Kansas Records Retention Schedules
Results of Query:
Agency Code: 276-033 (Kansas Department of Transportation. Office of Civil Rights)
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starting on record 1
Agency Number: 276-033
Kansas Department of Transportation
Office of Civil Rights
The Office of Civil Rights is part of KDOT's Division of Administration (276-003).
| SERIES ID |
0153-276 |
| TITLE |
Contract Compliance Reviews |
| DESCRIPTION |
Contractor-provided documentation used to support reporting requirements of Title VI, Davis Bacon, Equal Employment Opportunity (EEO) assurances, and non-discrimination practices. Records include applicant logs, subcontractor agreements for EEO, hours worked, employees, recruitments, job advertisements, benefit packages, and Form 259-Request for Subcontractor Approval. |
| RETENTION |
See comments |
| COMMENTS |
Cut off at end of fiscal year. Retain in office for 3 fiscal years after cutoff. Send summary reports, in paper format, to the Federal Highway Administration (FHWA), then destroy both paper and electronic records. Data is input to electronic database and stored on a server to create report. Server backup is performed using CommVault software and data protection strategies. Summary reports are maintained at the federal level. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221(a)(45) |
| APPROVED |
2012-07-26
|
| K.A.R. NUMBER |
53-2-173 |
| SERIES ID |
0154-276 |
| TITLE |
Inactive (Dead) Disadvantaged Business Enterprise (DBE) Files |
| DESCRIPTION |
Documents provided by contractors applying for DBE certification, including those that were denied for not meeting criteria; graduated out of program eligibility; dissolved the business; or no longer wish to be certified. Records include business and personal tax filings, articles of incorporation, net worth forms, and affidavit of ownerships forms. Also includes certified letters sent to contractors informing them of certification status. |
| RETENTION |
See comments |
| COMMENTS |
Cut off closed case files at end of fiscal year, retain in office for 3 years and transfer to storage for 6 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 79-3234, K.S.A. 45-221(a)(45) |
| APPROVED |
2013-01-10
|
| K.A.R. NUMBER |
53-2-175 |
| SERIES ID |
0155-276 |
| TITLE |
On-the-Job Training (OJT) and Disadvantaged Business Enterprise (DBE) Supportive Files |
| DESCRIPTION |
Files related to programs designed to support the funding of the external training programs for OJT and DBE. |
| RETENTION |
See comments |
| COMMENTS |
Cut off at end of fiscal year, retain in office for 2 fiscal years after cutoff, transfer to storage for 3 fiscal years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221(a)(30) |
| APPROVED |
2012-07-26
|
| K.A.R. NUMBER |
53-2-173 |
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