Kansas Records Retention Schedules

Results of Query:

Agency Code: 173 (Department of Administration)

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Agency Number: 173-001
Department of Administration
Office of the Secretary

SERIES ID	0018-173
TITLE	Governor's Fellow Program Records
DESCRIPTION	Records concern the Governor's internship program which places administrative interns in various state agencies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0039-173
TITLE	Unclassified Position Appointments Made by the Governor
DESCRIPTION	Records contain various documents which pertain to the filling of unclassified positions by the Governor.
RETENTION	See Comments
COMMENTS	Retain in the office for the term of the Governor and then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

Agency Number: 173-001
Department of Administration
Office of the Secretary
ADA Coordinator

SERIES ID	1046-173
TITLE	ADA Coordinator Grievance Files
DESCRIPTION	Documents relating to the ADA coordinator's investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements.
RETENTION	003 fisc yrs
COMMENTS	Retain in office 3 fiscal years after case is closed, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(11) until case is closed
APPROVED	2004-10-14
K.A.R. NUMBER	53-2-140

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports

SERIES ID	1080-173
TITLE	Agency Service Desk Requests
DESCRIPTION	Documentation of agency service requests and central response/resolution provided for issues submitted via service desk ticket.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Accounting Control Unit

SERIES ID	0044-173
TITLE	Joint Committee Claims Against the State
DESCRIPTION	Claims files against the state and processed by a special committee on claims under K.S.A. 46-913.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-07-16
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Central Services Team

SERIES ID	0042-173
TITLE	Claims Files
DESCRIPTION	Claims that are filed against the state for payments under KSA 46-920 to 46-925.
RETENTION	7 calendar years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Financial Integrity Team

SERIES ID	0087-173
TITLE	Schedule - Office Activities
DESCRIPTION	Annual report prepared by the federal reporting team and sent to the U.S. Bureau of Census to satisfy requests for information made by the census bureau.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-07-16
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Accounting Control & Services Sect.
Fiscal Services Unit

SERIES ID	0095-173
TITLE	Capitol Complex Building Purchase Records
DESCRIPTION	Records contain documents and contracts regarding the purchase of Capitol Complex buildings.
RETENTION	050 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-07-16 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-071

SERIES ID	0098-173
TITLE	Fiscal Records - Governor's Office
DESCRIPTION	Documents regarding all fiscal activities of the Office of the Governor: vouchers, inventory, payroll, accounting reports, warrant register printouts, daily, monthly, and annual accounting system reports, etc.
RETENTION	See Comments
COMMENTS	Retain until expiration of current terms plus 3 years. (See KSA 75-104)
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 75-104
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Administration
Setoff Team

SERIES ID	0506-173
TITLE	Setoff Records
DESCRIPTION	Documents relating to the recoupment of funds owed to the state by administratively garnished payments and accounts receivable write-off requests made to individuals for refunds, payroll, unemployment, etc.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-10-29
K.A.R. NUMBER	53-2-072

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Administrative Services Section
Municipal Services Team

SERIES ID	0236-173
TITLE	Social Security Business Files
DESCRIPTION	Documents relating to the social security coverage (218 agreement) of municipal entities. These agreements are social security contracts with the federal government.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Accounting Services
Appropriations/Master Lease Team

SERIES ID	1014-173
TITLE	1099 Records
DESCRIPTION	Copies of 1099 forms and supporting documentation filed with the Internal Revenue Service.
RETENTION	007 cldr yrs
COMMENTS	Returned paper copies are retained; Full file is stored electronically.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(1) and 5 USC Sec. 552a
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	0139-173
TITLE	Excise Tax Refund Copies
DESCRIPTION	Copies of federal forms 720 (Quarterly Excise Tax Return) filed with the IRS.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Accounting Services
Financial Integrity Team

SERIES ID	0158-173
TITLE	Annual Financial Report
DESCRIPTION	Report providing the financial position and operations of the various funds and the general long term obligation of the State for a particular fiscal year. K.S.A. 75-3735.
RETENTION	005 fisc yrs
COMMENTS	Transfer to archives annually and retain on website for 5 years.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Central Services Team
Fiscal Services Unit

SERIES ID	0099-173
TITLE	Fiscal Records - Lt. Governor's Office
DESCRIPTION	Documents and records regarding fiscal activities of the Lieutenant Governor's office. Includes vouchers, personnel files, payroll, monthly and annual CASK reports, printouts, and office inventory.
RETENTION	See Comments
COMMENTS	Retain until expiration of current term plus three years.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1987-07-16 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-071

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Director, Office of the

SERIES ID	0188-173
TITLE	Policy Files - Statewide Permanent Agency and Subject Files
DESCRIPTION	Correspondence, reports, directives, policy statements, and other documents related to division and department policy that have been extracted from Agency Correspondence & Misc. Subject Files series.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Financial Integrity Team

SERIES ID	0103-173
TITLE	Kansas Register Submission Certification
DESCRIPTION	Copy of submission form and work papers prepared by the staff for publication in the Kansas Register as required by KSA 65-34,117(b).
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13
K.A.R. NUMBER	53-2-099

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Municipal Accounting Section
Office Review Unit

SERIES ID	0224-173
TITLE	Audit Reports of Kansas Municipalities
DESCRIPTION	Audits prepared by independent auditors and filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-04-10 ; Revised 2017-01-03
K.A.R. NUMBER	53-2-134

SERIES ID	0213-173
TITLE	Budgets - Kansas Municipalities
DESCRIPTION	Budgets and related documents filed with the Division of Accounts and Reports in conformity with Kansas Statutes.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-04-10 ; Revised 2017-01-03
K.A.R. NUMBER	53-2-134

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Payroll

SERIES ID	1074-173
TITLE	Court Ordered Withholding (COWs)
DESCRIPTION	Accounting records, remittance data, and document files for all court ordered withholdings including Chapter 60 and 61 garnishments, Income Withholding Orders, bankruptcy wage earner plans (WEP), IRS levies, and Federal student loan garnishments (CNG).
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1075-173
TITLE	Federal Forms 1042
DESCRIPTION	Forms and supporting documentation relating to Internal Revenue Service forms 1042.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1051-173
TITLE	Federal W-2 and W-2C Reports
DESCRIPTION	W-2 and W-2C forms required to be filed with the Federal Internal Revenue Service.
RETENTION	007 cldr yrs
COMMENTS	Returned paper copies retained until April 15th then destroy; Full file is stored electronically.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A..45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1076-173
TITLE	Income Withholding Orders (IWOs) for Terminated Employees
DESCRIPTION	Income withholding orders generated on terminated state employees.
RETENTION	007 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1077-173
TITLE	Payroll System Control and Balancing Reports
DESCRIPTION	Variety of reports, work papers, queries, etc. relating to separate payroll accounts including but not limited to KPAY018, KPAY224, KREGPAY3, KPAYTRS1, Balance payroll to accounting spreadsheet, Cycle Balancing Spreadsheets, Paycycle Reports, Regent edits and work papers, direct deposit balancing work papers and KPay210 EFT.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13 ; Revised 2017-04-15
K.A.R. NUMBER	53-2-147

SERIES ID	1054-173
TITLE	SHaRP Paycheck Data by Employee
DESCRIPTION	KPAYSUM Report containing individual state employee paycheck information.
RETENTION	008 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	1044-173
TITLE	W-2 and W-2C Workpapers
DESCRIPTION	Moving Expense Listing, Year End Verifying Reports, Negative Amounts, Deferred Compensation Analysis, VTSA Analysis, Form Totals, Sample Test W-2 prints, etc. relating to the supporting documentation for federal W-2 and W-2C forms.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Statewide Consolidated Reporting
Financial Integrity Team/Federal Reporting Team

SERIES ID	0159-173
TITLE	Annual Financial Report - Work Papers
DESCRIPTION	Schedules, accounts analyses, and other documents used to prepare the annual financial report. Including benefit, canteen, trust funds reconciliation reports and statements; investment reconciliation of trust funds; all local bank accounts statements and reconciliations; agency submitted DA-XX forms for accounts receivable, capital assets, legal liabilities, other liabilities, non-monetary transactions, construction commitments, pollution remediation, service concession arrangements, SEFA, and all other ACFR workpapers.
RETENTION	7 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-04-21
K.A.R. NUMBER	53-2-213

Agency Number: 173-002
Department of Administration
Office of Accounts and Reports
Systems and Procedures Section

SERIES ID	0492-173
TITLE	Forms Library
DESCRIPTION	Records regarding forms revisions for statewide financial and accounting policies issued by the Department of Administration.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

SERIES ID	0505-173
TITLE	Policy and Procedures Manual Filings
DESCRIPTION	Records regarding statewide financial and accounting policies issued by the Department of Administration.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2017-04-20
K.A.R. NUMBER	53-2-195

Agency Number: 173-003
Department of Administration
Architectural Services Division
Administration Section

SERIES ID	0509-173
TITLE	Annual Budgets - Division of Architectural Services
DESCRIPTION	Agency copies of budgets submitted by the division.
RETENTION	006 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0510-173
TITLE	Architectural/Engineering Contracts and Ancillary Technical Services Contracts
DESCRIPTION	Records documenting the legal agreement between Architectural Services and private contractors. These are also referred to as architectural service contracts.
RETENTION	See Comments
COMMENTS	Retain for 20 years after the completion of contractors work, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0511-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records documenting general correspondence received and generated by the division director and section directors.
RETENTION	004 fisc yrs
COMMENTS	After office retention period transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0512-173
TITLE	EDA (Economic Development Administration) Project File
DESCRIPTION	Records documenting state construction projects funded by the federal EDA.
RETENTION	005 cldr yrs
COMMENTS	After office retention period transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0513-173
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Records document all current personnel transactions regarding Division of Architectural Services employees.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Arch./Eng./Interior Design Section

SERIES ID	0514-173
TITLE	Architectural Program Files
DESCRIPTION	Records documenting the development of the formal specifications and tracings.
RETENTION	006 cldr yrs
COMMENTS	This file contains some material that will go into the construction records file.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0515-173
TITLE	Consultant Planning Files - Mechanical Engineering Unit
DESCRIPTION	Records documenting the interaction between mechanical engineering unit staff and private architectural consultants hired outside of the state system.
RETENTION	See Comments
COMMENTS	Retain in office files until the project is completed, transfer to off-site storage for 3 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0516-173
TITLE	Engineering Working File
DESCRIPTION	Records documenting the calculations done on specific projects by the divisions mechanical engineering staff.
RETENTION	010 cldr yrs
COMMENTS	After the retention period in the office, dispose of at the discretion of the engineer.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0517-173
TITLE	Interiors Projects
DESCRIPTION	Records documenting the specific activities of the interior design unit.
RETENTION	006 cldr yrs
COMMENTS	Retain in office for 1 year and office storage for 5 yrs. then transfer to off-site storage until no longer useful. Then transfer to archives for purging. The majority of the files are filed in or with the construction records file.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Attorney's Office

SERIES ID	0518-173
TITLE	Attorney File - Civil Service Board and Construction Problems
DESCRIPTION	Records regarding Civil Service Board and construction problems, and their resolution by the staff attorney.
RETENTION	See Comments
COMMENTS	Retain in office for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0519-173
TITLE	Attorney's Files
DESCRIPTION	Records regarding construction problem resolution by the attorney of the division.
RETENTION	See Comments
COMMENTS	Retain in office area for 5 years after the resolution of the problem, then to off-site storage for 15 years, and then send to state archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Capitol Complex/Space Mgmt. Section

SERIES ID	0520-173
TITLE	1981-86 Space Working Papers
DESCRIPTION	Background documents used for preparation of a space management report entitled "1981-86 Space".
RETENTION	See Comments
COMMENTS	It is recommended that these records be disposed of immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0521-173
TITLE	Analysis of Space Use Report Working Papers
DESCRIPTION	Background documents used for the development of space management standards.
RETENTION	See Comments
COMMENTS	Retain until 1989, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0522-173
TITLE	Capitol Complex Building Files
DESCRIPTION	Records documenting the activities and the problems that have occurred in buildings within the Capitol Complex, in Department of Administration-owned buildings.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then selectively purge material at the discretion of the Capitol Complex engineer/architect. Transfer purged material to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0523-173
TITLE	Construction Files for Capitol Complex Buildings
DESCRIPTION	Records documenting all construction and renovation activities done on Capitol Complex buildings.
RETENTION	See Comments
COMMENTS	Retain in office for 11 years transfer to office storage for retention until disposal of the building except for items purged by Capitol Complex engineer/architect upon their discretion. Upon disposal of the building transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0524-173
TITLE	Correspondence - Policy Related
DESCRIPTION	Records documenting the on-going Capitol Complex activities.
RETENTION	See Comments
COMMENTS	Retain in office until disposal of the building. Purging can then be done by the Capitol Complex engineer/architect. Transfer remaining records to the state archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0526-173
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Records documenting the interaction between this state agency and each leasing individual concerning the leasing of a building.
RETENTION	See Comments
COMMENTS	Retain in the office as long as the lease is active, then destroy upon expiration of the lease.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0525-173
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Records documenting leases between the state and private individuals who are leasing buildings to the state.
RETENTION	See Comments
COMMENTS	Retain the copy of the lease in the office while it is active and then for 5 years after expiration in office storage, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0527-173
TITLE	Prior Space Management Studies
DESCRIPTION	Space studies prepared by Governors planning section and the Division of Planning and Research.
RETENTION	See Comments
COMMENTS	Retain in office storage until no longer useful, and then transfer to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0528-173
TITLE	Special Projects File
DESCRIPTION	Records documenting the activities of state special projects personnel and associate engineers on projects requiring special approval by the legislature.
RETENTION	031 cldr yrs
COMMENTS	Retain in office files for 11 years and 15 years in off-site storage then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Construction Administration Section

SERIES ID	0529-173
TITLE	Engineering Unit Correspondence Files and Site Visit Notes - Active and Inactive
DESCRIPTION	Correspondence concerning state construction projects, site visit notes, and reports.
RETENTION	See Comments
COMMENTS	Retain in office for 5 years then transfer to off-site storage for 15 years, then transfer to state archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0530-173
TITLE	Test and Balance Reports
DESCRIPTION	Reports created by a contractor explaining the heating, ventilating, and electrical systems on projects overseen by this agency.
RETENTION	See Comments
COMMENTS	Retain in office for 10 years after completion of the project then transfer to off-site storage for 40 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Documents Section

SERIES ID	0531-173
TITLE	Capitol Area Architectural Study
DESCRIPTION	Records containing material regarding a 1968 privately contracted study of state space needs in the Capitol Complex area.
RETENTION	See Comments
COMMENTS	These records are needed for future planning and should be retained in the office until no longer useful, and then transferred to the state archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0532-173
TITLE	Construction Records File
DESCRIPTION	Records documenting all aspects of the construction of individual projects from their initiation to completion.
RETENTION	See Comments
COMMENTS	Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0533-173
TITLE	Construction Tracings and Specifications
DESCRIPTION	Tracings graphically describe any state construction project. Specifications are written descriptions of all aspects of work to be done on state construction projects.
RETENTION	See Comments
COMMENTS	Retain in construction tracings and specifications in office storage until the particular building is disposed of, and then transfer with the building or to the state archives for permanent retention.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0534-173
TITLE	Shop Drawings
DESCRIPTION	Documents furnished by the contractor to the state architect/engineer for approval. Drawings show that the contractor understands what the architect or agency wants.
RETENTION	See Comments
COMMENTS	Retain in office for 1 year and office storage for 5 years then transfer to off-site storage until the particular building is disposed of, then transfer with the building or to the state archives for permanent retention. Copy w/ agency that has building.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0535-173
TITLE	Soil Investigation Reports
DESCRIPTION	Reports documenting tests and findings of soil investigations done by geologists who were under state contract.
RETENTION	Permanent
COMMENTS	These records are the original reports. Information from these reports are incorporated into other files and reports.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-003
Department of Administration
Architectural Services Division
Planning & Management Section

SERIES ID	0536-173
TITLE	Architect Eligibility Files
DESCRIPTION	Records documenting names, addresses, and statements of qualifications of architects and architectural firms approved by the state to qualify for state construction projects.
RETENTION	See Comments
COMMENTS	Retain files from March until the following March, then transfer to archives for purging. KSA 75-1250 legislation maintains that these records have an annual turnover.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0537-173
TITLE	Division of Architectural Services Planning Files - Active, Semi-Active, Inactive
DESCRIPTION	Records documenting the management of projects through the planning phase including all the developmental work done before specifications and tracings are created.
RETENTION	See Comments
COMMENTS	Retain active and semi-active records in office area until the project is complete, then sent the inactive file to off-site storage for 20 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0538-173
TITLE	Engineering Eligibility Files
DESCRIPTION	Records documenting names, addresses, statements of qualifications of engineers and engineering firms approved by the state to qualify for state construction projects.
RETENTION	See Comments
COMMENTS	Retain files from March until the following March, then transfer to the state archives for purging. KSA 75-5802 legislation maintains that these records have an annual turnover.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0539-173
TITLE	Estimating Budgets File for Capitol Improvements
DESCRIPTION	Records which document estimating work done by the division planning & management staff on proposed capital improvements for agency budgeting purposes.
RETENTION	See Comments
COMMENTS	Retain in the Planning & Management section for current plus 2 years, then transfer to off-site storage for 8 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services

SERIES ID	0982-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interactions between agencies and the various sections and units within the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0540-173
TITLE	Annual Reports
DESCRIPTION	Reports on the accomplishments and activities of the Division of Personnel as a whole. The functions of the different sections within the divisions are explained. Statistical data and goals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0541-173
TITLE	Application for Overtime Credit - Department of Administration Employees
DESCRIPTION	Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION	See Comments
COMMENTS	Active records were not surveyed. Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0542-173
TITLE	Assessment Center Materials
DESCRIPTION	Documents pertaining to the assessment of applicants for Kansas Highway Patrol lieutenant, sergeant, and major.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 10 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0543-173
TITLE	Certificates of Application for the Position of Director of the EEO Office
DESCRIPTION	Records of employment applications for the specified position of director of the EEO Office.
RETENTION	See Comments
COMMENTS	These particular records are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0545-173
TITLE	Civil Court Cases Involving the Division of Personnel Services
DESCRIPTION	Files containing material relating to each specific civil court case involving the Division of Personnel. Includes correspondence between all parties involved and any supporting materials needed.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0546-173
TITLE	Conditional Employees in the Classified Service
DESCRIPTION	Records documenting the number of conditional employees in permanent positions in the state.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 5 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0547-173
TITLE	Correspondence - Routine
DESCRIPTION	General correspondence drafted on personal computers.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0548-173
TITLE	Eligible Lists - Canceled
DESCRIPTION	Records listing people who were once considered for specific positions, and also give their exam scores and their addresses.
RETENTION	See Comments
COMMENTS	Retain in off-site storage for 20 years then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0549-173
TITLE	Employee Time Sheets - Payroll- Department of Administration Employees
DESCRIPTION	Records documenting the rate of pay, deductions, and other amounts as a part of each employees pay.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0550-173
TITLE	History of the Division of Personnel Services Material
DESCRIPTION	Records documenting the existence and history of the division of Personnel services. Materials included are report booklets on salaries of classified classes, policy and procedure manual, etc.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0551-173
TITLE	Individual Working Papers and Notes - Computerized
DESCRIPTION	Miscellaneous data and other files created and utilized by individual staff members for a wide variety of purposes related to personnel operations.
RETENTION	See Comments
COMMENTS	Retain until project completed then delete routine information, print remainder and retain with paper files according to approved retention schedules. Review files every 6 months.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0552-173
TITLE	Intergovernmental Personnel Act Grant Records
DESCRIPTION	Records documenting the grants given to specific projects of Kansas cities under the Intergovernmental Personnel Act. The total process is documented from application material to reports on expenses.
RETENTION	See Comments
COMMENTS	Retain in office storage for 10 years then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0553-173
TITLE	Item Rating Analysis Data and Results
DESCRIPTION	Data and reports resulting from studies of specific items in civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of project, then print and delete. Retain paper copy for 6 years, then destroy.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0554-173
TITLE	Job Analysis Questionnaire Data and Results
DESCRIPTION	Data, manipulated data, and reports resulting from survey of specific positions for various personnel functions, in particular for formulation of civil service personnel examinations.
RETENTION	See Comments
COMMENTS	Retain on computer until completion of particular study, then print and delete. Retain additional 6 years on paper, then destroy.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0556-173
TITLE	KIPPS: Applicant Module, Mode 256, Type B, Personal Data
DESCRIPTION	Computer data regarding personal information in KIPPS database about applicants for examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after cancellation of score, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0557-173
TITLE	KIPPS: Applicant Module, Mode 256, Type C, Applicant Characteristic Surveys
DESCRIPTION	Data in the KIPPS database regarding demographics of applicants for examination.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for three years after cancellation of scores, then transfer to tape for additional three years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0558-173
TITLE	KIPPS: Applicant Module, Mode 256, Type D, Scoring and Availability
DESCRIPTION	Information in KIPPS database regarding applicant for examination civil service score and the applicants' work availability.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for three years after cancellation of scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0559-173
TITLE	KIPPS: Applicant Module, Mode 256, Type E, Exam Scheduling
DESCRIPTION	Computer data regarding scheduled civil service examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0560-173
TITLE	KIPPS: Applicant Module, Mode 256, Type F, Applicant Index
DESCRIPTION	Computer index to applicants for civil service examinations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after cancellation of all scores, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0561-173
TITLE	KIPPS: Applicant Module, Mode 256, Type G Certification Log (rids 1-12)
DESCRIPTION	Computer log of certified eligible lists requested by agencies in order to fill civil service vacancies.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of score, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0562-173
TITLE	KIPPS: Applicant Module, Mode 256, Type H, Transaction Log
DESCRIPTION	Computer data regarding circumstances of the entry of transactions into the system.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation of scores, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0563-173
TITLE	KIPPS: Applicant Module, Mode 256, Type I, Transaction File
DESCRIPTION	Computer data regarding the nature of transactions entered into the system.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after cancellation, then transfer to tape and retain additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0565-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Evaluation Data
DESCRIPTION	Information on individual employees' performance evaluations.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 5 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0567-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Position/Employee Cross Reference
DESCRIPTION	Cross reference file of position numbers and employee social security numbers.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0566-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Position Related Data
DESCRIPTION	Position attributes as stored in KIPPS database.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete. Note: this data is in rids 100-109.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0568-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Projected Salary Data
DESCRIPTION	Information regarding scheduled salary increases and performance evaluation due dates for individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete. Note: This data is in rids 130-130.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0569-173
TITLE	KIPPS: Employee Module, Agency Mode, Type D, Termination and Leave Data
DESCRIPTION	Information on start and end dates for leave with pay, leave without pay, suspensions, and termination dates for individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete. Note: This data is in rids 120-129.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0570-173
TITLE	KIPPS: Employee Module, Agency Mode, Type H, Transaction File
DESCRIPTION	History file of employee transactions.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0571-173
TITLE	KIPPS: Employee Module, Agency Mode, Types B and C, Personal Data
DESCRIPTION	Data reflecting personal information on individual employees.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0572-173
TITLE	KIPPS: Employee Module, Mode 250, Type B, Work History
DESCRIPTION	Information regarding attributes of positions held by individual employees.
RETENTION	See Comments
COMMENTS	Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microform and then deleted.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0573-173
TITLE	KIPPS: Employee Module, Mode 252, Type C, Transaction Log
DESCRIPTION	Record of which computer operator updated employee database on which date.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for one year after termination of employee, then transfer to tape and retain additional 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0574-173
TITLE	KIPPS: Employee Module, Mode 252, Type F, Soundex
DESCRIPTION	Index of current and former employees by phonetic name search.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0575-173
TITLE	KIPPS: Employee Module, Mode 252, Type H, Employee/Position Cross Reference
DESCRIPTION	Cross reference file of employee social security numbers and position numbers.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0576-173
TITLE	KIPPS: Employee Module, Mode 252, Type I, Length of Service
DESCRIPTION	Record in months and days of total time employee spent employed for state of Kansas.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 3 years after termination of employee, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0564-173
TITLE	KIPPS: Employee Module Mode 66, Types B and C, Work History
DESCRIPTION	Information in KIPPS database on attributes of positions held by individual employees.
RETENTION	See Comments
COMMENTS	Retain until termination of employee plus 5 years, then transfer to archives. Data may be transferred to paper or archival microforms and then data deleted.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0555-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to insure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Transfer to the records center for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0577-173
TITLE	KIPPS: Position Module, Agency Mode, Type D, Position Data
DESCRIPTION	Position attributes as contained in KIPPS database.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain additional 3 years, then delete. this data is contained in RIDS 20-29.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0578-173
TITLE	KIPPS: Position Module, Agency Mode, Type H, Transaction File
DESCRIPTION	History file of position transactions.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after transaction date, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0579-173
TITLE	KIPPS: Position Module, Mode 252, Type D, Transaction Log
DESCRIPTION	Record of which operator updated position data base on which date.
RETENTION	See Comments
COMMENTS	Retain on mainframe computer for 1 year after position is abolished, then transfer to tape and retain for additional 3 years, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

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