Kansas Records Retention Schedules

Results of Query:

Agency Code: 082-XXX (Office of the Attorney General. Multiple subunits/subunit not defined)

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Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined

SERIES ID	0049-082
TITLE	Administrative Records
DESCRIPTION	Copies of policies, procedures, and other miscellaneous administrative documents pertaining to the divisions or the agency.
RETENTION	See Comments
COMMENTS	Retain record copy of policies and procedures in accordance with General Schedule (see 0087-000). Retain remainder until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 and KSA 45-221(a)(1)(4)(6)(14)(16)(20)
APPROVED	2008-11-05 ; Revised 2020-09-24
K.A.R. NUMBER	53-2-157

SERIES ID	0172-082
TITLE	Case Files
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, contracts, billings, complaint forms, appeal files, and other supporting documentation relating to criminal, consumer (including roofing registration), antitrust, medicaid fraud, fraud abuse litigation, and civil cases. Includes cases handled by outside counsel, charitable trust, and amicus curiae cases, as well as consumer protection enforcement actions and multi-state actions. Does NOT include any case files specifically outlined in other divisions, including but not limited to Cases on Appeal, Outstanding Warrants cases, Case Files-No-Charge Reports, Homicide cases, and Sex Offense cases.
RETENTION	See Comments
COMMENTS	Record copy may be paper or electronic. Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Retain remaining paper records and materials, as well as digital images in system, until the case is closed, plus 16 years. At conclusion of that time period, the State Archives, in consultation with the Attorney General's Office, will appraise the records and materials for transfer to Archives. If not accepted for transfer to Archives, destroy per Archives' assessment and written directive.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted pursuant to K.S.A. 22-4707, 38-2326, 45-221(a)(1)(2)(3)(4)(5)(10)(11)(14)(20)(25)(29)(30)(47), 60-226, 60-426, 75-723
APPROVED	2019-01-10
K.A.R. NUMBER	53-2-202

SERIES ID	0179-082
TITLE	Case Files- No Criminal Charge Filed or Civil Enforcement Action Taken
DESCRIPTION	Pleadings/filings, research, case notes, interviews, correspondence, and other supporting documentation related to cases where no criminal charges were filed or civil enforcement action was taken. This also includes investigative activities undertaken on behalf of outside agencies; cases in which the Office of the Attorney General declines to prosecute a case for any reason, but another jurisdiction prosecutes the case; and cases in which the Office of Attorney General completes an initial investigation and forwards the results to another jurisdiction for prosecution.
RETENTION	See Comments
COMMENTS	Record copy may be paper or electronic. Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Digital images in system are retained for six (6) years, then destroyed.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(2)(3)(5)(10)(14)(20)(25)(29)(30)(47), 22-4707, 38-2326
APPROVED	2026-01-15
K.A.R. NUMBER	53-2-228

SERIES ID	0200-082
TITLE	Correspondence - of Legal Significance
DESCRIPTION	Correspondence affecting substantive rights, setting precedent, or recording important events in the operational and organizational history of the agency that are not associated with a particular case or matter. Includes requests for representation, demand letters, and responses thereto.
RETENTION	5 years
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1)(11)(14)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0043-082
TITLE	Correspondence - Policy Related
DESCRIPTION	Incoming and outgoing letters, email, 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	5 years
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(14)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0044-082
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters, email, and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, correspondence with the public and public officials unrelated to a specific case or matter, etc. (Correspondence related to specific cases, or of legal significance, should be filed according to applicable guidelines.)
RETENTION	See Comments
COMMENTS	Record copy may be paper or electronic. Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with an agreement, a court order, or court rule.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(14)(20)(25)(30)
APPROVED	2026-01-15
K.A.R. NUMBER	53-2-228

SERIES ID	0201-082
TITLE	Employee Case Status Reports
DESCRIPTION	Internal memos or other work product that is done during the preparation of a case to periodically update what active cases are assigned to the attorney and what the status of each of those cases is. This is an ever-changing document that gives a "snapshot" (name, court, and date filed) of what that attorney (or agent) is doing at the moment the report is generated.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(25)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0187-082
TITLE	External Meetings - Minutes, Packets, etc.
DESCRIPTION	Records relative to the Attorney General's service on various state boards, commissions, committees, and ad hoc groups for which the Attorney General or designee is a statutory member or has a statutory role, including, but not limited to, the State Rules and Regulations Board (KSA 77-424), the State Records Board (KSA 75-3502), the Commission on Surety Bonds & Insurance (KSA 75-4101), the State Board of Canvassers (KSA 25-3201), the State Objections Board (KSA 25-308), State Election Board (KSA 25-2203), and the Joint Committee on State/Tribal Relations (KSA 46-2303).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Records are duplicative of materials in other agencies.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(14)(20)(42)
APPROVED	2024-10-10
K.A.R. NUMBER	53-2-223

SERIES ID	0738-082
TITLE	Financial Crimes Enforcement Network (FinCEN)/ Bank Secrecy Act (BSA) Information
DESCRIPTION	BSA information collected by FinCEN, a unit of the U.S. Treasury, including Currency Transaction Reports (CTRs) and Suspicious Activity Reports (SARs), obtained by the Office of the Attorney General. Includes any documents that incorporate BSA, such as abstracts, summaries, or notes.
RETENTION	See Comments
COMMENTS	Record copy may be paper or electronic. These documents are strictly controlled under Federal law. They may not be disclosed, redistributed, used as evidence, or referenced in court. In order to obtain the documents, the office must agree to promptly destroy any BSA information that is not of value for the specific matter at issue. Records are retained until investigative purpose has ended, then destroyed.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(10); 31 C.F.R. § 1020.320(e)(2)
APPROVED	2026-01-15
K.A.R. NUMBER	53-2-228

SERIES ID	0050-082
TITLE	General Legal Services
DESCRIPTION	Records regarding legal assistance given by agency attorneys to state officials, employees, agencies, boards, and commissions: correspondence, reports, notes, publications, etc. May include records concerning legal advice given to a specific agency, board or commission regarding quasi-judicial proceedings in licensure, certification, registration, disciplinary or other similar matters.
RETENTION	Retain until matter is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(2)(4)(5)(11)(14)(20)(25)(30)
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

SERIES ID	0202-082
TITLE	General Research
DESCRIPTION	Memoranda, email, correspondence, publications, newsletters, resource materials, etc., not related to any individual case (see Case Files).
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(14)(20)(25)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0203-082
TITLE	Internal Memos - Policy Related
DESCRIPTION	Internal memos, e-mail, and other correspondence between agency staff that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging. Print out all electronic versions as issued and transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(20)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0133-082
TITLE	Internal Memos - Routine
DESCRIPTION	Internal memos, e-mail, or other correspondence between agency staff which pertain to routine matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(20)(25)(30)
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0062-082
TITLE	Legislative Materials
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, etc., related to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1)(14)(20)(25)
APPROVED	2011-01-27
K.A.R. NUMBER	53-2-166

SERIES ID	0726-082
TITLE	Registry of Businesses
DESCRIPTION	Reports listing business names, registration status, owner name, and business location of entities/individuals required to register with the Attorney General's Office, including those involving roofing, private investigators, scrap metal, and bail enforcement.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2019-01-17
K.A.R. NUMBER	53-2-202

SERIES ID	0739-082
TITLE	Scrap Metal Dealer Registration Files
DESCRIPTION	Applications, renewals, affidavits, correspondence, and other supporting documentation relating to individuals and businesses seeking to apply for a scrap metal dealer registration or an exemption
RETENTION	See Comments
COMMENTS	Record copy may be paper or electronic. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Paper documents are scanned into the system and quality assurance is performed, then paper records are destroyed. Digital images in system are retained 10 calendar years, then destroyed. Returned correspondence served on individuals pursuant to the Kansas administrative procedure act is retained as part of the file. Other returned correspondence is destroyed when no longer useful. Any portion of a work file that becomes part of a civil or criminal case filed by another division or section in the Office of the Attorney General shall become part of that division’s or section’s case file and maintained in accordance with Case Files, 0172-082.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(2)(3)(5)(10)(11)(14)(20)(25)(30)
APPROVED	2026-01-15
K.A.R. NUMBER	53-2-228

SERIES ID	0207-082
TITLE	Special Commissions
DESCRIPTION	Applications, correspondence, and other miscellaneous documents concerning the special licensing and/or appointment and/or reappointment of railroad police, special investigators, law enforcement officials, Assistant Attorneys General, and Special Assistant Attorneys General through the Kansas Attorney General's Office.
RETENTION	See Comments
COMMENTS	Record copy may be paper or electronic. Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Digital images in system are retained until individual in question is no longer employed in the capacity to warrant the use of the special commissions, plus 5 years, then transfer to Archives. Supersedes Railroad Police Licensing Records (0030-082).
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(3)(6)(14)(20)(30),22-4707,75-3520
APPROVED	2026-01-15
K.A.R. NUMBER	53-2-228

SERIES ID	0134-082
TITLE	Subject Files
DESCRIPTION	Wide variety of documents related to full range of the agency's activities: correspondence, legal documents, publications, reports, briefs, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2008-11-05
K.A.R. NUMBER	53-2-157

SERIES ID	0100-082
TITLE	Task Force Files
DESCRIPTION	Reports, minutes, and other documents relating to activities of special task forces.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13 ; Revised 2019-07-30
K.A.R. NUMBER	53-2-122

SERIES ID	0037-082
TITLE	Tax Returns for Non-Profit Organizations
DESCRIPTION	Copies of Internal Revenue Service forms 990F "Return of Private Foundation" and supporting documents required by IRS to be filed at the Office of the Attorney General.
RETENTION	5 tax years
COMMENTS	Record copy may be paper or electronic. Paper documents are scanned into the system and quality assurance is performed, then paper records are destroyed. Retain for 5 tax years from tax year on form, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2026-01-15
K.A.R. NUMBER	53-2-228

Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined
Evidence

SERIES ID	0211-082
TITLE	Evidence Articles
DESCRIPTION	Tangible items or objects, regardless of form, collected or seized during an investigation by Special Agents, Investigators and other personnel in the Office of the Attorney General.
RETENTION	See comments
COMMENTS	Retain until assigned assistant attorney general obtains court approval for disposition of articles, then return or dispose of articles in accordance with court order.
DISPOSITION	See comments
RESTRICTIONS	KSA 45-221(a)(10), (11), (30)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0213-082
TITLE	Evidence Check Out Log
DESCRIPTION	Form or database used to track release and return of evidence from an evidence storage location in or under the control of the Attorney General's Office. Information includes name/title of person(s) releasing and accepting evidence, date, time of release, time of return, reason for release and return, location, name of evidence custodian releasing or accepting return of evidence, and name of individual accepting or returning the evidence.
RETENTION	005 fisc years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10), (11)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0215-082
TITLE	Evidence Control System Annual Inspection Report
DESCRIPTION	Reports of inspections made to the Attorney General documenting findings of inspection of evidence control system, including physical inspection of selected items of evidence and associated documentation, remarks on compliance with internal evidence control policies, and recommendations for corrective action, if any.
RETENTION	005 fisc years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10), (11), (30)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0216-082
TITLE	Evidence Inventory Log
DESCRIPTION	Form or database listing tangible items or objects held in evidence storage locations, including owner name and contact information, if known; date received; description of item or object; type of case; case number; location; date and type of disposition; and other identifying information.
RETENTION	Retain in office permanently.
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(10), (11), (30)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0212-082
TITLE	Evidence Location Access Log
DESCRIPTION	Form or database used to track individual entry into and exit from evidence storage locations in or under the control of the Attorney General's Office. Information includes name/title of person entering, name of witness, date, time, location, and reason for access.
RETENTION	005 fisc years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10), (11)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0210-082
TITLE	Evidence of Custody Receipt
DESCRIPTION	Copies of the Office of the Attorney General form completed by Special Agents, Investigators and other personnel to document evidence collected, as well as chain of custody.
RETENTION	See comments
COMMENTS	Record copy may be paper or electronic. Paper documents are scanned into system and paper is retained until quality assurance is performed, then destroyed. Materials, including records obtained from others, may be returned to their source or otherwise disposed of in accordance with court order, court rule, or agreement. Digital images in system are retained until evidence articles are returned or disposed of in accordance with court order, or until the conclusion of case and after expiration of appeal time, whichever is longer, plus 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)(11)(30)
APPROVED	2026-01-15
K.A.R. NUMBER	53-2-228

SERIES ID	0214-082
TITLE	Vehicle Impoundment and Inventory Record
DESCRIPTION	Copies of the Office of the Attorney General form completed by Special Agents, Investigators and other personnel to document identifying information and condition of motor vehicles or other means of conveyance collected as evidence. Information includes date; time; location where vehicle towed, towing operator and identity of individual requesting tow; license, vehicle identification number (VIN), make, model, color, and odometer reading of vehicle; registered owner name, address, phone number and drivers license number; inventory of property left in vehicle; description of condition of vehicle; and other related information.
RETENTION	See comments
COMMENTS	Retain until conclusion of case and after expiration of appeal time, plus 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10), (11), (30)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

Agency Number: 082-XXX
Office of the Attorney General
Multiple subunits/subunit not defined
Private Investigator Licensing

SERIES ID	0028-083
TITLE	Private Investigator Licensing Files
DESCRIPTION	Application, renewals, and supporting documentation relating to individuals and agencies seeking to apply for a private investigator license.
RETENTION	See Comments
COMMENTS	Retain until license has expired plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	5 USC sec. 552a
APPROVED	2004-07-08 ; Revised 2012-12-07
K.A.R. NUMBER	53-2-139