Kansas Records Retention Schedules
Results of Query:
Agency Code: 328 (State Board of Indigents' Defense Services)
Page 1 of 1 showing 26 records of 26 total,
starting on record 1
Agency Number: 328-001
State Board of Indigents' Defense Services
Central Office
SERIES ID |
0002-328 |
TITLE |
Administrative Files |
DESCRIPTION |
Variety of routine office administration records: correspondence, circulars, forms, contracts, brochures, supplies requisitions, vehicle records, travel records, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0003-328 |
TITLE |
Amicus Report Forms |
DESCRIPTION |
Completed data forms on individual closed cases used to compile statistics on agency activities and workload. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0004-328 |
TITLE |
Amicus Summary Reports |
DESCRIPTION |
Caseload statistics for the agency compiled on a monthly basis: types of cases, numbers open and closed, etc. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series, transfer to the archives immediately. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0001-328 |
TITLE |
Budget Requests and Appeals - Annual |
DESCRIPTION |
Copies of agency budget requests and materials used in formulating them. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0005-328 |
TITLE |
Claims for Payment - Denied |
DESCRIPTION |
Records regarding claims for payment submitted by defense attorneys for legal services which have been denied due to statutory 60-day time limit. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0006-328 |
TITLE |
Client Case Files |
DESCRIPTION |
Correspondence, attorney notes, police reports, etc. regarding criminal cases represented by trial and appellate level attorneys to individuals lacking monetary resources. |
RETENTION |
See Comments |
COMMENTS |
Transfer to records center based on internal schedule, then transfer to archives selected case with major significance as determined by agency attorneys and approved by KSHS staff, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(25) |
APPROVED |
2001-01-11
|
K.A.R. NUMBER |
53-2-125 |
SERIES ID |
0007-328 |
TITLE |
Defendant Card Files |
DESCRIPTION |
Quick reference tool to all defendants served by the agency: name of defendant, address, case #, applicable dates, funds expended on case. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0008-328 |
TITLE |
Defense Lawyer Card Files |
DESCRIPTION |
Quick reference tool to all attorneys who have served the agency as defense counsels: name of attorney, address, social security number, case numbers, defendants, dates, and county of cases. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0009-328 |
TITLE |
District Court Panel Files |
DESCRIPTION |
Lists of attorneys on indigent defense panels for each district court. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0010-328 |
TITLE |
Docket Daily Sheets |
DESCRIPTION |
Docket sheets listing the cases to be heard that day. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0011-328 |
TITLE |
Employment Applications - Not Hired |
DESCRIPTION |
DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0012-328 |
TITLE |
Expenditures Reports - Internal |
DESCRIPTION |
Internal computer reports generated to monitor total expenditures by county for indigent defense services provided: defendant, county, case number, dates, voucher numbers, payees names, totals. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0013-328 |
TITLE |
Financial Affidavits |
DESCRIPTION |
Copies of forms used by defendants to apply for court appointed attorneys and other defense services. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0014-328 |
TITLE |
Fiscal Control Logs |
DESCRIPTION |
Hand-written registers used to monitor and track financial transactions and activities: check register, voucher log, fee fund log, reimbursement log, etc. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0015-328 |
TITLE |
Inventory Records - Non-Expendable Property |
DESCRIPTION |
Records related 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 superseded by new inventory plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0016-328 |
TITLE |
Jail Lists |
DESCRIPTION |
Lists of clients incarcerated in the county jails. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0017-328 |
TITLE |
Jail Report Sheets |
DESCRIPTION |
Daily shift report of inmates made by the Department of Corrections and lists the clients represented by attorneys. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0018-328 |
TITLE |
Jail Roster |
DESCRIPTION |
Roster of inmates and location prepared by the Department of Corrections. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0019-328 |
TITLE |
Minutes |
DESCRIPTION |
Proceedings of the Board of Indigents' Defense Services' meetings. |
RETENTION |
See Comments |
COMMENTS |
Retain according to general schedule (KAR 53-3-1) under "Minutes." |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0020-328 |
TITLE |
Miscellaneous Interviews |
DESCRIPTION |
Interviews with clients conducted by the attorneys. |
RETENTION |
See Comments |
COMMENTS |
Retain in appropriate individual case file and retain accordingly. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(25) |
APPROVED |
1991-01-17
|
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0021-328 |
TITLE |
Personnel/Payroll Records |
DESCRIPTION |
Records related to personnel and payroll matters: KIPPS reports, leave requests, personnel files, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain according to appropriate general schedule entries. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions per KSA 45-221(a)(4) |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0022-328 |
TITLE |
Reference Files - Director's |
DESCRIPTION |
Miscellaneous reference materials related to public defender issues: publications, memoranda, notes, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0023-328 |
TITLE |
Statistical Records |
DESCRIPTION |
Statistics maintained on agency operations and activities. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0024-328 |
TITLE |
Subject Files - General |
DESCRIPTION |
Wide variety of materials related to indigent defense issues and office operations: policy statements, procedures, graphics, legislative materials, clippings, new releases, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain according to general schedule (KAR 53-3-1) where applicable - otherwise retain until no longer useful, then contact archives for disposition instructions. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0025-328 |
TITLE |
Voucher Index Database |
DESCRIPTION |
Computer database used to index and provide access to Vouchers records series. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1989-07-13
|
K.A.R. NUMBER |
53-2-080 |
SERIES ID |
0026-328 |
TITLE |
Vouchers - Assigned Counsel Program |
DESCRIPTION |
Copies of vouchers used to pay attorneys, experts, and Court Services Reporters hired for indigent defense services and/or for corresponding expenditures. |
RETENTION |
010 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2008-07-17
|
K.A.R. NUMBER |
53-2-156 |
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