Kansas Records Retention Schedules

Results of Query:

Agency Code: 379 (Emporia State University. )

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Agency Number: 379-001
Emporia State University
Academic Affairs
Vice President's Office

SERIES ID	0001-379
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0002-379
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0003-379
TITLE	Employment Applications - Not Hired
DESCRIPTION	Applications for faculty or administrative positions for which the search is handled by the Vice President's office.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0004-379
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0005-379
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of university policy and procedures for faculty issued in individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0006-379
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0007-379
TITLE	Programs and Invitations
DESCRIPTION	Documents related to official functions hosted, organized, or supervised by the Vice President's Office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0008-379
TITLE	Schedules - Office Activities
DESCRIPTION	Calendars for Vice President's appointments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Admissions

SERIES ID	0009-379
TITLE	Admission Test Scores
DESCRIPTION	Standardized test scores for students who have applied for admission to the university.
RETENTION	See Comments
COMMENTS	Retain permanently if student enrolls at the university. Destroy one year after application term if student does not enroll.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-211(a)(1) & (9)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Business Office
Student Loan Accounting

SERIES ID	0010-379
TITLE	Perkins Student Loan Records
DESCRIPTION	Correspondence, payment coupons and related documents concerning students with Perkins student loans and maintained for accountability.
RETENTION	See Comments
COMMENTS	Retain in office 5 years after final payment, then destroy. Retention complies with federal regulations.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1) & (17)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Career Development and Placement

SERIES ID	0011-379
TITLE	Credentials Files
DESCRIPTION	Records relating to employment qualifications of alumni and students, used for job searches, references, etc.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Disabled Student Services
Center for Personal Growth

SERIES ID	0012-379
TITLE	Counseling and Psychological Records
DESCRIPTION	Counseling notes, psychological reports, and related records concerning disabled students.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years after last date at ESU, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1) & (3)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0013-379
TITLE	Educational Records
DESCRIPTION	Test scores, transcripts, and other records relating to students' academic performance and requirements.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years after last date at ESU, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1) & (9)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0014-379
TITLE	Medical Records
DESCRIPTION	Documents relating to students' medical needs and conditions.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years after last date at ESU, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA45-221(a)(1) & (3)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Division of Student Affairs
International Education

SERIES ID	0015-379
TITLE	Admissions Credentials - Enrolled Students
DESCRIPTION	Applications, transcripts, letters of recommendation, financial aid, English scores, immigration documents, autobiographical statements, etc. required for admission. These files for current students.
RETENTION	See Comments
COMMENTS	Retain in office until student graduates or is no longer in attendance, then transfer autobiographical statements to Autobiographical Statements Series, and transfer remainder of file to Admissions Credentials - Past Students Series.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1), (6) & (9)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0017-379
TITLE	Admissions Credentials - Past Students
DESCRIPTION	Applications, transcripts, letters of recommendation, financial aid, English scores, immigration documents, etc. required for admissions, for students no longer enrolled.
RETENTION	005 cldr yrs
COMMENTS	Retain permanently in office or transfer to university archives after 5 calendar years from date of last attendance.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1), (6) & (9)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0018-379
TITLE	Autobiographical Statements
DESCRIPTION	Statements provided by students as part of the admission process which describes their personal and academic background, qualifications, and goals.
RETENTION	See Comments
COMMENTS	Contact university archives for appraisal - if not accepted for transfer to the archives then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA45-211(a)(1)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0019-379
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0020-379
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0021-379
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0022-379
TITLE	Technical Reference Files
DESCRIPTION	Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports, studies, periodicals, books, brochures, catalogs, vendor lists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0023-379
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

Agency Number: 379-001
Emporia State University
Division of Student Affairs
Veterans Educational Services

SERIES ID	0024-379
TITLE	Veterans Files
DESCRIPTION	Enrollment certifications, DD-214 forms status, birth certificates, marriage certificates, divorce decrees, etc. necessary for veterans to receive benefits.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Financial Aid

SERIES ID	0043-379
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by the Legislative Division of post-audit and other state and/or federal auditing agencies. This series includes the FISAP report.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 5 fiscal years then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0044-379
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0045-379
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0046-379
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0047-379
TITLE	Postal Records
DESCRIPTION	Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0048-379
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0049-379
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0050-379
TITLE	Student Application Materials
DESCRIPTION	Comprehensive Financial Aid Report, Student Aid Reports, income tax returns, student contracts, correspondence, and other various documents needed to file for Title IV Aid Programs.
RETENTION	See Comments
COMMENTS	Retain for 5 calendar years following the most recent audit, then destroy. Policy in Federal Register must be followed for Title IV Programs.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6); KSA 45-221(a)(17)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0051-379
TITLE	Telephone Accounting System Reports
DESCRIPTION	Computer generated reports listing all telephone calls made or received by individual extensions within the agency.
RETENTION	003 fisc yrs
COMMENTS	Information may be in either paper or digital format.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0052-379
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0053-379
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0054-379
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Graduate Office

SERIES ID	0055-379
TITLE	Graduate Degree Recipient Files
DESCRIPTION	Applications, transcripts, test scores, degree programs, eligibility and candidacy materials, and correspondence relating to student progress through graduate degree and post-baccalaureate work.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after graduation, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), (6), (9) & (17)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0057-379
TITLE	Inactive Applicants Files
DESCRIPTION	Applications, transcripts, test scores, eligibility materials, and correspondence relating to application for admission to the graduate program.
RETENTION	See Comments
COMMENTS	Retain 2 calendar years after application is received, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), (6), (9) & (17)
APPROVED
K.A.R. NUMBER

SERIES ID	0058-379
TITLE	Non-degree Student Files
DESCRIPTION	Applications, transcripts, test scores, eligibility materials, and correspondence relating to students attending courses who are not seeking a degree.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after last enrollment, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), (6), (9), & (17)
APPROVED
K.A.R. NUMBER

Agency Number: 379-001
Emporia State University
Human Resources/Affirmative Action

SERIES ID	0059-379
TITLE	Annual Reports
DESCRIPTION	Reports analyzing the university work force in relation to the number of positions, availability, goals and time tables, prepared in accordance with the State Affirmative Action Plan.
RETENTION	003 fisc yrs
COMMENTS	Retain in office for 3 fiscal years, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0060-379
TITLE	Biannual Reports to Federal EEOC
DESCRIPTION	Statistical reports compiled on occupational activities of the Higher Education staff.
RETENTION	003 cldr yrs
COMMENTS	See EEOC Directive 3046-009 - instruction booklet used for completing EEO-6 biannual report.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0061-379
TITLE	Recruitment Files
DESCRIPTION	Variety of documents relating to the recruitment process for hiring employees to fill vacant positions.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0062-379
TITLE	Tuition Assistance Dispersals
DESCRIPTION	Applications filed for tuition assistance and approval or denial of request.
RETENTION	004 acad yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA45-221(a)(17)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0063-379
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Lifelong Learning

SERIES ID	0064-379
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0065-379
TITLE	Director's Files
DESCRIPTION	Records relating to strategic planning and overall direction of the office.
RETENTION	10 cldr yrs
COMMENTS	Retain in office or storage 10 calendar years, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted.
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0066-379
TITLE	Off-Campus Approval Forms
DESCRIPTION	Requests for conducting classes outside of ESU's geographic jurisdiction, with permission granted from universities of the jurisdiction in question and the Board of Regents.
RETENTION	005 fisc yrs
COMMENTS	Retain hard copy in office for 5 fiscal years, then destroy. Maintained electronically for convenience of reference.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0067-379
TITLE	Student Enrollment Files
DESCRIPTION	Enrollment forms, student status changes, and related documents concerning an individual student's enrollment in a course.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0068-379
TITLE	Student Personnel Records
DESCRIPTION	Copies of contracts relating to student assistants employed in the office and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until contract is no longer valid, then destroy. Originals maintained in Human Resources.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), (4) & (6)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0069-379
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	none
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0070-379
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Mail Room

SERIES ID	0071-379
TITLE	Department Mailbox List
DESCRIPTION	List of all departments on campus and box numbers.
RETENTION	See Comments
COMMENTS	Retain until updated or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0072-379
TITLE	Postal Records
DESCRIPTION	Billing and payments for postage, ledger, vouchers, requisitions, correspondence, business reply, bulk mailing and postage reports. Also U.S. documents for postal sub-station.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Physical Plant
Administration

SERIES ID	0086-379
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0087-379
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0088-379
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign/in-out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0088-379
TITLE	Ledgers - General
DESCRIPTION	General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 3 fiscal years, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Physical Plant
All Shops

SERIES ID	0090-379
TITLE	Building and Grounds Maintenance Records
DESCRIPTION	Documents associated with repairs and other maintenance to the physical plant of agency - does not include Work Orders and Logs (q.v.)
RETENTION	See Comments
COMMENTS	Retain a minimum of 3 years or until warranties are expired, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0091-379
TITLE	Equipment Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc.
RETENTION	See Comments
COMMENTS	Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0092-379
TITLE	Equipment Operation Records
DESCRIPTION	Documents related to the use of agency equipment (e.g.. Photocopy logs, check-out forms, use request forms, etc.) including photocopiers, typewriters, computers, calculators, adding machines, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0093-379
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0094-379
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of physical plant policies and procedures issued in individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0095-379
TITLE	Procedures Manuals
DESCRIPTION	Original copies of physical plant procedures issued in collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to university archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0097-379
TITLE	Purchase Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0098-379
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0099-379
TITLE	Vehicle Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc.
RETENTION	See Comments
COMMENTS	Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0100-379
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0101-379
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Physical Plant
Architectural Services

SERIES ID	0102-379
TITLE	Architectural Plans, Drawings, Maps and Specifications
DESCRIPTION	Blueprints, plans, and related materials concerning the structure, renovation, or other architectural and related aspects of a building.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	Portions per KSA 45-221(a)(12)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0103-379
TITLE	Capital Improvement Projects Files
DESCRIPTION	Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to university archives for purging. See also Architectural Plans, Drawings, and Specifications.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0104-379
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0105-379
TITLE	Deeds for Real Estate
DESCRIPTION	Legal documents pertaining to ownership of real property by state agencies.
RETENTION	See Comments
COMMENTS	Retain permanently in office or transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Physical Plant
Carpenter and Paintshops

SERIES ID	0106-379
TITLE	Activity Report Records
DESCRIPTION	Internal documents used to compile statistics on agency activities: traffic reports, activity logs, etc.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Physical Plant
Key Shop

SERIES ID	0107-379
TITLE	Activity Key Records
DESCRIPTION	Records maintained on all keys checked out to individuals and the key inventory for entire campus.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful (until keys and/or their locks would no longer be operable), then destroy. Destroy individual key records when key is returned from individual.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0108-379
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Physical Plant
Storeroom

SERIES ID	0109-379
TITLE	Activity Report Records
DESCRIPTION	Internal documents used to compile statistics on agency activities: traffic reports, activity logs, etc.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0110-379
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Police and Safety/Parking

SERIES ID	0111-379
TITLE	Accounts Receivable Records
DESCRIPTION	Violations, fines, receipts, permit receipts, and paylot claim checks.
RETENTION	003 fisc yrs
COMMENTS	See also Accounts Receivable Ledger, Deposit Slips, Daily Worksheet Recaps.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0112-379
TITLE	Banking Records
DESCRIPTION	Deposit slips from monies received in fines, permits and paylots.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0113-379
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0114-379
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0115-379
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications for employment, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years, then transfer original or abstract to university archives for 62 cldr yrs, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0116-379
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0117-379
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	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0119-379
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0120-379
TITLE	Ledgers - General
DESCRIPTION	General records maintained of financial receipts and expenditures normally used to monitor, manage and verify budget.
RETENTION	003 fisc yrs
COMMENTS	This series includes only internal documents. Retain in office 3 fiscal years then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0121-379
TITLE	Minutes
DESCRIPTION	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0122-379
TITLE	Petty Cash Records
DESCRIPTION	Documents related to petty cash accounting: DA-71 thru 73.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID
TITLE	Property Dispostion Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-122

SERIES ID	0124-379
TITLE	Purchase Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0125-379
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0126-379
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0127-379
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0118-379
TITLE	Supply Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to order expendable supplies from central supply rooms.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0128-379
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0129-379
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0130-379
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	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0131-379
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Printing Services

SERIES ID	0132-379
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledge books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledger - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0133-379
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

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