Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-004 (Department of Administration. Personnel Services)

Page 1 of 1 showing 246 records of 246 total, starting on record 1

Agency Number: 173-004
Department of Administration
Personnel Services

SERIES ID	0982-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interactions between agencies and the various sections and units within the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0540-173
TITLE	Annual Reports
DESCRIPTION	Reports on the accomplishments and activities of the Division of Personnel as a whole. The functions of the different sections within the divisions are explained. Statistical data and goals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0541-173
TITLE	Application for Overtime Credit - Department of Administration Employees
DESCRIPTION	Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION	See Comments
COMMENTS	Active records were not surveyed. Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0542-173
TITLE	Assessment Center Materials
DESCRIPTION	Documents pertaining to the assessment of applicants for Kansas Highway Patrol lieutenant, sergeant, and major.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0543-173
TITLE	Certificates of Application for the Position of Director of the EEO Office
DESCRIPTION	Records of employment applications for the specified position of director of the EEO Office.
RETENTION	See Comments
COMMENTS	These particular records are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0545-173
TITLE	Civil Court Cases Involving the Division of Personnel Services
DESCRIPTION	Files containing material relating to each specific civil court case involving the Division of Personnel. Includes correspondence between all parties involved and any supporting materials needed.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0546-173
TITLE	Conditional Employees in the Classified Service
DESCRIPTION	Records documenting the number of conditional employees in permanent positions in the state.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0547-173
TITLE	Correspondence - Routine
DESCRIPTION	General correspondence drafted on personal computers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0548-173
TITLE	Eligible Lists - Canceled
DESCRIPTION	Records listing people who were once considered for specific positions, and also give their exam scores and their addresses.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 20 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0549-173
TITLE	Employee Time Sheets - Payroll- Department of Administration Employees
DESCRIPTION	Records documenting the rate of pay, deductions, and other amounts as a part of each employees pay.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0550-173
TITLE	History of the Division of Personnel Services Material
DESCRIPTION	Records documenting the existence and history of the division of Personnel services. Materials included are report booklets on salaries of classified classes, policy and procedure manual, etc.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0551-173
TITLE	Individual Working Papers and Notes - Computerized
DESCRIPTION	Miscellaneous data and other files created and utilized by individual staff members for a wide variety of purposes related to personnel operations.
RETENTION	See Comments
COMMENTS	Retain until project completed then delete routine information, print remainder and retain with paper files according to approved retention schedules. Review files every 6 months.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0552-173
TITLE	Intergovernmental Personnel Act Grant Records
DESCRIPTION	Records documenting the grants given to specific projects of Kansas cities under the Intergovernmental Personnel Act. The total process is documented from application material to reports on expenses.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0553-173
TITLE	Item Rating Analysis Data and Results
DESCRIPTION	Data and reports resulting from studies of specific items in civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of project, then print and delete. Retain paper copy for 6 years, then destroy.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0554-173
TITLE	Job Analysis Questionnaire Data and Results
DESCRIPTION	Data, manipulated data, and reports resulting from survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of particular study, then print and delete. Retain additional 6 years on paper, then destroy.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0556-173
TITLE	KIPPS: Applicant Module, Mode 256, Type B, Personal Data
DESCRIPTION	Computer data regarding personal information in KIPPS database about applicants for examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after cancellation of score, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0557-173
TITLE	KIPPS: Applicant Module, Mode 256, Type C, Applicant Characteristic Surveys
DESCRIPTION	Data in the KIPPS database regarding demographics of applicants for examination.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for three years after cancellation of scores, then transfer to tape for additional three years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0558-173
TITLE	KIPPS: Applicant Module, Mode 256, Type D, Scoring and Availability
DESCRIPTION	Information in KIPPS database regarding applicant for examination civil service score and the applicants' work availability.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for three years after cancellation of scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0559-173
TITLE	KIPPS: Applicant Module, Mode 256, Type E, Exam Scheduling
DESCRIPTION	Computer data regarding scheduled civil service examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0560-173
TITLE	KIPPS: Applicant Module, Mode 256, Type F, Applicant Index
DESCRIPTION	Computer index to applicants for civil service examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after cancellation of all scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0561-173
TITLE	KIPPS: Applicant Module, Mode 256, Type G Certification Log (rids 1-12)
DESCRIPTION	Computer log of certified eligible lists requested by agencies in order to fill civil service vacancies.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of score, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0562-173
TITLE	KIPPS: Applicant Module, Mode 256, Type H, Transaction Log
DESCRIPTION	Computer data regarding circumstances of the entry of transactions into the system.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of scores, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0563-173
TITLE	KIPPS: Applicant Module, Mode 256, Type I, Transaction File
DESCRIPTION	Computer data regarding the nature of transactions entered into the system.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0565-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Evaluation Data
DESCRIPTION	Information on individual employees' performance evaluations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 5 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0567-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Position/Employee Cross Reference
DESCRIPTION	Cross reference file of position numbers and employee social security numbers.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0566-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Position Related Data
DESCRIPTION	Position attributes as stored in KIPPS database.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete. Note: this data is in rids 100-109.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0568-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Projected Salary Data
DESCRIPTION	Information regarding scheduled salary increases and performance evaluation due dates for individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete. Note: This data is in rids 130-130.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0569-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Termination and Leave Data
DESCRIPTION	Information on start and end dates for leave with pay, leave without pay, suspensions, and termination dates for individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete. Note: This data is in rids 120-129.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0570-173
TITLE	KIPPS: Employee Module, Agency Mode, Type H, Transaction File
DESCRIPTION	History file of employee transactions.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0571-173
TITLE	KIPPS: Employee Module, Agency Mode, Types B and C, Personal Data
DESCRIPTION	Data reflecting personal information on individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0572-173
TITLE	KIPPS: Employee Module, Mode 250, Type B, Work History
DESCRIPTION	Information regarding attributes of positions held by individual employees.
RETENTION	See Comments
COMMENTS	Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microform and then deleted.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0573-173
TITLE	KIPPS: Employee Module, Mode 252, Type C, Transaction Log
DESCRIPTION	Record of which computer operator updated employee database on which date.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain additional 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0574-173
TITLE	KIPPS: Employee Module, Mode 252, Type F, Soundex
DESCRIPTION	Index of current and former employees by phonetic name search.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0575-173
TITLE	KIPPS: Employee Module, Mode 252, Type H, Employee/Position Cross Reference
DESCRIPTION	Cross reference file of employee social security numbers and position numbers.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0576-173
TITLE	KIPPS: Employee Module, Mode 252, Type I, Length of Service
DESCRIPTION	Record in months and days of total time employee spent employed for state of Kansas.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0564-173
TITLE	KIPPS: Employee Module Mode 66, Types B and C, Work History
DESCRIPTION	Information in KIPPS database on attributes of positions held by individual employees.
RETENTION	See Comments
COMMENTS	Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microforms and then data deleted.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0555-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to insure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Transfer to the records center for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0577-173
TITLE	KIPPS: Position Module, Agency Mode, Type D, Position Data
DESCRIPTION	Position attributes as contained in KIPPS database.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain additional 3 years, then delete. this data is contained in RIDS 20-29.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0578-173
TITLE	KIPPS: Position Module, Agency Mode, Type H, Transaction File
DESCRIPTION	History file of position transactions.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after transaction date, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0579-173
TITLE	KIPPS: Position Module, Mode 252, Type D, Transaction Log
DESCRIPTION	Record of which operator updated position data base on which date.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0580-173
TITLE	Layoff Folders - Department of Administration Employees
DESCRIPTION	Records which are used to document layoffs within specific sections or divisions of the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0581-173
TITLE	MAPPER Rids
DESCRIPTION	Data manipulation files created from mainframe databases for a variety of personnel operation purposes.
RETENTION	See Comments
COMMENTS	Retain on mainframe for duration of associated project, then delete routine information, print remainder and store with other records in accordance with approved retention schedules.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0582-173
TITLE	Master File - Abolished Classes
DESCRIPTION	Records documenting the existence and description of job classes that have since been abolished.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0585-173
TITLE	Pass-Fail List by Name
DESCRIPTION	Computer-generated records listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0586-173
TITLE	Payroll Transactions - Department of Administration Employees
DESCRIPTION	Records documenting any changes that affect an employees payroll status.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy. Active records were not surveyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0587-173
TITLE	Position Master Files
DESCRIPTION	Individual files containing documents that pertain to each specific job classification.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 15 years then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0588-173
TITLE	Pretest Results
DESCRIPTION	Computer files containing information from tests performed on civil service examinations to determine their effectiveness.
RETENTION	See Comments
COMMENTS	Retain in computer files until completion of associated study, then delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0589-173
TITLE	Provisional Employees in the Classified Service
DESCRIPTION	Records documenting the number of provisional employees in permanent position in the state.
RETENTION	See Comments
COMMENTS	These records are recommended for immediate destruction.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0591-173
TITLE	Skill Code Activity Database
DESCRIPTION	Computerized log of requests from agencies for the assignment or modification of skill codes for various state employee positions.
RETENTION	003 cldr yrs
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0592-173
TITLE	Skill Code Data Files
DESCRIPTION	Computer files containing information regarding personnel skill codes - used mainly for reference.
RETENTION	See Comments
COMMENTS	Review files semi-annually and delete all codes which have been discontinued for more than one year. This data is periodically published in personnel manuals.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0985-173
TITLE	Subject Files
DESCRIPTION	Variety of documents arranged by topic and used to conduct business.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0980-173
TITLE	Supervisor's Files
DESCRIPTION	Records used to document the activities of the individual, unit, project, and sections within the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0594-173
TITLE	Training and Experience Rating Form (Unassembled Exams)
DESCRIPTION	Forms containing the name of the potential employee, his/her social security number, examination name and number of the specific job, and the individual's score on the examination.
RETENTION	See Comments
COMMENTS	These are considered to be part of the application and are to be microfilmed with the application folder and retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0595-173
TITLE	Training Reference Materials
DESCRIPTION	Files containing memoranda, correspondence, and manuals concerning the training of employees.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planes Asst. Section

SERIES ID	0613-173
TITLE	Agency Files (Section)
DESCRIPTION	Files which are used to document interactions between agencies and Agency Services and Planned Assistance Section.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Agency Ser. & Planned Asst. Section

SERIES ID	0596-173
TITLE	Agency Classification Agreements
DESCRIPTION	Originals of formal agreements made between Personnel Services and certain agencies giving those agencies the authority to create and allocate positions according to the duties of the positions.
RETENTION	See Comments
COMMENTS	Retain all current contracts plus 2 prior contracts in the office, transfer all older contracts to off-site storage for 10 years, and then to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0597-173
TITLE	Agency Files - Agency Operations Section
DESCRIPTION	Records which document the interactions between the Agency Operations Section (this section is now disbanded) and other state agencies.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0598-173
TITLE	Agency Files (Unit)
DESCRIPTION	Unit records which document personnel management specialist's interactions with assigned agencies.
RETENTION	005 fisc yrs
COMMENTS	Retain in office for 2 fiscal years and 3 fiscal years in office storage, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0599-173
TITLE	Applicant File - Agency Operation Section
DESCRIPTION	Correspondence received from applicants already examined or interviewed for civil service positions.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0600-173
TITLE	Applications for Employment - Microfilmed Copy
DESCRIPTION	Microfilmed copy of completed, pre-printed forms used to record applications for employment.
RETENTION	004 cldr yrs
COMMENTS	Retain in office for 2 years and in off-site storage for 2 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0601-173
TITLE	Benchmark Position Description Files
DESCRIPTION	Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification
RETENTION	See Comments
COMMENTS	Retain in the office until no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0602-173
TITLE	Central Subject File for Agency Services and Planned Assistance Activities
DESCRIPTION	Records which are used to document the on-going activities of the Agency Services and Planned Assistance Section.
RETENTION	008 cldr yrs
COMMENTS	Retain in office files for 3 years and in off-site storage for 5 years, then transfer to state archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0603-173
TITLE	Classification and Organizational Studies
DESCRIPTION	Files documenting the organizational maintenance of the classification system.
RETENTION	See Comments
COMMENTS	Retain in the office for 1 year after the completion of the study then send to the central files for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0604-173
TITLE	Classification Contract Agreements
DESCRIPTION	Documents which consist of copies of contracts recording signed agreements between Personnel Services and other agencies having classification authority, and related monthly reports.
RETENTION	See Comments
COMMENTS	Retain contract copies in the office as long as they are current. Once contracts are outdated destroy them. The monthly reports that are included in these files are to be retained for the current fiscal yr. in the office, then destroyed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0605-173
TITLE	Exam Material Check Sheets
DESCRIPTION	Completed, pre-printed forms used to document persons taking exams as recorded by examination monitors.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0606-173
TITLE	Fish and Game Protector Assessment Files
DESCRIPTION	Documents pertain to the assessment of applicants for Fish and Game Protector positions.
RETENTION	004 cldr yrs
COMMENTS	Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0607-173
TITLE	Game Protector I Assessment Envelopes
DESCRIPTION	Documents used in assessing each of the applicants for the Game Protector I position.
RETENTION	004 cldr yrs
COMMENTS	Retain in office files for 2 years and office storage for 2 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0608-173
TITLE	Monitors Examination Record and Weekly Time Reports
DESCRIPTION	Computer-printed tally and check sheets for examination materials prepared by specific examination monitor at each of the specific examination sites. Weekly time reports records the hours worked.
RETENTION	006 months
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0609-173
TITLE	Personnel Series File
DESCRIPTION	Correspondence, studies and forms prepared by the Division of Personnel Services and agencies to reallocate agency personnel staff to the new personnel series.
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	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0610-173
TITLE	Position Descriptions
DESCRIPTION	Records which document the duties and responsibilities of positions and also describe the education and experience requirements for positions.
RETENTION	See Comments
COMMENTS	Retain in the office as long as the position exists. When the position is abolished, transfer the position description to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0611-173
TITLE	Subject Files - Agency Operations Section
DESCRIPTION	Records which document the activities of the Agency Operations Section this section is now disbanded) or joint section projects.
RETENTION	See Comments
COMMENTS	Retain in off-site storage until 1993.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0612-173
TITLE	Technical Files
DESCRIPTION	Current standards for evaluating unassembled exams for classified civil service jobs.
RETENTION	See Comments
COMMENTS	Retain current standards in the office updating each classification as needed. Dispose of the tech file for an exam when the class is abolished.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Benefits Section

SERIES ID	0959-173
TITLE	Alcohol and Controlled Substance Program Files
DESCRIPTION	Documents relating to policies and procedures established for drug and alcohol tests required by an applicant or employee for a Commercial Drivers License.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0960-173
TITLE	Alcohol and Controlled Substance Program Test Results
DESCRIPTION	Individual files relating to drug tests by an applicant to qualify for a commercial drivers license.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0961-173
TITLE	Consolidated Omnibus Reconciliation Act (COBRA) Course Files
DESCRIPTION	Documents relating to the COBRA courses offered to division staff.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the division's records room for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0974-173
TITLE	Drug Screening Program Files
DESCRIPTION	Contracts, reports, correspondence, training, problem resolution, technical assistance and research relating to the drug screening tests for designated classes of state employees.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)(30)
APPROVED	2018-04-19
K.A.R. NUMBER	53-2-199

SERIES ID	0964-173
TITLE	Group Health Carrier Files
DESCRIPTION	Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 8 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0963-173
TITLE	Insurance Grievance Forms
DESCRIPTION	Complaints, concerns, and grievances addressed to the section from employees regarding their personal group health insurance.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0935-173
TITLE	KanElect Enrollment Forms
DESCRIPTION	Form completed by state employees and used to enroll in the KanElect program.
RETENTION	007 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0936-173
TITLE	Shared Leave Files
DESCRIPTION	Documents relating to employees approved to receive shared leave.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 2 calendar years, transfer to the records room for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Compensation and Benefits Section

SERIES ID	0618-173
TITLE	Class History Card File - Current and Abolished
DESCRIPTION	Card file detailing the history of actions regarding specific classes.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0622-173
TITLE	Classification Studies Central Files
DESCRIPTION	Documents relating to any classification actions.
RETENTION	See Comments
COMMENTS	Retain current year plus 6 years of hard copy in the central files, then microfilm significant material and discard original documents. Transfer microfilm to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0624-173
TITLE	Comprehensive Classification and Job Rate Studies Files
DESCRIPTION	Documents relating to data collected during the ten year comprehensive study of state employee position classifications.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0625-173
TITLE	Consolidated Omnibus Budget Reconciliation Act (COBRA) Files
DESCRIPTION	Documents relating to COBRA courses offered to staff.
RETENTION	See Comments
COMMENTS	Retain in office storage for 2 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0626-173
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	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0627-173
TITLE	Current Classes Master Files
DESCRIPTION	Documents describing the scope and purpose of specific and current job classifications within the state system.
RETENTION	See Comments
COMMENTS	Retain in office until class is abolished, then retain according to Abolished Classes Master File.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0628-173
TITLE	Employee Advisory Committee Files
DESCRIPTION	Correspondence and other documents relating to the Employee Advisory Committee.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 3 years, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0630-173
TITLE	Group Health Insurance Carrier Files
DESCRIPTION	Correspondence and other documents relating to contracts for employee group health insurance.
RETENTION	010 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 8 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0632-173
TITLE	KanElect Enrollment Forms
DESCRIPTION	Form completed by state employees and used to enroll in the KanElect program.
RETENTION	007 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0633-173
TITLE	Minutes - Health Care Commission
DESCRIPTION	Proceedings of regular or special meetings of the Health Care Commission.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0636-173
TITLE	Technical Reference Files - Health Promotion
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	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 173-004
Department of Administration
Personnel Services
Director's Office

SERIES ID	0637-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interaction between the Director's Office and all state agencies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0946-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interaction between the Director's Office and all state agencies.
RETENTION	020 cldr yrs
COMMENTS	Retain in office 5 calendar years, transfer to the division's records room for 15 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0638-173
TITLE	Employee Personnel Files - Microfilm
DESCRIPTION	Micrographic records made of all documents on file for State of Kansas personnel hired before 1983.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0955-173
TITLE	Executive Orders and Directives
DESCRIPTION	Notebooks containing Executive Orders and Executive Directives issued by the Governor to state agencies regarding personnel issues.
RETENTION	030 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0956-173
TITLE	History Files
DESCRIPTION	Reports, manuals, etc. documenting the existence and history of the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0640-173
TITLE	Labor Relations Files
DESCRIPTION	Agency and subject files relating to labor relations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0642-173
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0643-173
TITLE	Old Files from the Directors Office
DESCRIPTION	Files containing correspondence notes, and memoranda which document the internal processes and external concerns of the Division of Personnel Services.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0957-173
TITLE	Personnel Policy Letters
DESCRIPTION	Letters and memoranda from the Governor, Secretary of Administration, and the director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION	020 cldr yrs
COMMENTS	Retain in office 20 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0644-173
TITLE	Personnel Policy Letters - Agencies
DESCRIPTION	Letters and memoranda from the Governor, Secretary of Administration, and the Director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0646-173
TITLE	SHaRP Implementation Files
DESCRIPTION	Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0647-173
TITLE	Subject Files - Director
DESCRIPTION	Documents relating to a variety of internal activities of the Personnel Services Director's Office.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0958-173
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to the interests of the Division of Personnel Services.
RETENTION	020 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Division of Personnel

SERIES ID	0648-173
TITLE	Notice of Position Classification and Position Inventories
DESCRIPTION	Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
DOA Personnel Office

SERIES ID	0649-173
TITLE	Active Employee Individual Files
DESCRIPTION	Records containing all relevant information and materials concerning employees currently employed by the state in the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain records in the active files until the employee resigns or is terminated, then transfer that file to the Resigned Employee Individual File.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0945-173
TITLE	Applicant Information in Response to Specific Vacancy File
DESCRIPTION	Copies of certified eligible lists, employment summaries, interview notes, postings, and recruitment advertisements, etc. relating to applicant responses for vacant positions.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0650-173
TITLE	Applicant Responses to Registers
DESCRIPTION	Records contain applicant responses to certified registers for civil service positions in the department. Also included are copies of certified registers, expired certified registers and list of eligible
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0993-173
TITLE	Application for Overtime Credit File
DESCRIPTION	Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0947-173
TITLE	Back-Up Information for Personnel Actions File
DESCRIPTION	Records providing documentation and back-up information used to trace the naturalization of a personnel action such as reallocation and terminations.
RETENTION	See Comments
COMMENTS	Once the personnel action is completely final, the file is purged at the discretion of the personnel office who disposes of material that is not needed and retains those documents of importance permanently in the office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1005-173
TITLE	Bargaining Unit Records
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and includes grievances filed in those units if the Labor Relations Section was involved in those grievances.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0652-173
TITLE	Copies of Supplementals
DESCRIPTION	Records documenting any exceptions to individual Department of Administration employees pay warrants. They also provide a paper trail to trace any changes that need to be made in warrant amounts.
RETENTION	current
COMMENTS	The Division of Accounts and Reports has the originals of these records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1007-173
TITLE	Dummy Warrant Registers
DESCRIPTION	Bi-weekly computer printouts providing dummies of warrants which are used to check any discrepancies before distributing them to state employees.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0654-173
TITLE	Employee Roster Cards
DESCRIPTION	Files containing one card for each employee, currently employed or resigned, and classified or unclassified. Cards provide a summary of each employees state service.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0655-173
TITLE	Examination Monitors Weekly Time Sheets and Check Sheets
DESCRIPTION	Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site.
RETENTION	004 cldr yrs
COMMENTS	Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1008-173
TITLE	Layoff Folders
DESCRIPTION	Records documenting layoffs within specific sections or divisions of the Department of Administration.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0656-173
TITLE	Leave Record Cards
DESCRIPTION	Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0657-173
TITLE	Leave Slips
DESCRIPTION	Records document the specific dates and number of hours that a particular employee takes leave.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1009-173
TITLE	Master File #1 - Promotional
DESCRIPTION	Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1010-173
TITLE	Meet and Confer Files
DESCRIPTION	Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1011-173
TITLE	Payroll Transactions File
DESCRIPTION	Records documenting any changes that affect a Department of Administration employee's status.
RETENTION	See Comments
COMMENTS	Transfer to individual personnel file and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0658-173
TITLE	Position Descriptions - Department of Administration
DESCRIPTION	Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0997-173
TITLE	Public Relations Board Files
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units.
RETENTION	Permanent
COMMENTS	Retain in agency permanently or transfer to the archives.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0659-173
TITLE	Resigned Employee Individual Files
DESCRIPTION	Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service.
RETENTION	See Comments
COMMENTS	Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0660-173
TITLE	Rules and Regulations Booklets
DESCRIPTION	These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain permanently in office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1006-173
TITLE	Supplemental Pay Warrants
DESCRIPTION	Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0661-173
TITLE	Weekly Time Reports or Time Sheets and Employee Leave Reports
DESCRIPTION	Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Human Resource Mgmt and Diversity

SERIES ID	0662-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interactions between agencies and the Human Resource Management and Diversity Section.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0665-173
TITLE	Answer Sheets
DESCRIPTION	Completed answer sheets submitted by applicants at the examination centers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0666-173
TITLE	Applications for Employment - Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0667-173
TITLE	Certified Register of Eligibility
DESCRIPTION	Register listing persons who have met the required score on the application examination to be eligible for the position specified.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0668-173
TITLE	Conditional Appointments
DESCRIPTION	Records documenting appointment of conditional employees.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0670-173
TITLE	Correspondence - Routine - Applicant Examination Unit
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	Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0671-173
TITLE	Delegated Authorities Agreements
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resource functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0672-173
TITLE	Drug Screening Program - Test Results
DESCRIPTION	Individual files relating to the drug tests for an applicant or employee.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0674-173
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0675-173
TITLE	Job Analysis Questionnaire Data
DESCRIPTION	Computer data compiled from a survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of particular study, then delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0676-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0677-173
TITLE	Layoff and Re-employment Lists
DESCRIPTION	Documents relating to DA235 layoff cards and lists regarding persons laid off from state service.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 3 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0678-173
TITLE	Non-Competitive Promotion Examination Log Sheet
DESCRIPTION	KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0680-173
TITLE	Pass-Fail by Name List
DESCRIPTION	KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0681-173
TITLE	Requests for Selective Certification Registers
DESCRIPTION	Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0682-173
TITLE	SHaRP Transaction Files - Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0684-173
TITLE	Subject File - Human Resource Management and Diversity Section
DESCRIPTION	Documents relating to the various activities of the Human Resource Management and Diversity Section.
RETENTION	008 cldr yrs
COMMENTS	Retain in office for 3 years, transfer to the records center for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0685-173
TITLE	Technical Files
DESCRIPTION	Documents relating to current standards for evaluating unassembled exams for classified civil service jobs.
RETENTION	See Comments
COMMENTS	Retain current standards in the office updating each classification as needed. Dispose of the technical file for an exam when the class is abolished.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0688-173
TITLE	Unclassified Position Files
DESCRIPTION	Records documenting unclassified positions appointed by the Governor.
RETENTION	See Comments
COMMENTS	Retain in file for the duration of the current administration plus 2 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0689-173
TITLE	Validation Study Reports
DESCRIPTION	Records documenting the validation of selection instruments.
RETENTION	See Comments
COMMENTS	Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 173-004
Department of Administration
Personnel Services
Information Services

SERIES ID	1055-173
TITLE	Agency Visits Files
DESCRIPTION	Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1056-173
TITLE	Benchmark Position Description Files
DESCRIPTION	Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1057-173
TITLE	Central Subject Files - Agency Services and Planned Assistance
DESCRIPTION	Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1058-173
TITLE	Classification Guidelines
DESCRIPTION	Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1059-173
TITLE	Delegated Authorities Agreements File
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resources functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1060-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 6 calendar years, then destroy. Transfer employee records to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1061-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION	065 cldr yrs
COMMENTS	Transfer to the records center for 65 calendar years, 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	1062-173
TITLE	Layoff Actions File
DESCRIPTION	Documents relating to state employees laid off from state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1063-173
TITLE	SHaRP Computer System Employee Length of Service Data
DESCRIPTION	Record listing the months and days of total time an individual state employee worked for the state of Kansas.
RETENTION	065 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1064-173
TITLE	SHaRP Computer System Employee Performance Data
DESCRIPTION	Information gathered from an individual state employee's performance evaluations.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1065-173
TITLE	SHaRP Computer System Employee Personal Data
DESCRIPTION	Data reflecting personal information gathered on an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1066-173
TITLE	SHaRP Computer System Employee Position Related Data
DESCRIPTION	Information gathered on an individual state employee's position attributes.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1067-173
TITLE	SHaRP Computer System Employee Termination and Leave Data
DESCRIPTION	Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Employee Work History Data
DESCRIPTION	Information gathered on the attributes of positions held by an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Implementation Files
DESCRIPTION	Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP).
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1070-173
TITLE	SHaRP Computer System Set-Up Tables and Related Information Files
DESCRIPTION	Documentation used to set the system table for the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1071-173
TITLE	SHaRP Computer System State Employee Leave Accrual Data
DESCRIPTION	Data maintained on an individual state employee's leave accrual.
RETENTION	005 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1072-173
TITLE	SHaRP Computer System State Employee Workers Compensation Data
DESCRIPTION	Information maintained on workers' compensation hours and dollar amounts paid to state employees.
RETENTION	Permanent
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1073-173
TITLE	SHaRP Computer System Transaction Files
DESCRIPTION	Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

Agency Number: 173-004
Department of Administration
Personnel Services
KIPPS Section

SERIES ID	0690-173
TITLE	Conditional Appointments - Agencies w/o KIPPS Terminals and Printers
DESCRIPTION	These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment.
RETENTION	005 cldr yrs
COMMENTS	Retain at off site storage for 4 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0691-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0692-173
TITLE	KIPPS Run Writer's Files
DESCRIPTION	Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs.
RETENTION	See Comments
COMMENTS	These records are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0693-173
TITLE	KIPPS System Access Files
DESCRIPTION	Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database.
RETENTION	See Comments
COMMENTS	Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0694-173
TITLE	KIPPS Transaction Files, Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0695-173
TITLE	Layoff and Reemployment Lists for All Agencies
DESCRIPTION	Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies.
RETENTION	006 cldr yrs
COMMENTS	Retain for 3 years in office files and 3 years at off-site storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0696-173
TITLE	Maintenance Requests
DESCRIPTION	Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0697-173
TITLE	Requests for Registers - Selective Certification
DESCRIPTION	Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION	3.5 cldr yrs
COMMENTS	Retain at off-site storage for 3 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Learning Services & Orgz Wellness

SERIES ID	0984-173
TITLE	Employee Suggestion and Service Award Files
DESCRIPTION	Records documenting approved and non-adopted suggestions for service awards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Legal and Labor Relations Section

SERIES ID	0943-173
TITLE	State Self-Insurance Fund Attorney Files
DESCRIPTION	Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0937-173
TITLE	State Self-Insurance Fund Contract Attorneys Billing Files
DESCRIPTION	Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0707-173
TITLE	Workers Compensation (KDHR) Legal Files
DESCRIPTION	Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0934-173
TITLE	Workers Compensation Legal Files
DESCRIPTION	Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(3),(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Management Services Section

SERIES ID	0983-173
TITLE	Annual Report Database
DESCRIPTION	Computer files used to manipulate data and produce documents for the production and publication of the division's annual report.
RETENTION	See Comments
COMMENTS	Retain electronic records until the annual report has been prepared, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0976-173
TITLE	Awards File
DESCRIPTION	Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0962-173
TITLE	Civil Service Board Files
DESCRIPTION	Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0992-173
TITLE	Civil Service Board Memo File
DESCRIPTION	Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0991-173
TITLE	General Surveys
DESCRIPTION	Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0990-173
TITLE	Historical Records of the Civil Service Act
DESCRIPTION	Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer immediately to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0989-173
TITLE	Legislative Research and Information Files
DESCRIPTION	Research compiled for Senate and House bills which may have an impact on agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0988-173
TITLE	Minutes and Orders - Civil Service Board
DESCRIPTION	Original minutes and orders recording the actions of the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0987-173
TITLE	Performance Review System Development Files
DESCRIPTION	Records documenting team meetings, research, and presentation materials compiled by the section.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0986-173
TITLE	Personnel Rules and Regulations File
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0975-173
TITLE	Research and Development Generated Management Reports
DESCRIPTION	Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0995-173
TITLE	SHaRP Regulation and Revision History Files
DESCRIPTION	Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Management Staff Services Section

SERIES ID	0708-173
TITLE	Adverse Actions File
DESCRIPTION	Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay.
RETENTION	120 days
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0713-173
TITLE	Computer Maintenance Data
DESCRIPTION	Expenditure and telecommunication service requests made for the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-114

SERIES ID	0714-173
TITLE	Computer System Documentation - KIPPS
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0717-173
TITLE	Historical Rules and Regulations File
DESCRIPTION	Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. This is the only complete set.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0718-173
TITLE	Kansas Quality Management (KQM) Files
DESCRIPTION	Variety of documents relating to the planning and implementation of KQM for the agency.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to storage facility for 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0719-173
TITLE	KIPPS Extract Files
DESCRIPTION	Documents and computer data containing ad hoc reports.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0720-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Transfer to storage facility for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0722-173
TITLE	Legislative Research and Information
DESCRIPTION	Research and data obtained for Senate and House bills which may have an impact on agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0725-173
TITLE	Personnel Regulations
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0726-173
TITLE	Personnel Regulations Research - General
DESCRIPTION	Background information gathered for development of personnel regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0727-173
TITLE	Public Hearing Files
DESCRIPTION	Meeting notes and comments from public hearings on regulation changes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0728-173
TITLE	SHaRP Regulation Revision History Files
DESCRIPTION	Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0729-173
TITLE	SHaRP Set-up Tables and Information
DESCRIPTION	Documentation used to set up system table for the SHaRP system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0730-173
TITLE	Subject Files - Human Resource Development Unit
DESCRIPTION	Variety of documents relating to the activities of the Human Resource Development unit.
RETENTION	See Comments
COMMENTS	Retain in unit 1 year, transfer to the central files for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0731-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit
DESCRIPTION	Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0732-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager
DESCRIPTION	Variety of documents relating to the interests and operation of the unit.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 173-004
Department of Administration
Personnel Services
Program and Policy Development Sec.

SERIES ID	0737-173
TITLE	Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information
DESCRIPTION	Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants.
RETENTION	See Comments
COMMENTS	Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0738-173
TITLE	Local Health Officers Cards
DESCRIPTION	Nature and purpose of these records is unknown.
RETENTION	See Comments
COMMENTS	These records are no longer active and are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0739-173
TITLE	Overtime Pay Code File
DESCRIPTION	Records documenting changes in overtime status of various classes and positions.
RETENTION	See Comments
COMMENTS	Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0740-173
TITLE	Program and Policy Development Correspondence File
DESCRIPTION	Routine correspondence file for the program and policy development section.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0741-173
TITLE	Research and Development Generated Management Reports - Div. of Personnel Service
DESCRIPTION	Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force.
RETENTION	See Comments
COMMENTS	Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0742-173
TITLE	Supervisors' Files
DESCRIPTION	Records which are used to document the activities of the Training Development and Coordination section.
RETENTION	See Comments
COMMENTS	After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0743-173
TITLE	Test Exchange Agreement File
DESCRIPTION	Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned.
RETENTION	See Comments
COMMENTS	Retain in the office for as long as the agreement is in effect, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Recruitment Section

SERIES ID	0744-173
TITLE	Correspondence - Routine
DESCRIPTION	Records documenting interaction between the recruitment section and applicants for employment in the state system.
RETENTION	002 cldr yrs
COMMENTS	Supersedes general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0746-173
TITLE	Service Award Files
DESCRIPTION	Files documenting approved and disapproved suggestions for service awards.
RETENTION	011 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
State Self Insurance Fund

SERIES ID	0999-173
TITLE	Accident Only Files - Closed
DESCRIPTION	Records documenting accidents reported by state employees that do not result in a self-insurance fund claim.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1000-173
TITLE	Attorney's Files
DESCRIPTION	Records documenting claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1012-173
TITLE	Closed Accident Only/Medical/Only of Time Files
DESCRIPTION	Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored.
RETENTION	See Comments
COMMENTS	Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1003-173
TITLE	State Employee Workers' Compensation Investigative Claim Files
DESCRIPTION	Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0994-173
TITLE	State Employee Workers' Compensation Legal Claim Files
DESCRIPTION	Documents relating to workers' compensation claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID	0979-173
TITLE	Abolished Classes Master File
DESCRIPTION	Documents recording the existence and description of abolished job classes.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0978-173
TITLE	Abolished Classes - Microfilm
DESCRIPTION	Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0966-173
TITLE	Applicant Registration Process File
DESCRIPTION	Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0954-173
TITLE	Applications for Employment - Electronic Copy
DESCRIPTION	Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0977-173
TITLE	Applications for Employment - Skills Registration Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	See Comments
COMMENTS	Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0967-173
TITLE	Assessment Center Materials - Kansas Highway Patrol
DESCRIPTION	Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0968-173
TITLE	Central States Compensation Association Files
DESCRIPTION	Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states.
RETENTION	050 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0969-173
TITLE	Certified Candidate Pools
DESCRIPTION	Records listing individuals eligible for a particular vacant position.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0970-173
TITLE	Classification and Job Rate Studies
DESCRIPTION	Consultant reports and other documentation compiled for the on-going process of classification and job rate studies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0971-173
TITLE	Class Specifications File
DESCRIPTION	Documents relating to current class specifications for all Kansas Civil Service classifications.
RETENTION	See Comments
COMMENTS	Retain most current version of specifications in the office, destroy outdated versions as specifications are revised.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0972-173
TITLE	Class Specifications Revision File
DESCRIPTION	Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications.
RETENTION	See Comments
COMMENTS	Retain in office as long as the classification is in existence, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0944-173
TITLE	Clerical Study Questionnaire
DESCRIPTION	Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature.
RETENTION	004 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0965-173
TITLE	Constituent Files
DESCRIPTION	Correspondence received from applicants regarding state civil service employment.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0973-173
TITLE	Current and Abolished Class History Card File
DESCRIPTION	Cards which are used to maintain an ongoing history of actions regarding specific classes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0948-173
TITLE	Current Classes - Microfilm
DESCRIPTION	Current and previous microfilm editions of job classifications in the Kansas Civil Service.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0949-173
TITLE	Fair Labor Standards Act File
DESCRIPTION	Records documenting changes in the overtime status of various classes.
RETENTION	See Comments
COMMENTS	Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0950-173
TITLE	General Survey Files
DESCRIPTION	Retention and other surveys of a general nature conducted on state employees and/or state agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0951-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0952-173
TITLE	Notice of Vacancy Report File
DESCRIPTION	Weekly reports listing external and internal vacancies available within the state civil service system.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0942-173
TITLE	Re-employment Actions File
DESCRIPTION	Documents relating to re-employment actions of state employees laid off from the state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0981-173
TITLE	Resume File
DESCRIPTION	Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0996-173
TITLE	Salary Survey Files
DESCRIPTION	Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1001-173
TITLE	Skills Development File
DESCRIPTION	Documents relating to the skills selection process including skills inventories and updates.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0998-173
TITLE	Training and Experience Rating Form
DESCRIPTION	Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1002-173
TITLE	Workforce Report
DESCRIPTION	Annual workforce reports on statewide data and general or specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129