Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-004 (Department of Administration. Personnel Services)
Subagency: Human Resource Mgmt and Diversity

Page 1 of 1 showing 20 records of 20 total, starting on record 1

Agency Number: 173-004
Department of Administration
Personnel Services
Human Resource Mgmt and Diversity

SERIES ID	0662-173
TITLE	Agency Files
DESCRIPTION	Documents relating to interactions between agencies and the Human Resource Management and Diversity Section.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0665-173
TITLE	Answer Sheets
DESCRIPTION	Completed answer sheets submitted by applicants at the examination centers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office for 2 years, transfer to the records center for 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0666-173
TITLE	Applications for Employment - Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0667-173
TITLE	Certified Register of Eligibility
DESCRIPTION	Register listing persons who have met the required score on the application examination to be eligible for the position specified.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0668-173
TITLE	Conditional Appointments
DESCRIPTION	Records documenting appointment of conditional employees.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0670-173
TITLE	Correspondence - Routine - Applicant Examination Unit
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Destroy routine correspondence after 10 years. Retain until no longer active for Highway Patrol, and Trooper/Master Trooper information, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0671-173
TITLE	Delegated Authorities Agreements
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resource functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0672-173
TITLE	Drug Screening Program - Test Results
DESCRIPTION	Individual files relating to the drug tests for an applicant or employee.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0674-173
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA form 281-2 and supporting documentation.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0675-173
TITLE	Job Analysis Questionnaire Data
DESCRIPTION	Computer data compiled from a 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 delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0676-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Completed applications, correspondence, time, and location of tests which pertain to persons seeking employment in the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, transfer prior years' applications to the Highway Patrol and they will retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0677-173
TITLE	Layoff and Re-employment Lists
DESCRIPTION	Documents relating to DA235 layoff cards and lists regarding persons laid off from state service.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 3 years, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0678-173
TITLE	Non-Competitive Promotion Examination Log Sheet
DESCRIPTION	KIPPS data specifying each employee who took the non-competitive promotion examination which includes his/her examination score.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 4 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0680-173
TITLE	Pass-Fail by Name List
DESCRIPTION	KIPPS data listing applicant by name and by pass or fail on the examination for the specified job classification.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0681-173
TITLE	Requests for Selective Certification Registers
DESCRIPTION	Agency-generated request forms (2381), copies of registers, applicant response forms and agency responses documenting the development and use of civil service applicant registers.
RETENTION	004 cldr yrs
COMMENTS	Retain in office 1 year, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0682-173
TITLE	SHaRP Transaction Files - Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0684-173
TITLE	Subject File - Human Resource Management and Diversity Section
DESCRIPTION	Documents relating to the various activities of the Human Resource Management and Diversity Section.
RETENTION	008 cldr yrs
COMMENTS	Retain in office for 3 years, transfer to the records center for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0685-173
TITLE	Technical Files
DESCRIPTION	Documents relating to current standards for evaluating unassembled exams for classified civil service jobs.
RETENTION	See Comments
COMMENTS	Retain current standards in the office updating each classification as needed. Dispose of the technical file for an exam when the class is abolished.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0688-173
TITLE	Unclassified Position Files
DESCRIPTION	Records documenting unclassified positions appointed by the Governor.
RETENTION	See Comments
COMMENTS	Retain in file for the duration of the current administration plus 2 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0689-173
TITLE	Validation Study Reports
DESCRIPTION	Records documenting the validation of selection instruments.
RETENTION	See Comments
COMMENTS	Retain active exam materials in office area. Retain inactive exam and validation materials for 3 years in the records center, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114