Kansas Records Retention Schedules
Results of Query:
Agency Code: 521 (Department of Corrections)
Page 3 of 4 showing 100 records of 372 total,
starting on record 201
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4 See all records on one page
Agency Number: 521-010
Department of Corrections
All Facilities
SERIES ID |
0137-521 |
TITLE |
Inmate Behavior Record |
DESCRIPTION |
Documents concerning observations of the behavior and attitudes of individual inmates, maintained for security reasons. |
RETENTION |
See Comments |
COMMENTS |
Retain for inmate's tenure at facility, then place in respective "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0106-521 |
TITLE |
Inmate Benefit Records |
DESCRIPTION |
Documents of inmate luxuries purchased from canteen profits: purchase request, invoices, etc. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0260-521 |
TITLE |
Inmate Classification Records |
DESCRIPTION |
Documents relating to the determination of and calculation of inmate classification levels. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then transfer with inmate file. Destroy duplicate copies when no longer useful. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0098-521 |
TITLE |
Inmate Classification Records - Requests for Exceptions |
DESCRIPTION |
Penal institution unit teams requests for exceptions to inmates assigned security levels: correspondence, special classification review, custody classification, etc. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0461-521 |
TITLE |
Inmate Clearance Records |
DESCRIPTION |
Documents regarding inmate clearance forms and all supporting documentation. |
RETENTION |
005 cldr yrs |
COMMENTS |
Duplicate copies may be destroyed whenever no longer useful. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0410-521 |
TITLE |
Inmate Clothing Records |
DESCRIPTION |
Documents related to the purchase, care, issuance, and inventory of inmate clothing. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0367-521 |
TITLE |
Inmate Counseling Participation Files |
DESCRIPTION |
Documents of individual's participation in various counseling programs: inmate name, kind of counseling, date of assignment/removal, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate completes counseling program, then merge with "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0255-521 |
TITLE |
Inmate Counseling Records |
DESCRIPTION |
Documents related to inmate counseling sessions: notes, testing results, reports, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain for inmate's tenure at the facility, then merge with "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0176-521 |
TITLE |
Inmate Counselor Caseload Lists |
DESCRIPTION |
Documents of counselor inmate caseload assignment. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
2013-04-11
|
K.A.R. NUMBER |
53-2-176 |
SERIES ID |
0133-521 |
TITLE |
Inmate Count Records |
DESCRIPTION |
Inmate head counts taken throughout each shift. |
RETENTION |
006 months |
COMMENTS |
Duplicate copies may be destroyed whenever no longer useful. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2012-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0153-521 |
TITLE |
Inmate Delinquent Security Classification Printout Records |
DESCRIPTION |
Documents listing the inmates with delinquent security classification: next review date, current parole eligibility, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0233-521 |
TITLE |
Inmate Dental Appointment Book |
DESCRIPTION |
Internal forms and calendars used to schedule inmate dental appointments. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0404-521 |
TITLE |
Inmate Diet Records - Special |
DESCRIPTION |
Documents related to inmates who need or request special diets. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then place in respective "Inmate Medical File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0171-521 |
TITLE |
Inmate Drug Test Records |
DESCRIPTION |
Documents detailing the testing of individual inmate's urine samples for the presence of drugs. |
RETENTION |
See Comments |
COMMENTS |
Retain for inmate's tenure at facility, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0351-521 |
TITLE |
Inmate Education College Class Schedules |
DESCRIPTION |
Schedules of classes given each semester. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0352-521 |
TITLE |
Inmate Education - Diplomas |
DESCRIPTION |
Photocopies of inmate GED diplomas--originals are given to the inmates. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves the facility, then merge with "Inmate Education File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0305-521 |
TITLE |
Inmate Education Files |
DESCRIPTION |
Questionnaires, progress reviews, class hours, profile sheets, etc. relating to the performance and progress of individual inmate enrolled in the various education programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves the corrections system plus 5 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & KSA 45-221(a)(29) |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0117-521 |
TITLE |
Inmate Education Program Classroom Attendance Records |
DESCRIPTION |
Documents of inmates daily and monthly attendance in education programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate either completes the educational training program or leaves the facility, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0124-521 |
TITLE |
Inmate Education Program Enrollment Log |
DESCRIPTION |
Log indicating each inmate's status within the education program at the facility: enrollment date, completion date, drop-outs, name, inmate number, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0353-521 |
TITLE |
Inmate Education Program Enrollment Management Computer Reports |
DESCRIPTION |
Computer lists regarding current enrollment and waiting lists for those wishing to participate in programs and also those who have withdrawn. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0354-521 |
TITLE |
Inmate Education Program Evaluation Reports |
DESCRIPTION |
Computer report of summary statistics regarding education programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0259-521 |
TITLE |
Inmate Education Program General Classroom Report Records |
DESCRIPTION |
Documents related to general daily operation of educational programs. |
RETENTION |
003 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0355-521 |
TITLE |
Inmate Education Testing Files |
DESCRIPTION |
Listings of inmate scores on GED, SAT and other standard educational tests - somewhat duplicative of inmate educational files. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0377-521 |
TITLE |
Inmate Education - Vocational Training Program Administrative Records |
DESCRIPTION |
Documents relating to routine administrative activities: student drops, enrollment forms, correspondence, transfers, terminations, reports, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0379-521 |
TITLE |
Inmate Education - Vocational Training Waiting List |
DESCRIPTION |
A listing of inmates waiting to participate in a vocational program. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0418-521 |
TITLE |
Inmate Evaluation Drafts |
DESCRIPTION |
Drafts of inmate evaluations. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded by final draft, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0518-521 |
TITLE |
Inmate Files |
DESCRIPTION |
Primary documentation regarding individuals incarcerated with or supervised by Kansas Department of Corrections. |
RETENTION |
See Comments |
COMMENTS |
Retain the entire paper file and imaged documents for 3 years after expiration of sentence. Purge both paper files and imaged documents retaining only the following documents either in paper or electronic format for 27 years after purging: Admission Data Sheet (Face Sheet), All Court Documents; Finger Print card; Photo; PSI Report; Affidavit of Common-Law Marriage, Death Certificate, Parole Certificate, Obituary, Discharge Certificate. Transfer paper medical and mental health file to the repository and retain for 10 years, then destroy. Data stored offline should be refreshed periodically to ensure data integrity.
Some information from the Inmate File is kept permanently in Public Kansas Adult Supervised Population Electronic Repository (KASPER). |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
SERIES ID |
0157-521 |
TITLE |
Inmate Files - Unit Team |
DESCRIPTION |
Copies of primary file of records relating to individual inmates during incarceration and parole. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves penal system, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0174-521 |
TITLE |
Inmate Furlough Records |
DESCRIPTION |
Documents relating to inmate furlough applications: pre-furlough investigation, furlough narratives, order of furlough, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate departs facility, then place original copies of furlough material in the inmate file - destroy duplicates when no longer useful. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0238-521 |
TITLE |
Inmate Good Time Cards |
DESCRIPTION |
Cards used to post "good time" for individual inmates, cell location, and disciplinary actions. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves penal system, then transfer to appropriate inmate file. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0376-521 |
TITLE |
Inmate Grievance Files - Facilities |
DESCRIPTION |
Correspondence, reports, and supporting documentation relating to grievances and complaints filed by inmates against the Department of Corrections. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after case is closed, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & KSA 45-221(a)(29 |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0147-521 |
TITLE |
Inmate Incident Report Records |
DESCRIPTION |
Documents related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until case is closed plus 6 months, then place original in "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0247-521 |
TITLE |
Inmate Information Cards - Security |
DESCRIPTION |
Cards listing abstracted information on individual inmates - used for security reference. Includes Escape Cards, Control Cards, and Identification Cards. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then destroy when no longer useful. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0258-521 |
TITLE |
Inmate Information Data Sheets |
DESCRIPTION |
Abstracted record of individual inmate incarceration and parole information. |
RETENTION |
See Comments |
COMMENTS |
Retain in conjunction with "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0419-521 |
TITLE |
Inmate Interview and Check-Out Sheet Log |
DESCRIPTION |
Documents indicating inmate interviews with professional staff and those non-state professionals: inmate location, person interviewing, in/out time, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0346-521 |
TITLE |
Inmate Ledgers |
DESCRIPTION |
Abstracted record of individual inmate incarceration and parole information. |
RETENTION |
See Comments |
COMMENTS |
Retain in conjunction with "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0331-521 |
TITLE |
Inmate Legal Files |
DESCRIPTION |
Documents relating to individual inmate's legal concerns and problems. |
RETENTION |
See Comments |
COMMENTS |
Retain until case is closed, then merge original copies with individual "Inmate Files" - destroy duplicate copies. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0155-521 |
TITLE |
Inmate Location Master Listing |
DESCRIPTION |
A list identifying the whereabouts of inmates in the Department of Corrections. |
RETENTION |
002 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0329-521 |
TITLE |
Inmate Location Records |
DESCRIPTION |
Brief record of inmate whereabouts within the Corrections system. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves penal system, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0531-521 |
TITLE |
Inmate mail records |
DESCRIPTION |
Includes opened inmate mail lists, inmate mail review log books, postage stamp issuance logs, legal mail logs, and other related materials regarding contraband, censored material, confiscation of material, and the general handling and control of mail sent to and received by inmates. |
RETENTION |
003 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per K.S.A 45-221(a)(10), K.S.A. 45-221(a)(12), K.S.A. 45-221(a)(29) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0121-521 |
TITLE |
Inmate Medicaid Cards |
DESCRIPTION |
Identification card used for reference in Medicaid cases: inmate name, date of birth, inmate number, and Medicaid number. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0180-521 |
TITLE |
Inmate Medical and Mental Health Records |
DESCRIPTION |
Documents of individual inmate medical care: medication records, medical history, lab reports, physical exam records, etc. |
RETENTION |
See Comments |
COMMENTS |
Original records are maintained by the releasing facility for two years after discharge from sentence. Ship to KDOC Repository for storage until a total of 10 years after discharge from sentence, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
2011-04-28
|
K.A.R. NUMBER |
53-2-167 |
SERIES ID |
0186-521 |
TITLE |
Inmate Medical Appointment Book |
DESCRIPTION |
Internal forms and calendars used to schedule inmate medical examinations. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0250-521 |
TITLE |
Inmate Medical Bill Listing |
DESCRIPTION |
A computer printout of inmate medical bills: inmate name, date, date paid, etc. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0119-521 |
TITLE |
Inmate Medical Cards |
DESCRIPTION |
Documents relating to inmate's medical history and current status: chronic health problems, immunization dates, date of birth, allergies, name and inmate number. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then merge with "Inmate Medical Records." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0120-521 |
TITLE |
Inmate Medical Cost Master Listing |
DESCRIPTION |
Computer listing of inmate medical costs and other related services for the Department of Correction Facilities. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0512-521 |
TITLE |
Inmate Medical Logs |
DESCRIPTION |
Daily sick call, contact, lab test, medication logs, etc. documenting various aspects of inmate medical care. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0368-521 |
TITLE |
Inmate Medical Scheduling Databases |
DESCRIPTION |
A collection of databases used for inmate waiting lists, program openings, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0369-521 |
TITLE |
Inmate Medical Segregation Order Records |
DESCRIPTION |
Form memoranda ordering the beginning and the end of medical segregation for inmates. |
RETENTION |
See Comments |
COMMENTS |
Retain for period of segregation plus 5 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0232-521 |
TITLE |
Inmate Medical X-Rays |
DESCRIPTION |
X-rays of inmates used for various medical purposes. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0370-521 |
TITLE |
Inmate Medication Purchase Records |
DESCRIPTION |
Documents of drugs purchases for inmates: copies of invoices and vouchers. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0447-521 |
TITLE |
Inmate Mental Health Call-Out Records |
DESCRIPTION |
Memoranda of mental health call-outs produced by the Psychology Section. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0226-521 |
TITLE |
Inmate Mental Health Card File |
DESCRIPTION |
Documents identifying individual inmate counseling programs: inmate name and number, counseling programs, completion date, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0332-521 |
TITLE |
Inmate Mental Health Case Hearing Records |
DESCRIPTION |
Documents relating to mental health case hearings: waivers, proposed transfers, clinical-psychological reports, tapes, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0365-521 |
TITLE |
Inmate Mental Health Clinical Services Reports |
DESCRIPTION |
Summary of psychological treatment while at the facility. |
RETENTION |
See Comments |
COMMENTS |
Original copies are placed in "Inmate File" -- duplicate copies, destroy after no longer useful. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0421-521 |
TITLE |
Inmate Mental Health Face Sheet Summaries |
DESCRIPTION |
Psychologist's evaluation of individual inmates entering the Department of Corrections penal system. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & KSA 45-221(a)(29) |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0122-521 |
TITLE |
Inmate Mental Health Records |
DESCRIPTION |
Documents related to individual inmate's mental health evaluations and treatments. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then merge with "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0311-521 |
TITLE |
Inmate Movement Records |
DESCRIPTION |
Document detailing the daily movement of individual inmates within and without the facility. Includes logs and card files. A.k.a. "drop sheets." |
RETENTION |
005 cldr yrs |
COMMENTS |
Duplicate copies may be destroyed whenever no longer useful. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0378-521 |
TITLE |
Inmate Non-Participant Program Files |
DESCRIPTION |
Documents related to individual inmates who either quit or decline the opportunity to participate in the vocational programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0462-521 |
TITLE |
Inmate Numerical Cards |
DESCRIPTION |
Documents used to locate an individual inmate by inmate number. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves the facility plus 5 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0464-521 |
TITLE |
Inmate Out to Court Records |
DESCRIPTION |
Documents to cellhouses indicating which inmates are in court. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0304-521 |
TITLE |
Inmate Parole Files |
DESCRIPTION |
Documents relating to an individual inmate's parole period: chronological logs, correspondence, mental health reports, parole plans, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until parolee is discharged from Department of Corrections, then merge with "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0373-521 |
TITLE |
Inmate Parole Files - Continued Cases |
DESCRIPTION |
Parole decisions on individual inmates who have been continued at the facility for further treatment and rehabilitation. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate is paroled or transferred, then place with "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0125-521 |
TITLE |
Inmate Payroll Records |
DESCRIPTION |
Documents related to inmate payroll accrual and disbursement. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0127-521 |
TITLE |
Inmate Photographs |
DESCRIPTION |
Photo images, including moving pictures, of inmates. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0170-521 |
TITLE |
Inmate Population Records - OBSCIS |
DESCRIPTION |
Document detailing inmate transfers, releases, and length of stay at the facility. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0203-521 |
TITLE |
Inmate Population Summary Record - Daily |
DESCRIPTION |
Documents related to inmate identification and housing location: inmate name and number, housing location, room number, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0454-521 |
TITLE |
Inmate Profile Records |
DESCRIPTION |
Documents regarding individual inmate's description, training, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility plus 5 years unless duplicated elsewhere, then destroy. If not duplicated, merged with "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0483-521 |
TITLE |
Inmate Property Claims Records |
DESCRIPTION |
Property loss claims (under $500) submitted by Department of Corrections inmates: correspondence, property loss claim forms, reimbursement amount, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until decision reached in case plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0141-521 |
TITLE |
Inmate Property Records |
DESCRIPTION |
Inventory logs, communications, receipts, and other documents relating to individual inmate property. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 calendar years past inmate sentence discharge date, then destroy |
DISPOSITION |
Destroy |
RESTRICTIONS |
45-221(a)(1) (29) & KSA 22-4707 |
APPROVED |
2016-10-20
|
K.A.R. NUMBER |
53-2-193 |
SERIES ID |
0149-521 |
TITLE |
Inmate Protective Custody Release Records |
DESCRIPTION |
Documents relating to inmates refusal of protective custody even if security recommends the protection: inmate name and number, refusal date, witnesses, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves the facility, then place in "Inmate File." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0105-521 |
TITLE |
Inmate Psychological Testing Records |
DESCRIPTION |
Standardized psychological tests completed by inmates. |
RETENTION |
See Comments |
COMMENTS |
Retain as per psychological testing and evaluation standards, include test protocols in the respective "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0181-521 |
TITLE |
Inmate Receipts Records - Cash |
DESCRIPTION |
Records of cash received by the agency from inmates: receipt slips, receipt books, receipt ledgers, etc. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0318-521 |
TITLE |
Inmate Receiving, Transfer, and Release Records |
DESCRIPTION |
Documents of inmates received into or transferred/released from the facility. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0381-521 |
TITLE |
Inmate Recreation and Welfare Fund Budgets |
DESCRIPTION |
Copies of budgets and subsequent appeals for expenditures from the inmate recreation and welfare fund submitted yearly to the director of the institution for approval. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0150-521 |
TITLE |
Inmate Rights Waiver Records |
DESCRIPTION |
Documents relating to the facility advising the inmates of their constitutional rights. |
RETENTION |
See Comments |
COMMENTS |
Retain for inmate's tenure at the facility, then transfer into "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0525-521 |
TITLE |
Inmate Segregation Files |
DESCRIPTION |
Records relating to the placement and monitoring of individual inmates held in the segregation unit. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & KSA 45-221(a)(29) |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0463-521 |
TITLE |
Inmate Sick Call Records |
DESCRIPTION |
Requests by inmates to go on sick call. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0372-521 |
TITLE |
Inmate Sick Call Slips |
DESCRIPTION |
Requests by inmates to go on sick call. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0253-521 |
TITLE |
Inmate Statistical Analysis Record - Daily |
DESCRIPTION |
Documents related to a wide range of inmate information: facility inmate assigned, inmate name and number, date, payroll, man-hours worked, inmate work assignments, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0450-521 |
TITLE |
Inmate Statistical Analysis Record - Monthly |
DESCRIPTION |
Documents related to a wide range of inmate information gathered from the classification, nursing, and education divisions. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0207-521 |
TITLE |
Inmate Substance Abuse Primary Treatment Operations Manual |
DESCRIPTION |
Original copies of formal explanations of agency policies and procedures issued in collective manual of individual statement formats. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0371-521 |
TITLE |
Inmate Substance Abuse Program Participation Notifications |
DESCRIPTION |
Copy of form letter sent to parole boards indicating an inmate's participation in Alcoholic Anonymous or Narcotics Anonymous programs. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0362-521 |
TITLE |
Inmate Substance Abuse Treatment Attendance Sheets |
DESCRIPTION |
Log of attendance at Alcoholic Anonymous or Narcotics Anonymous meetings. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0206-521 |
TITLE |
Inmate Substance Abuse Treatment Files |
DESCRIPTION |
Documents of an individual inmate's substance abuse treatment program. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate completes or terminates treatment program, then merge with "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0361-521 |
TITLE |
Inmate Substance Abuse Treatment Participation Records |
DESCRIPTION |
Card file index to inmates participating in Alcoholic Anonymous or Narcotics Anonymous programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until information is no longer in effect, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0208-521 |
TITLE |
Inmate Substance Abuse Treatment Program Participant Log |
DESCRIPTION |
Log of individual participation in substance abuse treatment programs: inmate name and number, ADAPT number, date, completion date, comments, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0209-521 |
TITLE |
Inmate Suspended Card File |
DESCRIPTION |
Inmates who have suspended sentences: inmate name and number, date, action taken, comments, sentence imposed, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to individual "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0152-521 |
TITLE |
Inmate Sworn Statements |
DESCRIPTION |
Formal statements submitted by either the accused or the witness in an investigation proceeding. |
RETENTION |
See Comments |
COMMENTS |
Merge with "Disciplinary Case Files" when appropriate and retain/dispose of them in conjunction therewith. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0420-521 |
TITLE |
Inmate Transportation Log - Medical |
DESCRIPTION |
Documents of medical requirements resulting in transportation of individual inmates. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0144-521 |
TITLE |
Inmate Visitation Logs |
DESCRIPTION |
Logged records of inmate visits: visitor's name, address, date, time, inmate's name and number, comments by officer, etc. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0313-521 |
TITLE |
Inmate Visitation Records |
DESCRIPTION |
Documents regarding individual inmate's visiting privileges. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then merge with "Inmate Files." |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0154-521 |
TITLE |
Inmate Work Assignment Records |
DESCRIPTION |
Listing of inmate work assignments: inmate name and number, pay classification, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0131-521 |
TITLE |
Inmate Work Assignment Reports - Daily |
DESCRIPTION |
Documents of hours worked by each inmate in detail. |
RETENTION |
003 fisc yrs |
COMMENTS |
Retain until report is complete, then transfer to inmate payroll clerk. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0193-521 |
TITLE |
Inmate Work Attendance Log |
DESCRIPTION |
Documents relating to the daily work attendance of inmates: inmate's name, days worked, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0173-521 |
TITLE |
Inmate Work Data Sheet |
DESCRIPTION |
Documents relating to inmate employment, work schedule, and transportation. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
2013-01-10
|
K.A.R. NUMBER |
53-2-175 |
SERIES ID |
0178-521 |
TITLE |
Inmate Work Detail Logs - Outside |
DESCRIPTION |
Documents detailing inmate outside work activity: inmate's name and number, time-in/out, control center officer, and date. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0264-521 |
TITLE |
Inmate Work Detail Records |
DESCRIPTION |
Documents related to the daily work detail crews: needs assessment, work requests, man-hours worked, monthly reports, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0126-521 |
TITLE |
Inmate Work Detail Roster - Daily |
DESCRIPTION |
Documents relating to individual inmate work detail. |
RETENTION |
See Comments |
COMMENTS |
Retain until inmate leaves facility, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
SERIES ID |
0177-521 |
TITLE |
Inmate Work Release Program Information |
DESCRIPTION |
Documents detailing approved inmate employment and work release program participation. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or inmate completes work release assignment, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 22-4707 & 45-221(a)(29) |
APPROVED |
1990-10-11
|
K.A.R. NUMBER |
53-2-086 |
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