Kansas Records Retention Schedules

Results of Query:

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

Page 1 of 1 showing 7 records of 7 total, starting on record 1

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