Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-100 (Local Government Records. General Schedule/All Offices)

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Agency Number: 000-100
Local Government Records
General Schedule/All Offices

This is the general agency code for Local Records series.

SERIES ID	0001-100
TITLE	Accident Reports
DESCRIPTION	Documents related to accidents occurring in, on, or around the county office's facility(ies).
RETENTION	005 cldr yrs
COMMENTS	Retain for 5 calendar years or longer if necessary, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 U.S.C. sec. 552(a)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0002-100
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0003-100
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the office: copies of invoices, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain 3 fiscal years after last payment is received, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0004-100
TITLE	Activity Report Records
DESCRIPTION	Internal documents used to compile statistics on office activities, traffic reports, activity logs, etc.
RETENTION	002 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0005-100
TITLE	Adding Machine or Calculator Tapes
DESCRIPTION	Master tapes produced on business machines during bookeeping.
RETENTION	See Comments
COMMENTS	May be destroyed immediately unless required to document associated records; then retain in conjunction with those associated records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0006-100
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on office activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0007-100
TITLE	Architectural Plans, Drawings, Maps, and Specifications
DESCRIPTION	Records documenting the physical plant of the offices and/or buildings owned or occupied by the local government.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer one copy to permanent storage and contact the local historical society for interest in retaining an extra copy.
DISPOSITION	Permanent
RESTRICTIONS	Portions per K.S.A. 45-221(a)(12)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0008-100
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by local, state, federal and/or non-governmental auditing agencies.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0009-100
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0010-100
TITLE	Batch Transmittal Forms
DESCRIPTION	Completed forms used to transmit documents for mass computer input.
RETENTION	See Comments
COMMENTS	Retain in conjunction with transmitted documents, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0011-100
TITLE	Bid Records
DESCRIPTION	Documents related to requests for proposals, bids, quotations or estimates.
RETENTION	005 fisc yrs
COMMENTS	See also Purchasing Records, Vouchers and Requisitions, Accounts Payable Records, Contracts, and Vendor Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0012-100
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual office budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	See Comments
COMMENTS	Retain until audit is completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0013-100
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly for approval and subsequent appeals.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0014-100
TITLE	Building and Grounds Maintenance Records
DESCRIPTION	Documents associated with repairs and other maintenance to the physical plant of office - does not include Work Order and Logs.
RETENTION	See Comments
COMMENTS	Retain records of minor maintenance activities for 3 fiscal years, then destroy. Retain records of major maintenance activities permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0015-100
TITLE	Capital Improvement Projects Files
DESCRIPTION	Records related to construction projects: bids, specifications, plans, drawings, reports, notes, etc.
RETENTION	Permanent
COMMENTS	See also Architectural Plans, Drawings, and Specifications
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0016-100
TITLE	Committee Files
DESCRIPTION	Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interoffice, and advisory committees.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0017-100
TITLE	Computer Software Licensing Files
DESCRIPTION	Documents proving the licensure and implementation of computer software programs by the agency.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after the contract or end user license agreement (EULA) has expired or 5 calendar years after the software is no longer installed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0018-100
TITLE	Computer System Documentation
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems. If data is not migrated to new system, retain al long as access to data is necessary.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0019-100
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents.
RETENTION	See Comments
COMMENTS	Retain until expiration of contract plus 5 calendar years after conclusion of any court case, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0020-100
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record import events in the operational and organizational history of the office.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0021-100
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0022-100
TITLE	Deeds for Real Estate
DESCRIPTION	Legal documents pertaining to the ownership of real property by the office.
RETENTION	Permanent
COMMENTS	Retain in Register of Deeds Office.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0023-100
TITLE	Employee Court Ordered Withholding Files
DESCRIPTION	Court orders issued by the district or other courts to withhold earning from county employees for garnishment, child support, tax levies, or other reasons and includes original writs or copies of writs of garnishment, recapitulations of amounts withheld and related documents.
RETENTION	See Comments
COMMENTS	Retain for length of stop order plus 1 year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	0024-100
TITLE	Employee Notary Files
DESCRIPTION	Notary certification files compiled on employees.
RETENTION	See Comments
COMMENTS	Proof of certification is part of the Employee Personnel File. These files are convenience copies. Retain information until superceded, or 3 calendar years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-131

SERIES ID	0025-100
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials.
RETENTION	See Comments
COMMENTS	Full personnel file: retain for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Abstracted work history (appointment data and change of status information, consistent with sound HR practice and legal counsel advice of meeting regulatory needs), a summary log of background checks, employment start date, employment end date, position titles and dates in each position: retain for an additional 12 calendar years, then destroy and/or delete. Abstracted payroll history (name, title, year, hours, and pay rate): retain for 40 calendar years, then destroy and/or delete.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(3)(4)(6)(9)(30), KSA 22-4701 et seq.
APPROVED	2013-04-11
K.A.R. NUMBER	53-2-176

SERIES ID	0026-100
TITLE	Employee Personnel Files--Convenience Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0027-100
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions. Includes supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0028-100
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, monthly or yearly basis including; time sheets, time cards, attendance reports, absence reports, wage and hour audits (FLSA compliance,) sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0029-100
TITLE	Employee Training Course Materials
DESCRIPTION	Record copy of manuals, syllabi, textbooks and other training aids created for office sponsored employee training programs.
RETENTION	See Comments
COMMENTS	Retain until training program is obsolete, then retain one copy of each manual, syllabus, and textbook permanently, destroy the remainder. See also Employee Training Records.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2018-04-09
K.A.R. NUMBER	53-2-116

SERIES ID	0030-100
TITLE	Employee Training Records
DESCRIPTION	Correspondence, reports, and other programs relating to the operation of office sponsored training programs and to employee participation in training programs sponsored by external organizations.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0031-100
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0032-100
TITLE	Employment Applications - Not Hired
DESCRIPTION	Applications and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.
RETENTION	See comments
COMMENTS	Retain for 003 calendar years, then destroy. If background check was performed, retain for 006 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted under KSA 45-221(a)(4)(30), KSA 22-4701 et seq.
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0033-100
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form 9 completed by employee which is used to verify the legal residency status of the employee.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0034-100
TITLE	Equal Employment Opportunity Grievance Files
DESCRIPTION	Documents related to discrimination charges concerning employment made against an office and subsequent investigations.
RETENTION	See Comments
COMMENTS	Retain 5 years after grievance is settled, then transfer to permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(4)(11)(25)
APPROVED	2019-01-17
K.A.R. NUMBER	53-2-202

SERIES ID	0035-100
TITLE	Equal Employment Opportunity Plans
DESCRIPTION	Documents related to office compliance with laws and regulations concerning EEO/AA Plans.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0036-100
TITLE	Equipment Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of office 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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0037-100
TITLE	Equipment Operation Records
DESCRIPTION	Documents related to the use of office equipment (e.g. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calendars, adding machines, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Equipment Ownership and Maintenance Records. Roads and Bridges need to retain for the period they own the equipment.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0038-100
TITLE	Expendable Items Supply Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to order expendable supplies from central supply rooms.
RETENTION	See Comments
COMMENTS	Retain 1 fiscal year after audit, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0245-000
TITLE	Family and Medical Leave Act (FMLA) Records
DESCRIPTION	Forms and documentation for FMLA determinations for individual employees. Records may be paper or electronic.
RETENTION	3 cld years after completion or denial
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(3) and 29 CFR 825.500 (g)
APPROVED	2017-01-19
K.A.R. NUMBER	53-2-194

SERIES ID	0039-100
TITLE	Grant Files
DESCRIPTION	Variety of documents dealing with applications for federal, state, and private grants and the implementation of those received.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, transfer original applications, contracts, agreements, and annual and final performance reports to permanent storage and destroy remaining documents.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0040-100
TITLE	Grant Files - Unfunded
DESCRIPTION	Applications and supporting documentation relating to federal, state, and private grants submitted by local entities which were not funded.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0041-100
TITLE	Hearing and Meeting Transcripts and Electronic Media Recordings
DESCRIPTION	Records of public hearings and other meetings: audiotapes, videotapes, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Tapes can be reused.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0237-000
TITLE	Hygrothermograph Data Logger Reports
DESCRIPTION	Hygrothermograph readings taken by staff in various areas which monitor the temperature and humidity levels to ensure that proper environmental conditions are maintained.
RETENTION	2 cldr years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2013-10-24
K.A.R. NUMBER	53-2-178

SERIES ID	0042-100
TITLE	Imprest Fund
DESCRIPTION	Documents relating to the administration and accounting of the imprest fund which allows an office to use a local bank account as authorized by statute.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0043-100
TITLE	Incident Reports
DESCRIPTION	Documents related to incidents occurring between the county office and any individual, group, corporation or government.
RETENTION	See Comments
COMMENTS	Retain for 5 calendar years or longer if necessary, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 U.S.C. sec. 552(a)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0044-100
TITLE	Income Tax Monitoring
DESCRIPTION	Work papers, logs, reconciliation's and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments.
RETENTION	See Comments
COMMENTS	Retain 4 calendar years after date tax was due or paid, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4) and 5 USC 552 (a)
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-131

SERIES ID	0045-100
TITLE	Insurance Policies
DESCRIPTION	Documents such as insurance policy terms and binders.
RETENTION	See Comments
COMMENTS	Retain until canceled or expired, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled.
DISPOSITION	see Comments
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0109-100
TITLE	Internal Memos - Policy Related
DESCRIPTION	Internal memos, e-mail and other correspondence 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 the permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0104-100
TITLE	Internal Memos - Routine
DESCRIPTION	Internal memos, e-mail, or other correspondence which pertain to routine matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0046-100
TITLE	Internal Revenue Service W-2 Tax Files
DESCRIPTION	Agency copy of employee wages and tax statements maintained by the office or payroll processor.
RETENTION	004 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

SERIES ID	0047-100
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0048-100
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related to capital equipment inventory management: computer reports, 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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0049-100
TITLE	Kansas Public Disclosure Commission Statements of Substantial Interest
DESCRIPTION	Office copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0050-100
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0051-100
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	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0052-100
TITLE	Ledgers - General
DESCRIPTION	General records of financial receipts and expenditures normally used to monitor, manage, and verify office budget.
RETENTION	See Comments
COMMENTS	This series includes only internal documents. Retain in office 5 years, then transfer to permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0053-100
TITLE	Legal/Public Notices
DESCRIPTION	Announcements appropriately published to notify the general public of an auction, legal proceeding, election, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0054-100
TITLE	Legislation Reference Files
DESCRIPTION	Copies of bills, drafts of legislation, copies of statutes, notes, correspondence, and other miscellaneous documents related to various legislative activities or statutes applicable to the operation of the office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0055-100
TITLE	Mailing Lists
DESCRIPTION	Lists of names and addresses to whom mail is regularly sent.
RETENTION	See Comments
COMMENTS	Retain until updated, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 21-3914
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0056-100
TITLE	Material Safety Data Sheets
DESCRIPTION	Documents relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility.
RETENTION	See Comments
COMMENTS	Retain until superseded or hazardous chemical is no longer on site, then destroy as required by CFR 1910.1200.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0057-100
TITLE	Memoranda of Understanding or Agreement - Interoffice
DESCRIPTION	Formal agreements reached between state, local, and/or federal agencies.
RETENTION	See Comments
COMMENTS	Retain until agreement becomes inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0058-100
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 permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0105-100
TITLE	Organizational Charts
DESCRIPTION	Records documenting the office's current organizational structure.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0060-100
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in office payroll accounts.
RETENTION	003 fisc yrs
COMMENTS	See also Payroll Deduction Authorization Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0061-100
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedules not apply to W-4 Forms or Payroll Direct Deposit Authorization Record.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0062-100
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0063-100
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to office employees for payroll purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0064-100
TITLE	Petty Cash Records
DESCRIPTION	Documents related to petty cash accounting.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0065-100
TITLE	Photographic and Video Materials
DESCRIPTION	Photo-prints, negatives, slides, films, and videotapes.
RETENTION	See Comments
COMMENTS	Retain permanently materials that document governmental programs and services. Other items may be offered to local historical societies or destroyed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0106-100
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to permanent storage. Retain convenience copies until no longer useful, then destroy.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0067-100
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	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0068-100
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain one copy permanently, dispose of others.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0107-100
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 retain 1 copy permanently, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0069-100
TITLE	Programs and Invitations
DESCRIPTION	Documents related to official office functions.
RETENTION	See Comments
COMMENTS	Retain permanently one copy of documents related to official functions, dispose of others.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0070-100
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of forms and supporting documents used to remove capital equipment from the office inventory.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0071-100
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the office.
RETENTION	See Comments
COMMENTS	Retain in office 1 year, then transfer 1 copy to permanent storage and destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0072-100
TITLE	Purchase Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the office central purchasing office.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0073-100
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
COMMENTS	See also Vouchers and Requisitions, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0074-100
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the office: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0075-100
TITLE	Records Management Records
DESCRIPTION	Documents related to the management of office records including completed survey forms, inventories, disposition and transfer records, and other miscellaneous materials such as correspondence or reference materials.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0111-100
TITLE	Records of Unusual Importance or Exceptional Historical Interest
DESCRIPTION	Records that depict important unique situations of continuing interest, important policy transactions or decisions, or unusual noteworthy events.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to permanent storage after 1 calendar year.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2020-10-15
K.A.R. NUMBER	53-2-207

SERIES ID	0076-100
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 K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0108-100
TITLE	Reorganization Studies
DESCRIPTION	Records documenting actual and proposed agency organizational structure.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 calendar years, then transfer to permanent storage.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0077-100
TITLE	Request for Access to Records
DESCRIPTION	Documents related to the requests for access to office records and office responses prepared pursuant to K.S.A. 45-218.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0078-100
TITLE	Safety Inspection Files
DESCRIPTION	Documents related to routine and special safety inspections, including correspondence and follow-ups, by county offices or the State Department of Human Resources.
RETENTION	See Comments
COMMENTS	Retain county inspection files 5 calendar years, state inspections until superseded by another inspection.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0079-100
TITLE	Sales and Use Tax Records
DESCRIPTION	Reports of retail sales and excise taxes due to the state submitted to the Department of Revenue by local governments acting as retailers with supporting documents.
RETENTION	3 tax yrs
COMMENTS	A tax year is the 12 month period beginning/ending when one actually files taxes (whether working on a fiscal or calendar year). Records must be kept 3 full years. See KSA 79-3609.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0080-100
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms and calendars used to schedule employee or office activities (calendars and appointment books, etc.).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0081-100
TITLE	Scrapbooks, Memorabilia, and Photographic Albums
DESCRIPTION	Newsclippings, photo albums, etc. documenting office activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0110-100
TITLE	Security Records
DESCRIPTION	Security logs, sign-in sheets, security camera footage, security activity reports, incident reports, etc. relating to security provided for buildings and grounds.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10) See Atty Gen's Opinion 87-25.
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0082-100
TITLE	Self-Insurance Claim Files
DESCRIPTION	Documents related to claims against county self-insured funds such as vehicle or equipment damage.
RETENTION	See Comments
COMMENTS	Retain until paid out or settled, plus 5 calendar years. Retain reinsurance policy and carrier information until all claims have been settled.
DISPOSITION	see Comments
RESTRICTIONS	5 U.S.C. sec. 552(a)
APPROVED	2003-04-10
K.A.R. NUMBER	53-2-134

SERIES ID	0083-100
TITLE	Speeches and Writings
DESCRIPTION	Notes, drafts, and final versions of office related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION	See Comments
COMMENTS	Retain one copy of final version permanently, destroy all others.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0084-100
TITLE	Statements of Lost Warrants
DESCRIPTION	Copies of forms used to request re-issues of lost warrants.
RETENTION	currt fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0085-100
TITLE	System Users Access Records - Information Technology
DESCRIPTION	Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, password files, firewall logs, and summary analyses/reports.
RETENTION	See Comments
COMMENTS	Retain until no longer of administrative value to the agency, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0086-100
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	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0087-100
TITLE	Telecommunications Logs
DESCRIPTION	Registers recording incoming and outgoing telephone calls and fax transmissions.
RETENTION	6 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0088-100
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings received for telephone service.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0089-100
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel.
RETENTION	003 fisc yrs
COMMENTS	See also Travel Vouchers and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0247-000
TITLE	Underground Storage Tank Inspections
DESCRIPTION	Reports the monthly tank readings on underground storage tanks to document a facility's routine procedures such as leak detection, inventory control, tightness testing, monitoring and other activities required to prevent product releases into the environment as required by the Underground Storage Tank Act and 40 CFR 280.45. These are reported to the KDHE Storage Tank Section monthly.
RETENTION	5 cldr yrs
COMMENTS	KDHE Environment Division 264-002 is responsible for keeping the monitoring records for a period of 31 years.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), KSA 65-34, 108(d)
APPROVED	2017-07-27 ; Revised 2018-10-29
K.A.R. NUMBER	53-2-196

SERIES ID	0090-100
TITLE	Vehicle Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of office 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. See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0091-100
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of office-owned motor vehicles.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

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