Kansas Records Retention Schedules
Results of Query:
Agency Code: 288-002 (Kansas State Historical Society. State Archives Division)
Page 1 of 1 showing 45 records of 45 total,
starting on record 1
Agency Number: 288-002
Kansas State Historical Society
State Archives Division
Prior to 2013, known as Library and Archives Division.
SERIES ID |
0066-288 |
TITLE |
Accession Registers |
DESCRIPTION |
Register of all materials accessioned into department collections - used to assign accession numbers: donor name, address, brief description of donation, accession number. Includes all divisions. |
RETENTION |
Permanent |
COMMENTS |
This records series may be microfilmed and the originals destroyed. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1990-07-19
|
K.A.R. NUMBER |
53-2-085 |
SERIES ID |
0082-288 |
TITLE |
Accessions File |
DESCRIPTION |
Documents relating to the transfer of custody of records from state agencies to the state archives. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0105-288 |
TITLE |
Agency Surveys and Inventories Files |
DESCRIPTION |
Documents related to records surveys conducted in the field with inventories compiled by the records management staff as part of the process of appraising and scheduling records. |
RETENTION |
Permanent |
COMMENTS |
May require some purging of drafts |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2004-01-08
|
K.A.R. NUMBER |
53-2-137 |
SERIES ID |
0152-288 |
TITLE |
Book Purchase Files |
DESCRIPTION |
Purchase orders, correspondence, etc. relating to purchasing books from vendors. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0383-288 |
TITLE |
Borrowing Agreement Form |
DESCRIPTION |
Form completed by staff describing the type of material loaned to borrowing institutions and loan fees. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 cld years after material is returned and verified. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0045-288 |
TITLE |
Call Slips |
DESCRIPTION |
Forms completed by research patrons and staff members to request in the retrieval of materials from the holdings. |
RETENTION |
2 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(23) |
APPROVED |
2023-07-20
|
K.A.R. NUMBER |
53-2-218 |
SERIES ID |
0053-288 |
TITLE |
Deaccessioning Files |
DESCRIPTION |
Documents relating to the process of deaccessioning material from the Society's holdings including correspondence, lists of material to be reviewed, deaccessioning committee ballots, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
|
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0055-288 |
TITLE |
Donor Cards |
DESCRIPTION |
Records of donations made to the library. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1989-01-26
|
K.A.R. NUMBER |
53-2-077 |
SERIES ID |
0070-288 |
TITLE |
Donor Cards |
DESCRIPTION |
Documents of accessions of materials into the collections - maintained on 4x5 cards - includes donor name and address, date of accession, and brief description of donation. Includes all sections. |
RETENTION |
Permanent |
COMMENTS |
This records series may be microfilmed and the originals destroyed. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1990-07-19
|
K.A.R. NUMBER |
53-2-085 |
SERIES ID |
0071-288 |
TITLE |
Donor Files |
DESCRIPTION |
Documents recording accessions of materials into the collections: declarations of gift, transfer forms, correspondence, worksheets, and other supporting materials. Includes all sections. |
RETENTION |
Permanent |
COMMENTS |
This records series may be microfilmed and the originals destroyed. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1990-07-19
|
K.A.R. NUMBER |
53-2-085 |
SERIES ID |
0056-288 |
TITLE |
Donor Lists |
DESCRIPTION |
Accession register listing donors of materials, dates of donations, and simple descriptions of materials donated. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1989-01-26
|
K.A.R. NUMBER |
53-2-077 |
SERIES ID |
0463-288 |
TITLE |
Film Duplication Log |
DESCRIPTION |
Logs of positive and negative film duplicated including date duplicated, lab number and density settings. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
none |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0464-288 |
TITLE |
Film Processing Log |
DESCRIPTION |
Logs of film run through the film processor indicating date processed and lab number. |
RETENTION |
1 cld year |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0088-288 |
TITLE |
Finding Aids for Archives Holdings |
DESCRIPTION |
Inventories, box content lists, and other finding aids created for use in providing access to the information in the archives holdings. |
RETENTION |
Permanent |
COMMENTS |
Retain permanently or until revised. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0063-288 |
TITLE |
Image Order Forms |
DESCRIPTION |
Forms used by patrons to request photoduplication services. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221 (a)(30) |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0050-288 |
TITLE |
Incident Reports |
DESCRIPTION |
Copies of forms completed by staff regarding unauthorized access to the collections, disruptive behavior, environmental problems, etc. and maintained for convenience of reference. |
RETENTION |
010 fisc yrs |
COMMENTS |
Originals remain with security director or maintenance director. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2004-01-08
|
K.A.R. NUMBER |
53-2-137 |
SERIES ID |
0142-288 |
TITLE |
Interlibrary Loan Request Forms |
DESCRIPTION |
Form completed by institutions requesting microfilm through the interlibrary loan services. |
RETENTION |
See Comments |
COMMENTS |
Retain form until microfilm is returned, then destroy. Retain electronic copy 1 calendar year, then delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1997-04-10
|
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0459-288 |
TITLE |
Kansas Places reference system |
DESCRIPTION |
Series of reference databases providing information about places located in Kansas, prepared to assist historians, genealogists, and other researchers. Includes but is not limited to county histories; indexes of "Dead Towns" in Kansas, Kansas cities and townships, locations of cemeteries, locations of post offices; and other information transcribed or compiled by Kansas Historical Society staff and volunteers. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2014-05-01
|
K.A.R. NUMBER |
53-2-180 |
SERIES ID |
0076-288 |
TITLE |
Laboratory Number Books |
DESCRIPTION |
Log used to assign laboratory numbers to rolls of microfilm for identification and retrieval from off-site storage. |
RETENTION |
See Comments |
COMMENTS |
Retain permanently or transfer to archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1988-10-13
|
K.A.R. NUMBER |
53-2-076 |
SERIES ID |
0092-288 |
TITLE |
Land Survey Database |
DESCRIPTION |
Database containing information about land survey reference reports filed by surveyors. |
RETENTION |
Permanent |
COMMENTS |
Update and edit when needed. |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0093-288 |
TITLE |
Land Survey Reference Reports |
DESCRIPTION |
Reports describing the locations of section corners filed by all surveyors in Kansas by KSA 58-2001 in order to expedite future efforts to locate the corners. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0051-288 |
TITLE |
Library Acknowledgments - Yearly |
DESCRIPTION |
Incoming and outgoing correspondence regarding material donated to the library. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(7)(14) |
APPROVED |
2004-01-08
; Revised 2016-06-30 |
K.A.R. NUMBER |
53-2-137 |
SERIES ID |
0057-288 |
TITLE |
Loan File Circulation Records |
DESCRIPTION |
Records used in the control of circulating materials which have been loaned. |
RETENTION |
See Comments |
COMMENTS |
Retain individual cards until loaned material is returned plus two years, then destroy. Retain cards for unreturned materials until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-01-26
|
K.A.R. NUMBER |
53-2-077 |
SERIES ID |
0094-288 |
TITLE |
Local Records Disposal and Accession Files |
DESCRIPTION |
Documents related to the reviews by the archives staff of records disposition by local government and court officials and transfers of such records to the state archives. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0095-288 |
TITLE |
Local Records Survey Project Files |
DESCRIPTION |
Variety of documents pertaining to the Local Government Records Survey Project conducted by the state archives and used as the basis for the Local Government Records Manual. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0075-288 |
TITLE |
Microfilm Camera Books |
DESCRIPTION |
Records documenting all work performed on individual microfilm cameras: roll numbers, number of exposures, reduction ratios used, roll contents identification, and remarks. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0143-288 |
TITLE |
Microfilm Inspection Logs |
DESCRIPTION |
Logs maintained to monitor any defects or problems with the microfilm produced by the lab. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0097-288 |
TITLE |
Needs Assessment Project Files |
DESCRIPTION |
Questionnaires and other documents related to a grant-funded project involving assessment of the archival needs of Kansas. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0132-288 |
TITLE |
Newspaper Accession Registers |
DESCRIPTION |
Registers recording information on all the newspapers accessioned into the collection. |
RETENTION |
See Comments |
COMMENTS |
Retain until noncurrent, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1995-10-12
|
K.A.R. NUMBER |
53-2-106 |
SERIES ID |
0048-288 |
TITLE |
Patron Invoices |
DESCRIPTION |
Form letters sent to and returned by patrons with payment for reference services which are used to record the payments in the correspondence database. |
RETENTION |
See Comments |
COMMENTS |
Retain until logged into database, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(23) |
APPROVED |
2004-01-08
|
K.A.R. NUMBER |
53-2-137 |
SERIES ID |
0461-288 |
TITLE |
Patron Microfilm Request Files |
DESCRIPTION |
Documentation of patron and local institutions requests for filming recent newspaper issues. |
RETENTION |
20 cld year |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221 (a)(30) |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0460-288 |
TITLE |
Patron Registration Database |
DESCRIPTION |
Database generated on patrons who register to use the reference services at the Kansas Historical Society. |
RETENTION |
010 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(23) |
APPROVED |
2014-05-01
|
K.A.R. NUMBER |
53-2-180 |
SERIES ID |
0451-288 |
TITLE |
Patron Research Request Records |
DESCRIPTION |
Correspondence, payment information, and other documentation related to patrons' request for research. |
RETENTION |
2 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a) (7) (8) (14) (23) |
APPROVED |
2023-07-20
|
K.A.R. NUMBER |
53-2-218 |
SERIES ID |
0454-288 |
TITLE |
Patron Sign-In Sheets |
DESCRIPTION |
Daily log of patrons who have registered to use materials in the reference room; maintained for monitoring and statistical purposes. |
RETENTION |
002 fiscal years |
COMMENTS |
Retain two fiscal years in office, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(23) |
APPROVED |
2009-04-09
|
K.A.R. NUMBER |
53-2-159 |
SERIES ID |
0061-288 |
TITLE |
Periodicals and Government Documents Checklist |
DESCRIPTION |
Accession and holdings records of government documents and periodicals in the collection. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0386-288 |
TITLE |
Permission to Publish Forms |
DESCRIPTION |
Forms completed by research patrons requesting permission to publish materials from the holdings. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2004-01-08
; Revised 2016-06-28 |
K.A.R. NUMBER |
53-2-137 |
SERIES ID |
0462-288 |
TITLE |
Photo Order Forms |
DESCRIPTION |
Duplication order forms recording patron information and the collections for which they are requesting high quality copies. |
RETENTION |
1 cld year |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221 (a)(30) |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0450-288 |
TITLE |
Processors' Notes |
DESCRIPTION |
Detailed notes taken by arrangement and description staff regarding work on specific record series, record groups, or collections assigned to them. |
RETENTION |
See Comments |
COMMENTS |
When project is completed file in appropriate Accession File and retain accordingly. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2006-04-13
|
K.A.R. NUMBER |
53-2-147 |
SERIES ID |
0465-288 |
TITLE |
Promotional Photography |
DESCRIPTION |
Non-collections digital photography created for promotional purposes in the photo studio or elsewhere. |
RETENTION |
See comments |
COMMENTS |
Retain 5 cld years then contact archives for appraisal. If not accepted then destroy. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221 (a)(30) |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
SERIES ID |
0466-288 |
TITLE |
Scanning Datasheets |
DESCRIPTION |
Imaging lab forms that record the scanning metadata of digitized materials. |
RETENTION |
See Comments |
COMMENTS |
Retain until digital objects are associated with metadata, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2020-01-16
|
K.A.R. NUMBER |
53-2-205 |
SERIES ID |
0102-288 |
TITLE |
State Agency Files |
DESCRIPTION |
Documents related to specific state agencies such as inventories, correspondence, and retention and disposition schedules. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0064-288 |
TITLE |
State Publications Records |
DESCRIPTION |
Accession and holdings records for state publications: types and quantities of such materials received. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1989-01-26
|
K.A.R. NUMBER |
53-2-077 |
SERIES ID |
0106-288 |
TITLE |
Surveys and Inventories Databases |
DESCRIPTION |
Databases created in preparing inventories and retention and disposition schedules for records of state and local government agencies. |
RETENTION |
See Comments |
COMMENTS |
Revise as needed and delete when no longer useful. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1991-07-11
|
K.A.R. NUMBER |
53-2-089 |
SERIES ID |
0387-288 |
TITLE |
Theft Report Files |
DESCRIPTION |
Appraisals, correspondence, accounts of theft, police reports, etc. relating to thefts of materials from the division. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
2001-01-11
|
K.A.R. NUMBER |
53-2-125 |
SERIES ID |
0137-288 |
TITLE |
Volunteer Files |
DESCRIPTION |
records of applications and other documentation relating to the recruitment and activities of division volunteers. |
RETENTION |
3 cld years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221 (a)(30) |
APPROVED |
2016-07-20
|
K.A.R. NUMBER |
53-2-192 |
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