Kansas Records Retention Schedules

Results of Query:

Agency Code: 046-001 (Department of Agriculture. Office of the Secretary)

Page 1 of 1 showing 33 records of 33 total, starting on record 1

Agency Number: 046-001
Department of Agriculture
Office of the Secretary

SERIES ID	0307-046
TITLE	Commodity Assessment Reports
DESCRIPTION	Commodity assessment reports from first purchasers including grain elevators and feed lots on monthly grain purchases based on tonnage or bushels related to the fees due to commodity commissions.
RETENTION	005 fiscal years
COMMENTS	Retain in office 3 fiscal years, transfer to the State Records Center for 2 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-10-13
K.A.R. NUMBER	53-2-169

SERIES ID	0002-046
TITLE	Correspondence - Division Directors
DESCRIPTION	Letters, memos, internal task force information, etc. relating specifically to division directors.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0003-046
TITLE	Project Files
DESCRIPTION	Variety of documents relating to specific projects which the agency may pursue in an effort to increase efficiency and improve operations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0004-046
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to interests and operations of the secretary.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Fiscal Operations

SERIES ID	0007-046
TITLE	Accounts Payable Records
DESCRIPTION	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0008-046
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0009-046
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0006-046
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	008 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 5 fiscal years, then transfer to the archives. Supersedes general schedule.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0015-046
TITLE	Imprest Fund
DESCRIPTION	Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA from 152-"Checkbook Record--Imprest Fund."
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0016-046
TITLE	Inventory Records - Expendable Property
DESCRIPTION	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.
RETENTION	See Comments
COMMENTS	Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0017-046
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records relating to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until audit is completed, then destroy. Supersedes general schedule to satisfy federal requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0018-046
TITLE	Petty Cash Records
DESCRIPTION	Documents related to petty cash accounting: DA-71 thru 73.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0019-046
TITLE	Purchase Requests - Internal
DESCRIPTION	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0020-046
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0021-046
TITLE	Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0317-046
TITLE	Regulated Entities Audit Reports
DESCRIPTION	Audit reports, supporting documentation, and correspondence, including final audit reports, working documents, fee and penalty calculations, accounting practices, and business records relating to audits of regulated entities.
RETENTION	010 fisc yrs
COMMENTS	Records related to any audit leading to an evidentiary hearing will be retained in the Legal Division under 0311-046, Appeal Files.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(1), (2), (11), (20), (25), (30), (31); K.S.A. 45-221(b).
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0022-046
TITLE	SHaRP Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION	005 fisc yrs
COMMENTS	Retain electronic or paper copy 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0024-046
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series used to adjust financial account balances.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0023-046
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0025-046
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0026-046
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the state records center for 2 fiscal years, then destroy. Supersedes general schedule to satisfy federal audit requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Information Resources & Technology

SERIES ID	0045-046
TITLE	Budget Files - Telecommunications
DESCRIPTION	Digital reports and spreadsheets relating to the budgeting process for the division.
RETENTION	003 fisc yrs
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0030-046
TITLE	Key Telephone Systems File
DESCRIPTION	Documents used to support the key telephone system.
RETENTION	See Comments
COMMENTS	Retain through the warranty period, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0028-046
TITLE	Renovation File
DESCRIPTION	Floor plans and supporting documentation relating to the renovation of the building to support the telecommunications systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0029-046
TITLE	Telecommunications Work Orders
DESCRIPTION	Work orders submitted by the agency to DISC requesting telecommunications services.
RETENTION	001 fisc yr
COMMENTS	Retain electronic and hard copy 1 fiscal year, then destroy or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0042-046
TITLE	Update Directory File
DESCRIPTION	Form completed by the agency and submitted to DISC to update the communication services directory.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

Agency Number: 046-001
Department of Agriculture
Office of the Secretary
Legal Section

SERIES ID	0311-046
TITLE	Appeal Files
DESCRIPTION	Orders, pleadings, research correspondence, reports, notes, and other supporting documentation relating to cases appealed to the Office of Administrative Hearings, District Court, an Appellate Court, or another reviewing body.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (11), (14), (18), (25), (30), and (49).
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0312-046
TITLE	Contracts, Leases, Memoranda of Understanding
DESCRIPTION	Records of supporting documentation relating to formal legal agreements with other entities, including correspondence, research, notes, and drafts.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after expiration of agreement, then deleted. If supporting documentation is not present and the original agreement is maintained elsewhere, a copy of the original agreement need not be retained. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(11), (13), (14), (20), (25), (27), (28), (30), (31), (32), (33), (49), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0313-046
TITLE	Enforcement Action Files
DESCRIPTION	Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation in actions prosecuted on behalf of KDA Programs for violation of statutes, regulations, and codes administered and enforced by the Secretary, authorized representatives, and Programs.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for ten years after file closure, then deleted, with the exception of files involving water rights, which shall be retained permanently in DocuWare, which has an endorsed ERP. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	See comments
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0314-046
TITLE	Enforcement Action Files - Decline to Prosecute
DESCRIPTION	Research, correspondence, reports, notes, and other supporting documentation in matters submitted to the Legal Section for prosecution but which fail to meet evidentiary or other applicable standards for prosecution.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained for five years after file closure, then deleted. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (25), and (30), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0294-046
TITLE	Library Contents Inventory
DESCRIPTION	Inventory listing the reference materials located in the Legal Department library.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13 ; Revised 2015-06-19
K.A.R. NUMBER	53-2-147

SERIES ID	0315-046
TITLE	Multi-State Action Files
DESCRIPTION	Orders, pleadings, research, correspondence, reports, notes, and other supporting documentation relating to cases involving another State.
RETENTION	See comments
COMMENTS	Paper documents shall be scanned then, upon quality assurance verification, destroyed and the digital image and other electronic file records retained permanently in DocuWare, which has an endorsed ERP. Ten years after file closure, electronic copies shall be offered to Archives for appraisal. Paper records not scanned will follow the same retention and disposition.
DISPOSITION	Permanent
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (10), (11), (14), (18), (25), and (30), and K.S.A. 60-432.
APPROVED	2014-01-23
K.A.R. NUMBER	53-2-179

SERIES ID	0297-046
TITLE	Subject Files - Legal
DESCRIPTION	Records relating to activities of the Legal Section, including research results, review results, opinions, memoranda, and reports.
RETENTION	See Comments
COMMENTS	Research results, memoranda, opinions, and like records shall be appraised for transfer to folders maintained for that purpose. Paper documents so retained shall be scanned then, upon quality assurance verification, destroyed and the digital image retained. Digital images and electronic records shall be retained for one year and appraised annually for continued retention or deletion.
DISPOSITION	See comments
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 45-221(a)(2), (4), (6), (9), (10), (11), (13), (14), (18), (20), (25), (27), (28), (30), (31), (32), (33), and (49), and K.S.A. 60-432.
APPROVED	2014-01-23 ; Revised 2014-01-24
K.A.R. NUMBER	53-2-179