Kansas Records Retention Schedules

Results of Query:

Agency Code: 450 (Kansas Lottery)

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Agency Number: 450-001
Kansas Lottery
Executive Division

SERIES ID	0122-450
TITLE	Working Files - Executed Games
DESCRIPTION	Price structure, copy of game, validation code, packing information, etc. relating to the production and execution of lottery ticket games.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0151-450
TITLE	Working Files - Games
DESCRIPTION	Variety of documents relating to the description and promotion of lottery games.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

Agency Number: 450-001
Kansas Lottery
Executive Division
Director

SERIES ID	0161-450
TITLE	Board Packets
DESCRIPTION	Agenda, minutes, background information, etc. relating to meetings of the Lottery Commission.
RETENTION	See Comments
COMMENTS	Scan images and retain electronically until no longer useful, then destroy. Transfer hard copy annually to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0162-450
TITLE	Correspondence - Vendor
DESCRIPTION	Incoming and outgoing letters and memoranda relating to vendor concerns and issues.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0163-450
TITLE	Lottery Commission Appointment Files
DESCRIPTION	Documents relating to gubernatorial appointees to the Lottery Commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 450-001
Kansas Lottery
Executive Division
Legal

SERIES ID	0164-450
TITLE	Bid Records - Copies
DESCRIPTION	Documents related to requests for proposals, bids, quotations, or estimates and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0021-000
TITLE	Kansas Register Submissions
DESCRIPTION	Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices or other documents required by law to be submitted to the Kansas Register for publication.
RETENTION	See Comments
COMMENTS	Retain 1 year after publication, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-3-1

SERIES ID	0165-450
TITLE	Rules and Regulations Files
DESCRIPTION	Variety of materials related to the formation of individual game rules and regulations and final versions submitted to the Kansas Register for public notice.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0166-450
TITLE	Trademarks Files
DESCRIPTION	Records relating to trademarks designed for individual games and registered to prevent infringement.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0167-450
TITLE	Working Files - Executed Games - Attorney's Copies
DESCRIPTION	Price structure, copy of game, validation code, packing information, etc. relating to the production and execution of lottery ticket games.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 450-001
Kansas Lottery
Executive Division
Personnel

SERIES ID	0012-450
TITLE	Equal Employment Opportunity Grievance Files
DESCRIPTION	Documents related to discrimination charges concerning employment made against an agency and subsequent investigations.
RETENTION	See Comments
COMMENTS	Retain 5 years after grievance is settled, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(11) & (25)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0022-450
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 the archives. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0027-450
TITLE	Unclassified Salary Adjustment Records
DESCRIPTION	Documents related to the determination of salary increase recommendations for unclassified staff based upon performance data.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0028-450
TITLE	Working Files
DESCRIPTION	Variety of documents relating to activities and functions of the unit.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

Agency Number: 450-001
Kansas Lottery
Executive Division
Public Information Officer

SERIES ID	0144-450
TITLE	Annual Reports
DESCRIPTION	Annual and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0168-450
TITLE	Director's Files
DESCRIPTION	Records relating to visits and awards presented to the top selling retailers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0087-450
TITLE	Prizes Paid to Date Validation Report
DESCRIPTION	Computer printout generated monthly listing the prize amounts paid by lottery ticket retail vendors.
RETENTION	001 month
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

Agency Number: 450-002
Kansas Lottery
Finance and Administrative Services Division

SERIES ID	0033-450
TITLE	Accounts Receivable Calculation Reports
DESCRIPTION	Computer reports summarizing all the lottery ticket sales transactions made by retailers.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0034-450
TITLE	Adjustments Journal
DESCRIPTION	Computer printouts listing the manual adjustments made to retailer accounts due to changes or errors.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0037-450
TITLE	Cash Disbursement Winners Journal
DESCRIPTION	Computer printouts listing the checks sent out the holders of winning lottery tickets of $25.00 or less.
RETENTION	006 fisc yrs
COMMENTS	Retain both hard and electronic copy 6 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0174-450
TITLE	Casino-Daily Reports
DESCRIPTION	PDF files with daily reports from the casino activity.
RETENTION	3 fisc years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0171-450
TITLE	Casino-Invoicing Tool
DESCRIPTION	Spreadsheet application file with daily net revenues and distribution calculations.
RETENTION	005 fisc years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0173-450
TITLE	Casino-Monthly Reports
DESCRIPTION	PDF files with the monthly summary of casino activity.
RETENTION	005 fisc years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0172-450
TITLE	Casino-Recipt Log
DESCRIPTION	Spreadsheet application file with daily deposits and vouchers that give a cash balance.
RETENTION	005 fisc years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0170-450
TITLE	Casino-Vouchers
DESCRIPTION	PDF files with vouchers for casino distributions.
RETENTION	005 fisc years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0169-450
TITLE	Casino-Weekly Reports
DESCRIPTION	PDF files with the weekly summary of casino activity.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0038-450
TITLE	Check Register Summary
DESCRIPTION	Computer generated reports detailing and summarizing on a monthly basis the imprest fund which allows the Kansas Lottery to use a local bank account for payment to holders of winning lottery tickets.
RETENTION	006 fisc yrs
COMMENTS	Retain both hard and electronic copy 6 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0039-450
TITLE	Claims Processed Report
DESCRIPTION	Internal control worksheet used to verify claims processed the previous day.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0040-450
TITLE	Claims Working Papers
DESCRIPTION	Log sheets, winners listing, and other documents relating to the settlement of claims filed by individual winners.
RETENTION	006 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-8720(h)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0045-450
TITLE	Daily Accounts Receivable Records
DESCRIPTION	Documents related to collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	Pertains to both hard and electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0046-450
TITLE	Daily Game/Transaction Summary Reports
DESCRIPTION	Computer printouts summarizing all the different games and sales transactions made on a daily basis.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0047-450
TITLE	Daily Mid-Tier Records
DESCRIPTION	Computer printouts listing all the holders of winning lottery tickets of over $25.00 up to $600.00 which is generated on a daily basis.
RETENTION	006 fisc yrs
COMMENTS	Retain both hard and electronic copy 6 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0048-450
TITLE	Daily Pack Maintenance Records
DESCRIPTION	Computer printouts used to monitor daily the locations of all the packs of game tickets for inventory management purposes.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0049-450
TITLE	Daily Perpetual Inventory Records
DESCRIPTION	Computer printouts used to monitor daily the amount of all the different game tickets for inventory management purposes.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0050-450
TITLE	Debit and Credit Memos
DESCRIPTION	Record documenting the nature and purpose of debit or credit memos issued to retailers.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0054-450
TITLE	Draw Games Working Papers
DESCRIPTION	Variety of documents relating to the lottery draw games such as Powerball, Pick 3 and Cash Lotto.
RETENTION	006 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 74-8720(h)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0058-450
TITLE	Game Warehouses Reconciliation Records
DESCRIPTION	Computer printouts related to inventory management to ensure accountability for lottery game tickets stored in warehouses.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy for both hard and electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0059-450
TITLE	General Ledger Entry Processing Report
DESCRIPTION	Computer printout listing the components posted to the electronic general ledger from the game system and maintained for accounting purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0060-450
TITLE	General Ledgers - Annual
DESCRIPTION	General records maintained by the agency of financial receipts and expenditures normally used to monitor, manage, and verify annual agency budgets and prepare financial statements.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0061-450
TITLE	General Ledgers - Monthly
DESCRIPTION	General records maintained by the agency on monthly financial receipts and expenditures normally used to monitor, manage, and verify agency budget and prepare financial statements.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0064-450
TITLE	Instant Star Payment by Prize Amount Report
DESCRIPTION	Computer printouts generated for reconciliation with the Claims Processed Report.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0070-450
TITLE	Lotto Liability Reports
DESCRIPTION	Computer reports listing the amounts for which the Kansas Lottery could be liable for payments on winning tickets in on-line games such as Lotto America.
RETENTION	See Comments
COMMENTS	Retain summary reports in both hard and electronic copy 3 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0071-450
TITLE	Mid-Tier Journals
DESCRIPTION	Computer printouts listing all the holders of winning lottery ticket of over $25.00 up to $600.00.
RETENTION	See Comments
COMMENTS	Retain summary reports on both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0072-450
TITLE	Multi State Lottery Association (MUSL) Powerball Draw Reports
DESCRIPTION	Report received from MUSL detailing participating states lottery ticket sales figures, number of winners and balance sheets.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0076-450
TITLE	Online Problem Tickets and Logs Report
DESCRIPTION	Internal control report produced to monitor tickets that had some problem during the sales transaction to ensure that retailers receive proper credit.
RETENTION	See Comments
COMMENTS	Retain until the external audit is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0077-450
TITLE	Online Validation Tape Load Balance Report
DESCRIPTION	Computer printout listing the online sales amounts, produced to ensure the hard copy reconciles with the computer tape.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0082-450
TITLE	Powerball Sales Report
DESCRIPTION	Computer printout listing the daily Powerball sales, maintained for reconciliation purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0083-450
TITLE	Prize Claim Forms - 20 Year Annuities
DESCRIPTION	Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money paid out through 20 year annuities.
RETENTION	See Comments
COMMENTS	Retain 7 calendar years after last payment, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-8720(h)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0084-450
TITLE	Prize Claim Forms - Hi-Tier
DESCRIPTION	Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts $600.00 and greater.
RETENTION	See Comments
COMMENTS	Retain 7 calendar years after the expiration of game, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-8720(h)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0085-450
TITLE	Prize Claim Forms - Low-Tier
DESCRIPTION	Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts under $25.00.
RETENTION	See Comments
COMMENTS	Retain until current annual audit had been completed by Legislative Post Audit, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-8720(h)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0086-450
TITLE	Prize Claim Forms - Mid-Tier
DESCRIPTION	Form submitted by lottery game winners to the Kansas Lottery for disbursement of prize money in amounts between $25.00 and $599.00.
RETENTION	See Comments
COMMENTS	Retain 3 fiscal years after the expiration of game, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-8720(h)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0095-450
TITLE	Regional Inventory Balancing Report
DESCRIPTION	Internal control form submitted by regional offices listing the daily inventory changes, used to verify inventory totals.
RETENTION	002 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0096-450
TITLE	Retailer Daily Sales Journal
DESCRIPTION	Computer printouts relating to the daily accounting to the Kansas Lottery of all the lottery ticket sales transactions of retailers.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0098-450
TITLE	Retailers Electronic Funds Transfer Tape and Invoice Report
DESCRIPTION	Computer printouts detailing the weekly electronic banking transactions from retailers.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0099-450
TITLE	Retailers Invoices and Statements
DESCRIPTION	Invoice signed by retailer staff acknowledging the receipt of lottery tickets from the Kansas Lottery.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0100-450
TITLE	Returns Journal
DESCRIPTION	Computer printouts listing the lottery tickets returned to the agency by retailers for credit on their accounts.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0104-450
TITLE	Sales Revenue Journal
DESCRIPTION	Computer printouts listing the sales transactions and the game numbers of lottery tickets sold by retailers.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0108-450
TITLE	Settlement to Invoice Reconciliation Report
DESCRIPTION	Internal control work sheet comparing the settlement of instant tickets toward retailer invoices on the general ledger posting and created as an internal control mechanism for reconciliation purposes.
RETENTION	See Comments
COMMENTS	Retain until the end of the game and subsequent audit, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0109-450
TITLE	System Sales Snapshot Report
DESCRIPTION	Computer printout listing the daily on-line ticket sales.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0113-450
TITLE	Ticket Returns by Game Records
DESCRIPTION	Computer printouts relating to the specific game tickets returned to the agency for a variety of reasons by retailers.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0114-450
TITLE	Ticket Returns by Warehouse Records
DESCRIPTION	Computer printouts listing all tickets in the warehouses which had been returned for various reasons by retailers.
RETENTION	003 fisc yrs
COMMENTS	Retain both hard and electronic copy 3 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0115-450
TITLE	Ticket Validation Journal
DESCRIPTION	Computer printouts used to verify the numbers of winning lottery tickets.
RETENTION	006 fisc yrs
COMMENTS	Retain both hard and electronic copy 6 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0119-450
TITLE	Warrant Check Register - Daily
DESCRIPTION	Computer printouts generated listing daily the warrant checks issued to the holders of winning lottery tickets.
RETENTION	See Comments
COMMENTS	Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0120-450
TITLE	Warrant Check Registers - Numerical
DESCRIPTION	Computer printouts listing all checks made out to the holders of winning lottery tickets by the check number.
RETENTION	See Comments
COMMENTS	Retain summary reports in both hard and electronic copy 6 fiscal years, then destroy or delete. Retain duplicate reports until no longer useful, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0121-450
TITLE	Winners Monetary Lists
DESCRIPTION	Computer printouts of the holders of winning lottery tickets and the prize payments awarded to them.
RETENTION	006 fisc yrs
COMMENTS	Retain both hard and electronic copy 6 fiscal years, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

Agency Number: 450-003
Kansas Lottery
Security Division

SERIES ID	0123-450
TITLE	Building Surveillance Tapes
DESCRIPTION	Videotapes created during routine internal security monitoring by building cameras.
RETENTION	090 days
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0141-450
TITLE	Cancelled Ticket/Big Win Reports
DESCRIPTION	Electronic records generated by the online vendor to identify tickets sale cancellation data and $5,000 and greater winning ticket data.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(2)&(12)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0158-450
TITLE	Draw Papers
DESCRIPTION	Documents relating to each online game drawing and maintained for integrity purposes.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0125-450
TITLE	Employee Background Records
DESCRIPTION	Information sheets completed by persons seeking employment with the Kansas Lottery and used as the basis for conducting a background check to preserve the integrity and security of the lottery.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0160-450
TITLE	Game Files
DESCRIPTION	Documents relating to instant ticket and pulltab games and maintained to monitor security conditions.
RETENTION	See Comments
COMMENTS	Destroy all hard copy and electronically stored game file information 3 calendar years after last claim date.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(2)&(12)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0157-450
TITLE	Game Tapes
DESCRIPTION	Computer tapes or CDs containing validation and inventory files for the instant ticket or pulltab games.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years after last claim date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(2)&(12)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0128-450
TITLE	G-Guard Reports
DESCRIPTION	Reports generated by the online vendor validating the process for Powerball winning tickets to ensure that no tampering has occurred.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0129-450
TITLE	Instant Ticket Lab Examination Reports
DESCRIPTION	Lab reports and correspondence relating to tests performed by the KBI on instant tickets to ensure that a game cannot be tampered with.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0130-450
TITLE	Investigation Files
DESCRIPTION	Documents relating to internal and criminal investigations performed by Kansas Lottery security personnel.
RETENTION	See Comments
COMMENTS	Retain in office 10 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)(10)
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0131-450
TITLE	Postal Records
DESCRIPTION	Records conerning 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 cldr yrs
COMMENTS	Supersedes general schedule based upon retention according to calendar years rather than fiscal years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0132-450
TITLE	Promotional Event Tapes
DESCRIPTION	Videotapes made of minor promotional efforts with retailers involving Kansas Lottery prizes and taped for integrity purposes.
RETENTION	180 days
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0133-450
TITLE	Quality Control Instant Ticket Packs
DESCRIPTION	Game packs pulled for quality control: 1 pack tested internally for scratchability and prize accuracy, 1 pack sent to KBI to ensure game integrity.
RETENTION	See Comments
COMMENTS	Retain until all quality control checks are completed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2009-07-28
K.A.R. NUMBER	53-2-160

SERIES ID	0159-450
TITLE	Reconstruction Files
DESCRIPTION	Documents relating to reconstruction by vendors of instant tickets or pulltab tickets due to ticket damage.
RETENTION	001 cldr yr
COMMENTS	Retain in security office until destroyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0134-450
TITLE	Return Scratch Ticket Forms
DESCRIPTION	Form submitted by retailers returning unused tickets to the Kansas Lottery warehouse for credit.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0107-450
TITLE	Second Chance Drawing Tickets
DESCRIPTION	Nonwinning lottery game tickets submitted to the Kansas Lottery by customers which are used as an entry vehicle for subsequent drawings.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

SERIES ID	0135-450
TITLE	Special Event Draw Records
DESCRIPTION	Documentation and videotapes relating to special promotional drawings from retailers for promotional reasons involving Kansas Lottery prizes and taped for integrity purposes.
RETENTION	180 days
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0137-450
TITLE	Ticket Inventory Shipping Manifest
DESCRIPTION	Shipping manifest listing a detailed inventory of tickets that have been shipped from the ticket printers.
RETENTION	See Comments
COMMENTS	Retain until end of game, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0138-450
TITLE	Ticket Shipping Manifest
DESCRIPTION	Copy of the shipping manifest given to the truck driver from the ticket printers listing the shipment contents.
RETENTION	See Comments
COMMENTS	Retain until end of game, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0139-450
TITLE	Trunk Stock Requisitions
DESCRIPTION	Form submitted by lottery representatives ordering lottery tickets for distribution to retailers and used by the warehouse to fill those orders.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0116-450
TITLE	Unused Lottery Tickets
DESCRIPTION	Lottery game tickets issued by the Kansas Lottery which were never sold to consumers.
RETENTION	See Comments
COMMENTS	Retain until the end of the game is announced, transfer one ticket to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER	53-2-107

SERIES ID	0140-450
TITLE	Vendor and Retailer Background Records
DESCRIPTION	Information sheets completed by vendors and retailers wishing to conduct business with the Kansas Lottery as required by KSA 74-8705 to preserve the integrity and security of the lottery.
RETENTION	See Comments
COMMENTS	Retain 1 year after termination of agreement, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 74-7810
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

Agency Number: 450-004
Kansas Lottery
Marketing Division

SERIES ID	0143-450
TITLE	Agency Jobs and Billing Records
DESCRIPTION	Copies of correspondence, contracts, etc. relating to advertising bills submitted to the Division of Accounts and Reports for payment.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-08-08
K.A.R. NUMBER	53-2-109

SERIES ID	0145-450
TITLE	Game Promotion Files
DESCRIPTION	Marketing plans, promotional booklet, copy points, etc. provided quarterly to district managers and the media relating to the promotion of various lottery games.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, transfer 1 copy of the "Bible" a.k.a. Promotional Booklet along with Media Plans to the archives annually, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

Agency Number: 450-005
Kansas Lottery
Sales Division

SERIES ID	0031-450
TITLE	30 Days Packs Not Activated Report
DESCRIPTION	Computer printout generated weekly listing game packets distributed to lottery ticket retail vendors which have not been activated within 30 days and maintained for accountability purposes.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0029-450
TITLE	3-Digit Number Game Report
DESCRIPTION	Computer printout generated weekly giving a visual snapshot of Pick 3 game numbers drawn and tickets sold.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0030-450
TITLE	3-Digit Price Report
DESCRIPTION	Computer printout generated weekly listing the Pick 3 game winners pay-out.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0032-450
TITLE	45 Days Packs Not Activated List
DESCRIPTION	Computer printout generated weekly listing game packets distributed to lottery ticket retail vendors which have not been activated within 45 days and maintained for accountability purposes.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0035-450
TITLE	Applications for Retail Businesses
DESCRIPTION	Documents related to applications received by the Kansas Lottery from retailers for licenses to purchase lottery tickets and sell them at their place of business.
RETENTION	See Comments
COMMENTS	Retain until retailer is inactive, plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0041-450
TITLE	Club Keno Daily Winners Game Report
DESCRIPTION	Computer printout generated by GTech listing the sales figures for the daily winners of the Club Keno lottery game and used to monitor sales trends.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0043-450
TITLE	Correspondence - Retailers
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain to routine matters concerning lottery ticket retail vendors.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0051-450
TITLE	Detail Sales Ranking Report
DESCRIPTION	Computer printout generated weekly listing on-line lottery ticket sales ranking for lottery ticket retail vendors.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0052-450
TITLE	Dispenser Placement Notification
DESCRIPTION	Copy of report regarding the reimbursement to lottery ticket retail vendors for the installation of end counter lottery ticket dispenser and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Original is maintained in Retailer File.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0053-450
TITLE	District Manager Activity Report
DESCRIPTION	Report listing lottery representatives' daily sign-ons occurring at lottery ticket retail vendor locations and maintained by the regional manager to track activity.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-07-08
K.A.R. NUMBER	53-2-139

SERIES ID	0056-450
TITLE	Game End Announcements
DESCRIPTION	Flyer distributed to lottery ticket retail vendors notifying them of the ending date for particular games.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

SERIES ID	0068-450
TITLE	Lotto 2 Share Report
DESCRIPTION	Computer printout generated weekly detailing game information such as the winning number and sales figures after each Kansas Cash draw.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-01-09
K.A.R. NUMBER	53-2-110

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