Kansas Records Retention Schedules

Results of Query:

Agency Code: 379 (Emporia State University. )

Page 2 of 2 showing 62 records of 162 total, starting on record 101
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Agency Number: 379-001
Emporia State University
Printing Services

SERIES ID	0134-379
TITLE	Departmental Printing Requisition
DESCRIPTION	Forms used by all departmental offices to order printing goods and services.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0135-379
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0136-379
TITLE	General Printing Log Record Book
DESCRIPTION	Book recording each printing job by numerical listing.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0137-379
TITLE	Negatives File
DESCRIPTION	Negatives and related documents regarding printing jobs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Includes both electronic and paper formats.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0138-379
TITLE	Printing Job Ticket Jacket
DESCRIPTION	Internal document with occasional artwork and negatives listing all aspects of a particular printing job or project and maintained for the convenience of reference.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Registration

SERIES ID	0139-379
TITLE	Academic Action Authorization
DESCRIPTION	Correspondence and related materials concerning students placed on or removed from probation and students who are required to withdraw for academic reasons.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6); KSA 45-221(a)(30)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Administrative Withdrawal Forms
DESCRIPTION	Form used by an instructor or member of University Administration to withdraw a student from class for non-attendance, disciplinary measures, or other administrative reasons.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0140-379
TITLE	Admission Credentials - Enrolled & Past Students
DESCRIPTION	Admission applications, test scores, transcripts and other materials required for admission. These files are for current or past students.
RETENTION	See Comments
COMMENTS	Retain in office for 5 calendar years after date of graduation or of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6); KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0141-379
TITLE	Admission Credentials - Prospective Students
DESCRIPTION	Applications, transcripts and ACT scores for students who applied for admission but did not attend.
RETENTION	See Comments
COMMENTS	Retain in office for 2 calendar years following initial application. If student attends then immediately transfer to "Admission Credentials - Enrolled & Past Students" series, otherwise destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6); KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0142-379
TITLE	Advanced Placement Records
DESCRIPTION	Correspondence and examination scores pertaining to advanced student placement.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after student's graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6); KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0143-379
TITLE	Application for Graduation
DESCRIPTION	Application submitted by prospective graduate several months prior to graduation, resulting in an administrative check of student records to confirm that the student is eligible for graduation.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year after date of graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA - Individual student has authority to restrict access.
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0144-379
TITLE	Application for Readmission
DESCRIPTION	Form required to update student information when there is a break in attendance and student requests readmission.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA - Individual student may restrict access.
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0145-379
TITLE	Change of Grade Forms
DESCRIPTION	Forms completed by instructor to change a course grade.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0146-379
TITLE	Change of Registration Forms
DESCRIPTION	Student requests to drop, add, or withdraw from a class, including last day of attendance forms reporting students who never attended or cease attending classes.
RETENTION	001 cldr yr
COMMENTS	Retain in office 1 calendar year after student's graduation or date of last attendance at the university, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Restricted under Federal Educational Rights & Privacy Act.
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0147-379
TITLE	Class Schedule - Students
DESCRIPTION	Class schedule generated each semester for each student.
RETENTION	See Comments
COMMENTS	Retain in office 1 academic year after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0148-379
TITLE	Commencement Programs
DESCRIPTION	Programs distributed at graduation ceremonies.
RETENTION	See Comments
COMMENTS	Provide university archives with 1 copy at time of graduation. Destroy remainder when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0149-379
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	001 cldr yr
COMMENTS	Retain in office 1 calendar year or until no longer useful, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0150-379
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matter handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then destroy. Note there is a separate series for correspondence relating to student issues, "Correspondence - Student Related."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0155-379
TITLE	Correspondence - Student Related
DESCRIPTION	Incoming and outgoing letters and memoranda which relate to student records issues, such as academic status, graduation, registration, etc.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after date of graduation or date of last attendance, then destroy. Note that this is not considered part of the series, "Correspondence - Routine."
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(6); KSA 45-221(a)(9); FERPA
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0152-379
TITLE	Course Audit Permission Forms
DESCRIPTION	Authorization form used to audit a course.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0153-379
TITLE	Curriculum Change Authorization
DESCRIPTION	Form documenting change of a student's academic minor, major, or emphasis.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years after date of graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0154-379
TITLE	Degree Statistics
DESCRIPTION	Summary statement generated each semester, providing information by major, by race and by degree, for purposes of satisfying Federal reporting and statistical requirements.
RETENTION	See Comments
COMMENTS	Retain information for 5 academic years, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Enrollment Form
DESCRIPTION	Form used to enroll each semester, signed by student and advisor to ensure that prerequisites or other qualifications have been met and includes non-traditional students and workshop attendees.
RETENTION	See Comments
COMMENTS	Retain in office 2 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0155-379
TITLE	Enrollment Statistics - Required Reports
DESCRIPTION	Enrollment statistics including E5 report, supplemental report, and academic majors reports, required by Federal or State law, containing statistical summaries of various enrollment demographics.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Enrollment Statistics - Work Papers
DESCRIPTION	Various demographic reports compiled each semester concerning student enrollment, particularly head count and credit hours, and used in compiling Enrollment Statistics - Required Reports.
RETENTION	005 acad yrs
COMMENTS	Retain for 5 academic years, then destroy. Some reports may contain personally identifiable information and would be restricted as noted below.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(24); FERPA
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0156-379
TITLE	Enrollment Verification
DESCRIPTION	Standard form sent upon an official's or student's request to verify a student's enrollment status for a specific semester.
RETENTION	005 acad yrs
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	FERPA - Individual student has option to restrict access.
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0157-379
TITLE	Family Rights and Privacy Act Documents
DESCRIPTION	Requests for Personally Identifiable Information, Requests for Formal Hearing, Written Decisions of Hearing Panel, Student's Written Consent for Records Disclosure, Waiver for Rights of Access.
RETENTION	See Comments
COMMENTS	Retain in office for life of affected record, then destroy. Generated in compliance with and to fulfill requirements of FERPA.
DISPOSITION	Destroy
RESTRICTIONS	FERPA
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Fee Assessment Forms
DESCRIPTION	Individualized form informing the student of tuition and fee charges.
RETENTION	005 acad yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Grade Reports
DESCRIPTION	Report of individual student's grades for the semester consolidated from Grade Rosters.
RETENTION	005 acad yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Grade Rosters
DESCRIPTION	Original grades submitted by instructors to the registrar, arranged by course, and used in producing Grade Reports.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the university archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Grade Statistics
DESCRIPTION	Statistics compiled on the number of grades awarded at a certain level for various demographic groups, arranged by course and section for each semester.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the university archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Graduation Lists
DESCRIPTION	List of graduates by semester, degree and major.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the university archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Hold Request Form
DESCRIPTION	Form sent by university departments or office requesting placement of a hold on a student's transcript or restriction of a student's ability to register for classes.
RETENTION	See Comments
COMMENTS	Retain indefinitely until hold is removed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Pass/No Credit Requests
DESCRIPTION	Form completed by the 10th day of the semester for pass/no credit in a course.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Publications
DESCRIPTION	Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform a constituency about the activities of the agency.
RETENTION	See Comments
COMMENTS	Transfer 1 copy to university archives for permanent retention. Destroy remainder when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Racial/Ethnic Statistics
DESCRIPTION	Enrollment and graduation statistics concerning race, ethnicity, and gender by majors, compiled each semester, as required under Federal guidelines.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Residency Documents
DESCRIPTION	Applications and supporting documents used to determine a student's eligibilty for status as a Kansas resident.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Static Change Form
DESCRIPTION	Form used to file a formal notice of change of name or other personal information which generally is constant and unchanging, unlike addresses or more fluid information.
RETENTION	005 acad yrs
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Student Request for Non-Disclosure
DESCRIPTION	Form submitted by student and required under Federal guidelines (FERPA) to restrict information appearing about the student in the university directory.
RETENTION	001 acad yr
COMMENTS	Retain in office 1 academic year from submission date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Federal Educational Rights and Privacy Act (FERPA)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Teacher Certification Forms
DESCRIPTION	Form showing in what areas a student in the Education Department is certified to teach.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy. After student graduates, certification status appears on student's transcript.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Transcript Requests
DESCRIPTION	Form used to request a copy of an academic transcript.
RETENTION	See Comments
COMMENTS	Retain in office 1 calendar year after date of request, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9); FERPA
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0158-379
TITLE	Transcripts
DESCRIPTION	Transcripts of courses taken by students at Emporia State University and grades earned.
RETENTION	Permanent
COMMENTS	Retain in office permanently.
DISPOSITION	See Comments
RESTRICTIONS	Restricted under Federal Educational Rights & Privacy Act.
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	Transfer Credit Evaluation Form
DESCRIPTION	Form used to determine ESU's equivalents of courses taken elsewhere and used for determining transfer credits.
RETENTION	See Comments
COMMENTS	Retain in office 5 academic years after graduation or date of last attendance, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID
TITLE	University Withdrawal Form
DESCRIPTION	Form used when a student wishes to withdraw from matriculation at the University, ensuring that all outstanding student accounts and related business or academic matters have been resolved.
RETENTION	See Comments
COMMENTS	Retain in office 2 academic years after student withdraws from University, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

Agency Number: 379-001
Emporia State University
Residential Life

SERIES ID	0159-379
TITLE	Student Housing Contracts
DESCRIPTION	Residence Halls and Emporia State apartment contracts, signed by students for housing arrangements.
RETENTION	See Comments
COMMENTS	Outstanding debts are maintained until released by Business Office. If no outstanding debts, retain in office for 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Student Organizations/Activities

SERIES ID	0160-379
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0161-379
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
Sunflower Office

SERIES ID	0162-379
TITLE	Photographs, Programs, Related Ephemera
DESCRIPTION	Photos, programs, etc. relating to events at ESU and used in the yearbook.
RETENTION	001 acad yr
COMMENTS	All photos and other items in this series are transferred to the special collections section of White Library when the yearbook returns from the publisher.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

Agency Number: 379-001
Emporia State University
University Relations
University Photography

SERIES ID	0163-379
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Ledgers - General, Vouchers and Requisitions - Purchase, Vendor Files, Bid Records, and Purchasing Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0164-379
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA form 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0165-379
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0166-379
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0167-379
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0168-379
TITLE	Mailing Lists
DESCRIPTION	Lists of names and addresses to whom mail is regularly sent.
RETENTION	See Comments
COMMENTS	Retain until updated, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 21-3914
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0169-379
TITLE	Photographic and Video Materials
DESCRIPTION	Photo-prints, negatives, slides, films and videotapes.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0170-379
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

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

SERIES ID	0172-379
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0173-379
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgets, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0174-379
TITLE	Schedules - Office Activities
DESCRIPTION	Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc.
RETENTION	See Comments
COMMENTS	Retain until no logner useful, then desroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0175-379
TITLE	Scrapbooks and Albums
DESCRIPTION	Collection of miscellaneous documents and ephemera regarding agency activities.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to university archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0176-379
TITLE	Work Orders and Logs
DESCRIPTION	Internal documents used to request and record requests for the performance of maintenance or other services.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

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