Kansas Records Retention Schedules

Results of Query:

Agency Code: 288-002 (Kansas State Historical Society. State Archives Division)

Page 1 of 1 showing 44 records of 44 total, starting on record 1

Agency Number: 288-002
Kansas State Historical Society
State Archives Division

Prior to 2013, known as Library and Archives Division.

SERIES ID	0066-288
TITLE	Accession Registers
DESCRIPTION	Register of all materials accessioned into department collections - used to assign accession numbers: donor name, address, brief description of donation, accession number. Includes all divisions.
RETENTION	Permanent
COMMENTS	This records series may be microfilmed and the originals destroyed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0082-288
TITLE	Accessions File
DESCRIPTION	Documents relating to the transfer of custody of records from state agencies to the state archives.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0105-288
TITLE	Agency Surveys and Inventories Files
DESCRIPTION	Documents related to records surveys conducted in the field with inventories compiled by the records management staff as part of the process of appraising and scheduling records.
RETENTION	Permanent
COMMENTS	May require some purging of drafts
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0152-288
TITLE	Book Purchase Files
DESCRIPTION	Purchase orders, correspondence, etc. relating to purchasing books from vendors.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0383-288
TITLE	Borrowing Agreement Form
DESCRIPTION	Form completed by staff describing the type of material loaned to borrowing institutions and loan fees.
RETENTION	See Comments
COMMENTS	Retain 5 cld years after material is returned and verified.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0045-288
TITLE	Call Slips
DESCRIPTION	Forms completed by research patrons and staff members to request in the retrieval of materials from the holdings.
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(23)
APPROVED	2023-07-20
K.A.R. NUMBER	53-2-218

SERIES ID	0070-288
TITLE	Donor Cards
DESCRIPTION	Documents of accessions of materials into the collections - maintained on 4x5 cards - includes donor name and address, date of accession, and brief description of donation. Includes all sections.
RETENTION	Permanent
COMMENTS	This records series may be microfilmed and the originals destroyed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0055-288
TITLE	Donor Cards
DESCRIPTION	Records of donations made to the library.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0071-288
TITLE	Donor Files
DESCRIPTION	Documents recording accessions of materials into the collections: declarations of gift, transfer forms, correspondence, worksheets, and other supporting materials. Includes all sections.
RETENTION	Permanent
COMMENTS	This records series may be microfilmed and the originals destroyed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0056-288
TITLE	Donor Lists
DESCRIPTION	Accession register listing donors of materials, dates of donations, and simple descriptions of materials donated.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0463-288
TITLE	Film Duplication Log
DESCRIPTION	Logs of positive and negative film duplicated including date duplicated, lab number and density settings.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	none
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0464-288
TITLE	Film Processing Log
DESCRIPTION	Logs of film run through the film processor indicating date processed and lab number.
RETENTION	1 cld year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0088-288
TITLE	Finding Aids for Archives Holdings
DESCRIPTION	Inventories, box content lists, and other finding aids created for use in providing access to the information in the archives holdings.
RETENTION	Permanent
COMMENTS	Retain permanently or until revised.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0063-288
TITLE	Image Order Forms
DESCRIPTION	Forms used by patrons to request photoduplication services.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221 (a)(30)
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0050-288
TITLE	Incident Reports
DESCRIPTION	Copies of forms completed by staff regarding unauthorized access to the collections, disruptive behavior, environmental problems, etc. and maintained for convenience of reference.
RETENTION	010 fisc yrs
COMMENTS	Originals remain with security director or maintenance director.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0142-288
TITLE	Interlibrary Loan Request Forms
DESCRIPTION	Form completed by institutions requesting microfilm through the interlibrary loan services.
RETENTION	See Comments
COMMENTS	Retain form until microfilm is returned, then destroy. Retain electronic copy 1 calendar year, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10
K.A.R. NUMBER	53-2-111

SERIES ID	0459-288
TITLE	Kansas Places reference system
DESCRIPTION	Series of reference databases providing information about places located in Kansas, prepared to assist historians, genealogists, and other researchers. Includes but is not limited to county histories; indexes of "Dead Towns" in Kansas, Kansas cities and townships, locations of cemeteries, locations of post offices; and other information transcribed or compiled by Kansas Historical Society staff and volunteers.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0076-288
TITLE	Laboratory Number Books
DESCRIPTION	Log used to assign laboratory numbers to rolls of microfilm for identification and retrieval from off-site storage.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

SERIES ID	0092-288
TITLE	Land Survey Database
DESCRIPTION	Database containing information about land survey reference reports filed by surveyors.
RETENTION	Permanent
COMMENTS	Update and edit when needed.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0093-288
TITLE	Land Survey Reference Reports
DESCRIPTION	Reports describing the locations of section corners filed by all surveyors in Kansas by KSA 58-2001 in order to expedite future efforts to locate the corners.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0051-288
TITLE	Library Acknowledgments - Yearly
DESCRIPTION	Incoming and outgoing correspondence regarding material donated to the library.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a)(7)(14)
APPROVED	2004-01-08 ; Revised 2016-06-30
K.A.R. NUMBER	53-2-137

SERIES ID	0057-288
TITLE	Loan File Circulation Records
DESCRIPTION	Records used in the control of circulating materials which have been loaned.
RETENTION	See Comments
COMMENTS	Retain individual cards until loaned material is returned plus two years, then destroy. Retain cards for unreturned materials until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0094-288
TITLE	Local Records Disposal and Accession Files
DESCRIPTION	Documents related to the reviews by the archives staff of records disposition by local government and court officials and transfers of such records to the state archives.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0095-288
TITLE	Local Records Survey Project Files
DESCRIPTION	Variety of documents pertaining to the Local Government Records Survey Project conducted by the state archives and used as the basis for the Local Government Records Manual.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0075-288
TITLE	Microfilm Camera Books
DESCRIPTION	Records documenting all work performed on individual microfilm cameras: roll numbers, number of exposures, reduction ratios used, roll contents identification, and remarks.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0143-288
TITLE	Microfilm Inspection Logs
DESCRIPTION	Logs maintained to monitor any defects or problems with the microfilm produced by the lab.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0097-288
TITLE	Needs Assessment Project Files
DESCRIPTION	Questionnaires and other documents related to a grant-funded project involving assessment of the archival needs of Kansas.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0132-288
TITLE	Newspaper Accession Registers
DESCRIPTION	Registers recording information on all the newspapers accessioned into the collection.
RETENTION	See Comments
COMMENTS	Retain until noncurrent, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1995-10-12
K.A.R. NUMBER	53-2-106

SERIES ID	0048-288
TITLE	Patron Invoices
DESCRIPTION	Form letters sent to and returned by patrons with payment for reference services which are used to record the payments in the correspondence database.
RETENTION	See Comments
COMMENTS	Retain until logged into database, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(23)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0461-288
TITLE	Patron Microfilm Request Files
DESCRIPTION	Documentation of patron and local institutions requests for filming recent newspaper issues.
RETENTION	20 cld year
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221 (a)(30)
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0460-288
TITLE	Patron Registration Database
DESCRIPTION	Database generated on patrons who register to use the reference services at the Kansas Historical Society.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(23)
APPROVED	2014-05-01
K.A.R. NUMBER	53-2-180

SERIES ID	0451-288
TITLE	Patron Research Request Records
DESCRIPTION	Correspondence, payment information, and other documentation related to patrons' request for research.
RETENTION	2 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 45-221(a) (7) (8) (14) (23)
APPROVED	2023-07-20
K.A.R. NUMBER	53-2-218

SERIES ID	0061-288
TITLE	Periodicals and Government Documents Checklist
DESCRIPTION	Accession and holdings records of government documents and periodicals in the collection.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0386-288
TITLE	Permission to Publish Forms
DESCRIPTION	Forms completed by research patrons requesting permission to publish materials from the holdings.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2004-01-08 ; Revised 2016-06-28
K.A.R. NUMBER	53-2-137

SERIES ID	0462-288
TITLE	Photo Order Forms
DESCRIPTION	Duplication order forms recording patron information and the collections for which they are requesting high quality copies.
RETENTION	1 cld year
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221 (a)(30)
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0450-288
TITLE	Processors' Notes
DESCRIPTION	Detailed notes taken by arrangement and description staff regarding work on specific record series, record groups, or collections assigned to them.
RETENTION	See Comments
COMMENTS	When project is completed file in appropriate Accession File and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0465-288
TITLE	Promotional Photography
DESCRIPTION	Non-collections digital photography created for promotional purposes in the photo studio or elsewhere.
RETENTION	See comments
COMMENTS	Retain 5 cld years then contact archives for appraisal. If not accepted then destroy.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221 (a)(30)
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192

SERIES ID	0454-288
TITLE	Reference Room Daily Documents
DESCRIPTION	Records related to the daily operations of the Historical Society Reference Room including the daily log of patrons who have registered to use materials in the reference room, daily microfilm tally sheets, and daily cash count sheets; maintained for monitoring and statistical purposes.
RETENTION	002 fiscal years
COMMENTS	Retain two fiscal years in office, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(23)
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

SERIES ID	0466-288
TITLE	Scanning Datasheets
DESCRIPTION	Imaging lab forms that record the scanning metadata of digitized materials.
RETENTION	See Comments
COMMENTS	Retain until digital objects are associated with metadata, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-01-16
K.A.R. NUMBER	53-2-205

SERIES ID	0102-288
TITLE	State Agency Files
DESCRIPTION	Documents related to specific state agencies such as inventories, correspondence, and retention and disposition schedules.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0064-288
TITLE	State Publications Records
DESCRIPTION	Accession and holdings records for state publications: types and quantities of such materials received.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1989-01-26
K.A.R. NUMBER	53-2-077

SERIES ID	0106-288
TITLE	Surveys and Inventories Databases
DESCRIPTION	Databases created in preparing inventories and retention and disposition schedules for records of state and local government agencies.
RETENTION	See Comments
COMMENTS	Revise as needed and delete when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1991-07-11
K.A.R. NUMBER	53-2-089

SERIES ID	0387-288
TITLE	Theft Report Files
DESCRIPTION	Appraisals, correspondence, accounts of theft, police reports, etc. relating to thefts of materials from the division.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0137-288
TITLE	Volunteer Files
DESCRIPTION	records of applications and other documentation relating to the recruitment and activities of division volunteers.
RETENTION	3 cld years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221 (a)(30)
APPROVED	2016-07-20
K.A.R. NUMBER	53-2-192