-10-28
|
K.A.R. NUMBER |
53-2-165 |
SERIES ID |
0128-276 |
TITLE |
Bridge Overload Permit Routing System (BOPRS) Outputs |
DESCRIPTION |
Outputs from the Bridge Overload Permit Routing System (BOPRS). |
RETENTION |
005 fiscal years |
COMMENTS |
Analysis results are stored in BOPRS. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2010-10-28
|
K.A.R. NUMBER |
53-2-165 |
SERIES ID |
0130-276 |
TITLE |
Bridge Super-Load Permit Applications |
DESCRIPTION |
Applications, call sheets, notes, and route approval records for issuance of super-load permits processed by the Bridge Management Unit for all State maintained roads. Historical data used for reporting and analysis by the KDOT Bureau of Transportation Planning, Multi-Modal Planning Section. |
RETENTION |
See Comments |
COMMENTS |
Retain for five years, or until entered into the Bridge Oversize/Overweight Permit Routing System (BOPRS), then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2010-10-28
|
K.A.R. NUMBER |
53-2-165 |
Agency Number: 276-006
Kansas Department of Transportation
Bureau of Design
Bridge Management Unit
Multi-Agency Records
The Bureau of Design is part of KDOT's Division of Engineering and Design (276-018).
SERIES ID |
0129-276 |
TITLE |
Bridge Regular Oversize/Overweight Permit Applications |
DESCRIPTION |
Applications, call sheets, notes, and route approval records for issuance of super-load permits processed by the Kansas Department of Revenue-Motor Carrier Services Bureau, Kansas Central Permit Office (formerly known as the Kansas Department of Revenue-Kansas Trucking Connection), and Motor Carrier Inspection Stations, on behalf of KDOT. Historical data is used for reporting and analysis by the KDOT Bureau of Transportation Planning, Multi-Modal Planning Section. |
RETENTION |
See Comments |
COMMENTS |
Retain for five years, then destroy.
See also record series ID: 0045-280.
|
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2010-10-28
|
K.A.R. NUMBER |
53-2-164 |
Agency Number: 276-007
Kansas Department of Transportation
Office of Chief Counsel
Office of Chief Counsel
SERIES ID |
0002-276 |
TITLE |
Correspondence - Assignments |
DESCRIPTION |
Letters written and or directed to the agency which are distributed to the appropriate individual to respond. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to storage facility for 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
; Revised 2018-04-09 |
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0005-276 |
TITLE |
Legal Case Files |
DESCRIPTION |
Records regarding specific legal cases: correspondence, legal documents, reports, notes, publications, and miscellaneous reference materials. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until appeal period is over or no longer useful, transfer to storage facility for 3 years, then transfer high profile or precedent setting cases as directed by the Chief Counsel to the archives for purging, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(1)(20)(25)(30) & KSA 60-270 |
APPROVED |
2018-04-18
|
K.A.R. NUMBER |
53-2-199 |
SERIES ID |
0006-276 |
TITLE |
Non-Litigated Case Files |
DESCRIPTION |
Documents relating to potential legal cases which were settled out of court. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 2 years after case is dropped, transfer to storage facility for 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(20)(25)(30) |
APPROVED |
2018-04-18
|
K.A.R. NUMBER |
53-2-199 |
Agency Number: 276-008
Kansas Department of Transportation
Division of Operations
SERIES ID |
0141-276 |
TITLE |
Contractor's Qualification Statement and Experience Questionnaire |
DESCRIPTION |
DOT Form 208, filed with the Director of Operations for the purpose of qualifying to bid on construction projects, providing a rating to determine the total amount of work in dollars allowable in any one or more classifications of work which the bidder may have under contract at any one time. The statement includes the following sections: A) desired class(es) of work; B) contractor's balance sheet; C) independent CPA, certificate, and permit numbers; D) affidavit of individual, co-partnership, corporation; E) contractors experience questionnaire; F) contractors certificate. |
RETENTION |
See comments. |
COMMENTS |
Originals retained for one year from the date of qualification, then scanned. Scanned version is retained for six years then destroyed. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Restricted per KSA 45-221(a)(12), KSA 45-221(a)(45). |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
Agency Number: 276-008
Kansas Department of Transportation
Division of Operations
Bureau of Right of Way
SERIES ID |
0003-280 |
TITLE |
Railroad Right of Way Agreements |
DESCRIPTION |
Deeds, leases, and correspondence related to the Department of Transportation's negotiation and acquisition of right of way privileges from railroad companies. |
RETENTION |
See Comments |
COMMENTS |
Retain hard copy until microfilmed, then destroy. Retain microfilm permanently or transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-01-14
|
K.A.R. NUMBER |
53-2-095 |
Agency Number: 276-011
Kansas Department of Transportation
Office of Management and Budget
SERIES ID |
0019-276 |
TITLE |
Financial Model |
DESCRIPTION |
Electronic system designed to provide a financial forecast for cash flows and fund balances to support the KDOT transportation efforts including construction and on-going operating expenses to ensure that the agency has adequate financial balances. |
RETENTION |
Permanent |
COMMENTS |
Four snapshots will be taken of the Model annually: at the time of KDOT budget submission; at the time of the Governor's budget submission to the Legislature; at the time of new revenue estimates; and at the time of final Legislative action. These snapshots will be captured in both PDF and the native file format, in a "locked" mode to prevent any changes to formula. Non-active records captured in the four annual snapshots will be saved
in both PDF and native (locked formulas) formats, then transfered to the Archives and maintained in KSPACe. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
|
K.A.R. NUMBER |
53-2-152 |
SERIES ID |
0123-276 |
TITLE |
Road Rally Surveys |
DESCRIPTION |
Reports prepared by consultants of road trips taken by non-KDOT employees along specified routes to designated districts to gather their perceptions, likes, dislikes, etc. |
RETENTION |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2008-04-24
|
K.A.R. NUMBER |
53-2-155 |
Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).
SERIES ID |
0131-276 |
TITLE |
State Traffic Flow Map/Count Map |
DESCRIPTION |
Maps created from the electronic base roadway map and the most current traffic information showing the traffic flow and counts on KDOT maintained roadways. Maps are published to the KDOT public internet in PDF format. Paper versions are created for distribution and use. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer useful. At time of creation provide two copies, one rolled copy of the printed map and one copy in electronic PDF format, to the State Archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
|
K.A.R. NUMBER |
53-2-166 |
Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
Bureau of Transportation Planning
Traffic and Field Operations Unit
The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).
SERIES ID |
0125-276 |
TITLE |
Traffic Data Collection System |
DESCRIPTION |
Software system that processes, analyzes, and reports on all traffic data. It is a comprehensive system performing traffic data polling management, site management, quality control, summarization, faster calculation, average annual daily traffic estimation, reporting, and database management. It analyzes a wide range of traffic data types including traffic volume, vehicle classification, speed, weight, and lane occupancy. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
23 USC 409 |
APPROVED |
2008-04-24
|
K.A.R. NUMBER |
53-2-155 |
Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
Crash Data Unit
The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).
SERIES ID |
0161-276 |
TITLE |
Kansas Motor Vehicle Crash Report Data |
DESCRIPTION |
Repository of vehicle crash data submitted by local law enforcement and other agencies. Reports include fatal, injury, car vs. pedestrian, and property damage only reports. |
RETENTION |
11 Years |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2018-07-19
|
K.A.R. NUMBER |
53-2-200 |
Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
Traffic and Field Operations
The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).
SERIES ID |
0135-276 |
TITLE |
Digital Videolog |
DESCRIPTION |
Electronic images, along with location and travel data relevant to the image and conditions, of the KDOT maintained roadway system. The images provide a driver's-eye view, recorded at preset intervals from mounted vehicle cameras, to support various virtual windshield surveys, roadway environment photos, and generates several other incidental KDOT-wide products used to provide a historical perspective of how the roadway looked in the past. The entire roadway system is surveyed every three years with one-third of the state surveyed annually. A back-up is made annually after updates. |
RETENTION |
See Comments |
COMMENTS |
Permanent; when annual back-up is made transfer convenience copy of the retired (older than six years) data to the State Archives.
Access to records (whether in the agency or the State Archives) by the public or other agencies will be processed by KDOT Office of Chief Counsel following KORA guidelines. |
DISPOSITION |
See Comments |
RESTRICTIONS |
K.S.A. 45-221(a)(12)(45) |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
Agency Number: 276-012
Kansas Department of Transportation
Bureau of Transportation Planning
Traffic & Field Operations Unit
The Bureau of Transportation Planning is part of KDOT's Division of Planning and Development (276-013).
SERIES ID |
0134-276 |
TITLE |
Significant Facts & Trends Publication |
DESCRIPTION |
Reports created monthly summarizing average daily traffic (MADT) counts by route, county, and location for KDOT maintained roadways. |
RETENTION |
See Comments |
COMMENTS |
Monthly reports (January through November)are retained through calendar year-end. The final monthly report (December) includes all previous monthly data for the calendar year and is retained for five calendar years. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Traffic and Field Operation
SERIES ID |
0115-276 |
TITLE |
Field Inventory Data |
DESCRIPTION |
Data collected on non-state highway system roads by field inventory personnel to gather information to produce the printed county maps. A.K.A. "Strip Maps". |
RETENTION |
See Comments |
COMMENTS |
Retain until the road is no longer eligible for federal funds, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Transportation Planning
Cartography Unit
SERIES ID |
0116-276 |
TITLE |
City Maps |
DESCRIPTION |
City maps drawn from the electronic base map by the cartography unit. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer useful. At time of creation transfer 2 copies, one on paper and one electronic, to the State Archives. The electronic copy shall be in a format acceptable to the State Archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
SERIES ID |
0117-276 |
TITLE |
County Maps |
DESCRIPTION |
Maps of county roads drawn from the electronic base map by the cartography unit. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer useful. At time of creation transfer 2 copies, one on paper and one electronic, to the State Archives. The electronic copy shall be in a format acceptable to the State Archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
SERIES ID |
0118-276 |
TITLE |
State Highway Maps |
DESCRIPTION |
Official paper maps drawn from the electronic base map by the cartography unit of highways maintained by KDOT. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer useful. At time of creation transfer 2 copies, one on paper and one electronic, to the State Archives. The electronic copy shall be in a format acceptable to the State Archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
Agency Number: 276-013
Kansas Department of Transportation
Division of Planning and Development
Bureau of Transportation Planning
Geographic Information System Unit
SERIES ID |
0157-276 |
TITLE |
Cross Section Report |
DESCRIPTION |
A report including state highway system route segment identifiers with description of the geometry along segments including begin/end description by abstract or physically identifiable features (city limits/intersections), city/rural, lane class, mileage, shoulder type and width, additional lane features (type code and width), median (type code and width), last major grading project year, and historical pavement layer descriptions including year, Material code, thickness & width sequentially from the surface to major grading below the pavement. |
RETENTION |
Until Superseded |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0158-276 |
TITLE |
Element Chain Report |
DESCRIPTION |
A report that describes the state highway system by listing highway sections by mileage and descriptive references to intersections, crossings, city limits, county lines, railroads, bridges, and other features that can be physically or abstractly identified along the route mileage, including "carrying" and "riding" routes, which describe where one segment of pavement is represented by multiple numbered highway routes, for example, where I-70 is carrying US-24 and US-40 riding routes. |
RETENTION |
Until Superseded |
COMMENTS |
At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
23 USC 409 |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0159-276 |
TITLE |
Enhanced Priority Formula Pavement Remaining Life Report |
DESCRIPTION |
The pavement remaining life report is a part of the Enhanced Priority Formula solution that prioritizes highway projects using the best available data for the state highway system. The report shows historical pavement actions and estimates the remaining useful life of pavement for sections of highway described by County, route number, begin and end point descriptions, and mileage. |
RETENTION |
Until Superseded |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0160-276 |
TITLE |
Enhanced Priority Formula Programmed Projects Report |
DESCRIPTION |
Enhanced Priority Formula Solution is a data driven process that takes many weighted data variables into an equation to produce a prioritization of projects for enhancing and preserving the state highway transportation system. Once these projects are identified and can be funded, they are programmed into a schedule. |
RETENTION |
Until Superseded |
COMMENTS |
At time of creation provide two copies, one printed and one copy in electronic PDF format, to the State Archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
23 USC 409 |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
SERIES ID |
0156-276 |
TITLE |
Planning Roadway Geometry and Linear Referencing Systems Data |
DESCRIPTION |
A data system that processes, analyzes, and reports on traffic data, roadway information, and classifications including official state highway certified mileage. It is a comprehensive system performing roadway spatial and temporal data management, system planning, summarization, calculations, reporting, and database management. It analyzes a wide range of traffic data types including traffic volumes, roadway classifications, roadway facilities, speed limits, geometric configurations, and calculations for capacity, level of service, system planning and Highway Performance Monitoring System (HPMS) reporting. |
RETENTION |
008 Calendar Years |
DISPOSITION |
Archives |
RESTRICTIONS |
23 USC 409 |
APPROVED |
2015-04-16
|
K.A.R. NUMBER |
53-2-185 |
Agency Number: 276-016
Kansas Department of Transportation
Bureau of Program and Project Management
Program Management Unit
The Bureau of Program and Project Management is part of KDOT's Division of Planning and Development (276-013).
SERIES ID |
0136-276 |
TITLE |
Production Control Meeting Minutes |
DESCRIPTION |
Minutes from monthly meetings of project managers responsible for project design and development. Decisions impacting project scope or schedule are entered into an integrated application used for program and project management, generating project narratives. |
RETENTION |
Retain until no longer useful; then destroy |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
SERIES ID |
0137-276 |
TITLE |
Program Management Reports |
DESCRIPTION |
Reports generated by project managers providing fund balances and yearly construction program cost estimates. |
RETENTION |
Retain until no longer useful; then destroy |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
Agency Number: 276-017
Kansas Department of Transportation
Bureau of Local Projects
The Bureau of Local Projects is part of KDOT's Division of Engineering and Design (276-018).
SERIES ID |
0152-276 |
TITLE |
Highway project pre-letting plan documents for City and County projects administered by the Bureau of Local Projects |
DESCRIPTION |
Records related to the pre-letting engineering phase of project development. Documents include preliminary plans, specifications, and estimates (PS&E); office check plans; and field check plans (design documents that are not included in the project letting files). Documents do not include pre-letting project correspondence, which is maintained in the project files. |
RETENTION |
Retain until project fiscal close date, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-07-26
|
K.A.R. NUMBER |
53-2-173 |
Agency Number: 276-018
Kansas Department of Transportation
Division of Engineering and Design
Bridge Design
Bridge Management Unit
SERIES ID |
0140-276 |
TITLE |
Kansas Truck Routing & Intelligent Permitting System (K-TRIPS) |
DESCRIPTION |
K-TRIPS is a hosted, web-based system used for issuance, tracking, and analysis of truck routing and oversize/overweight permits.
It includes all records related to permit applications including bridge analysis memorandums, call sheets, notes, and route approval records for issuance of permits processed by the Kansas Dept. of Revenue/Motor Carrier Services Bureau-Ks Central Permit Office, Motor Carrier Inspection Stations on behalf of KDOT, and Oversize/Overweight Permits processed by KDOT. |
RETENTION |
See comments. |
COMMENTS |
Retain 5 fiscal years from the permit date of completion or date of closure. KDoT is the custodian of the record copy of this system. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-07-28
|
K.A.R. NUMBER |
53-2-168 |
Agency Number: 276-019
Kansas Department of Transportation
Office of the Inspector General
Office of the Inspector General
SERIES ID |
0013-276 |
TITLE |
Audit Reports |
DESCRIPTION |
Summary reports encapsulating the results, scope of audit, methodology, findings and recommendations conducted on agency projects. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2006-10-12
|
K.A.R. NUMBER |
53-2-149 |
SERIES ID |
0014-276 |
TITLE |
Audit Working Papers - Permanent |
DESCRIPTION |
Detailed work papers on a specific audit and used as documentation of particular agency processes governed by statute, regulations, Office of Management and Budget, federal government, Standard Operating Manuals, etc. |
RETENTION |
Permanent |
COMMENTS |
Record series title meets the in-house auditing criteria. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2006-10-12
|
K.A.R. NUMBER |
53-2-149 |
SERIES ID |
0015-276 |
TITLE |
Audit Working Papers - Temporary |
DESCRIPTION |
Work papers created by auditors during the course of the audit. |
RETENTION |
See Comments |
COMMENTS |
Retain in office for 2 audit cycles, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2006-10-12
|
K.A.R. NUMBER |
53-2-149 |
SERIES ID |
0016-276 |
TITLE |
Office Files |
DESCRIPTION |
Variety of documents relating to the operation of the office and maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(4) |
APPROVED |
2006-10-12
|
K.A.R. NUMBER |
53-2-149 |
SERIES ID |
0017-276 |
TITLE |
Quality Control Audits |
DESCRIPTION |
Audits conducted every three years on the Inspector General's office by an outside CPA firm to ensure the integrity and reliability of the audits. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2006-10-12
|
K.A.R. NUMBER |
53-2-149 |
SERIES ID |
0018-276 |
TITLE |
Special Investigations |
DESCRIPTION |
Investigations conducted by the Inspector General at the request of the legal department. |
RETENTION |
See Comments |
COMMENTS |
Retain in accordance with corresponding Litigation Case Files. If there is no corresponding case file, retain until action is taken plus 5 years, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
K.S.A. 45-221(a)(4)(10)(11) |
APPROVED |
2006-10-12
|
K.A.R. NUMBER |
53-2-149 |
Agency Number: 276-020
Kansas Department of Transportation
Bureau of Fiscal Services
Federal Aid
The Bureau of Fiscal Services is part of KDOT's Division of Administration (276-003).
SERIES ID |
0142-276 |
TITLE |
Federal Aid Billing |
DESCRIPTION |
Computer-generated report of federally funded projects documenting federal participation, cost-to-date, and amount billed to the Federal Highway Administration (FHWA), saved to the storage area network (SAN) and copied to CD. Printed copies are made for convenience. |
RETENTION |
See comments. |
COMMENTS |
Retain printed copy of current year and 1 year prior, then destroy. CDs retained for five years from date of billing, then destroy. SAN backup is retained for five years from date of billing, then destroyed. CD is official record copy. Prior to scanning to CD, Federal Aid Billing was stored on micromedia, now obsolete--destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
SERIES ID |
0143-276 |
TITLE |
Obligation records |
DESCRIPTION |
Computer-generated reports, posting sheets, and other related reports and records documenting obligation authority for local, state, and federal funds for highway projects. |
RETENTION |
Retain three years, then destroy. |
COMMENTS |
OBSOLETE SERIES. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None. |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
Agency Number: 276-025
Kansas Department of Transportation
Division of Public Affairs
SERIES ID |
0119-276 |
TITLE |
Press Releases |
DESCRIPTION |
Paper and electronic public information issued to the news media. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer hard copy to the State Archives and destroy electronic format. Not all Press Releases are posted online. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
SERIES ID |
0120-276 |
TITLE |
Publications |
DESCRIPTION |
Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until no longer useful, then transfer 2 copies to the archives and destroy the remainder. Records exist in paper and electronic format. Paper copy is the original record copy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
SERIES ID |
0121-276 |
TITLE |
Speeches and Writings |
DESCRIPTION |
Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences. |
RETENTION |
See Comments |
COMMENTS |
Retain notes and drafts until no longer useful, then destroy. Transfer final version to the archives annually for purging. Records exist in paper and electronic format. Paper copy is the official record copy. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
SERIES ID |
0122-276 |
TITLE |
Traveler Information Call Line Log |
DESCRIPTION |
Log compiled of comments from the public regarding any road or traffic related issues. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2008-01-24
|
K.A.R. NUMBER |
53-2-154 |
Agency Number: 276-032
Kansas Department of Transportation
Office of Support Services
Facilities Management Unit
The Office of Support Services is part of KDOT's Division of Administration (276-003)
SERIES ID |
0138-276 |
TITLE |
Headquarters Relocation Files |
DESCRIPTION |
Consolidation Options Planning Studies (COPS), Capitol Area Plaza Development (CAPD) RFP's, appraisals, feasibility studies, HQ Committee meeting minutes, specifications and contract management files related to the relocation of KDOT from the Docking State Office Building to the Eisenhower State Office Building. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series; transfer immediately to the State Archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
SERIES ID |
0139-276 |
TITLE |
Headquarters Relocation Files-temp files |
DESCRIPTION |
Working papers, notes, and miscellaneous correspondence compiled during the KDOT Headquarters Relocation Project. |
RETENTION |
Retain until no longer useful; then destroy |
COMMENTS |
Obsolete-destroy immediately |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
Agency Number: 276-033
Kansas Department of Transportation
Office of Civil Rights
The Office of Civil Rights is part of KDOT's Division of Administration (276-003).
SERIES ID |
0153-276 |
TITLE |
Contract Compliance Reviews |
DESCRIPTION |
Contractor-provided documentation used to support reporting requirements of Title VI, Davis Bacon, Equal Employment Opportunity (EEO) assurances, and non-discrimination practices. Records include applicant logs, subcontractor agreements for EEO, hours worked, employees, recruitments, job advertisements, benefit packages, and Form 259-Request for Subcontractor Approval. |
RETENTION |
See comments |
COMMENTS |
Cut off at end of fiscal year. Retain in office for 3 fiscal years after cutoff. Send summary reports, in paper format, to the Federal Highway Administration (FHWA), then destroy both paper and electronic records. Data is input to electronic database and stored on a server to create report. Server backup is performed using CommVault software and data protection strategies. Summary reports are maintained at the federal level. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(45) |
APPROVED |
2012-07-26
|
K.A.R. NUMBER |
53-2-173 |
SERIES ID |
0154-276 |
TITLE |
Inactive (Dead) Disadvantaged Business Enterprise (DBE) Files |
DESCRIPTION |
Documents provided by contractors applying for DBE certification, including those that were denied for not meeting criteria; graduated out of program eligibility; dissolved the business; or no longer wish to be certified. Records include business and personal tax filings, articles of incorporation, net worth forms, and affidavit of ownerships forms. Also includes certified letters sent to contractors informing them of certification status. |
RETENTION |
See comments |
COMMENTS |
Cut off closed case files at end of fiscal year, retain in office for 3 years and transfer to storage for 6 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 79-3234, K.S.A. 45-221(a)(45) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0155-276 |
TITLE |
On-the-Job Training (OJT) and Disadvantaged Business Enterprise (DBE) Supportive Files |
DESCRIPTION |
Files related to programs designed to support the funding of the external training programs for OJT and DBE. |
RETENTION |
See comments |
COMMENTS |
Cut off at end of fiscal year, retain in office for 2 fiscal years after cutoff, transfer to storage for 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(30) |
APPROVED |
2012-07-26
|
K.A.R. NUMBER |
53-2-173 |
Agency Number: 276-034
Kansas Department of Transportation
Office of Financial and Investment Management
SERIES ID |
0144-276 |
TITLE |
Debt-related prequalification documents |
DESCRIPTION |
Documents created and maintained to identify qualified commercial bank liquidity providers. |
RETENTION |
Retain for five years, then destroy. |
DISPOSITION |
Destroy by shredding. |
RESTRICTIONS |
Restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
SERIES ID |
0146-276 |
TITLE |
Highway Debt Management contracts |
DESCRIPTION |
Records related to debt management contracts for the agency including remarketing agents, advisors, underwriters, and rating agencies. |
RETENTION |
Retain 5 years following completion of the contract, then destroy. |
COMMENTS |
Supersedes general schedule retention series for contracts. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
SERIES ID |
0147-276 |
TITLE |
Highway Debt Management records |
DESCRIPTION |
Records related to agency debt service and bond proceeds. Includes disclosure and procurement documents, resolutions, and transaction analysis. Does not include canceled certificates, contracts, policy documents, prequalification documents, reports, or rating agency presentations scheduled separately. |
RETENTION |
See comments. |
COMMENTS |
Retain 5 years following the cancellation of the bond certificate or closure of book entry, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
SERIES ID |
0145-276 |
TITLE |
Highway Debt Management Reports |
DESCRIPTION |
Reports generated for internal use for the management of agency debt and investments, including no event of default certificate report, debt management placemat, weekly variable rate debt snapshot for internal use only, and the quarterly report to liquidity providers as required by contract. |
RETENTION |
See comments |
COMMENTS |
Retain quarterly report to liquidity providers until superseded or until end of next quarterly reporting period, then destroy. Destroy internal reports when no longer useful. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(18), KSA 45-221(a)(27). |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
SERIES ID |
0004-276 |
TITLE |
Highway Revenue Bonds - Completed or Retired |
DESCRIPTION |
Certificate of registered highway bonds sent to the agency documenting completed payment by the owner. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 5 calendar years after payment completed or retired, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2012-01-19
|
K.A.R. NUMBER |
53-2-170 |
SERIES ID |
0151-276 |
TITLE |
Rating Agency Presentations |
DESCRIPTION |
Presentations provided to educate rating analysts on Kansas Department of Transportation revenues, debt service coverage, and debt management policies and practices in support of the rating agencies issuance of a credit rating. |
RETENTION |
See comments |
COMMENTS |
Transfer one electronic copy at time of creation to State Archives for appraisal and possible purging. Retain original electronic version until superseded or no longer useful, then destroy. |
DISPOSITION |
See comments |
RESTRICTIONS |
None |
APPROVED |
2012-04-19
|
K.A.R. NUMBER |
53-2-171 |
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