Kansas Records Retention Schedules
Results of Query:
Agency Code: 288-008 (Kansas State Historical Society. Museum and Education Division)
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starting on record 1
Agency Number: 288-008
Kansas State Historical Society
Museum and Education Division
Formed by the 2013 merger of the Museum Division and the Education/Outreach Division
| SERIES ID |
0215-288 |
| TITLE |
Collection Storage Access Records |
| DESCRIPTION |
Log listing staff members entering the museum collection vault maintained to control access to the storage area. |
| RETENTION |
2 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2024-10-07
|
| K.A.R. NUMBER |
53-2-223 |
| SERIES ID |
0419-288 |
| TITLE |
Curriculum Files |
| DESCRIPTION |
Educational documents developed for special exhibits and projects like Territorial Kansas Online or Kansas Kaleidoscope. |
| RETENTION |
5 cldr yrs |
| COMMENTS |
Transfer one copy of the final version to the archives for purging and destroy the remainder. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0198-288 |
| TITLE |
Docent Training Files |
| DESCRIPTION |
Material used in training volunteers to guide the exhibit tours. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0420-288 |
| TITLE |
Educational Training Institute Files |
| DESCRIPTION |
Documents such as correspondence, plans, and course materials for implementing any educational institute or training for the community or educators. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0421-288 |
| TITLE |
Exhibits Files |
| DESCRIPTION |
Research, correspondence, and other documents related to the development of an exhibit where the Kansas State Historical Society is the sole sponsor or contributor. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0422-288 |
| TITLE |
Exhibits Files -- Cooperative |
| DESCRIPTION |
Research, correspondence, and other documents related to the development of an exhibit where the Kansas State Historical Society is a joint sponsor or contributor. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0423-288 |
| TITLE |
Gallery Monitors/Visitor Service Representatives Files |
| DESCRIPTION |
Documents such as policies and procedures, duty schedules, correspondence, meeting minutes, daily cash receipts and reports, and visitor statistics. |
| RETENTION |
3 cldr yrs |
| COMMENTS |
Retain 3 calendar years, then transfer policies, procedures, and meeting minutes to the archives and destroy the remainder. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0427-288 |
| TITLE |
Reading Card Files |
| DESCRIPTION |
Research completed by staff for use on development of "Read It!" cards and curriculum materials. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0194-288 |
| TITLE |
Stach Schoolhouse Files |
| DESCRIPTION |
Documents relating to the establishment and operation of the Stach Schoolhouse program including interpretive activities development, volunteer training, and the marketing of plays and videos. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0203-288 |
| TITLE |
Tour Files |
| DESCRIPTION |
Teacher packets, evaluations, classroom reservations, and other documents relating to the organization and administration of Kansas History Center and Capital tours designed for school children. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer one copy to the archives and destroy remainder. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
| SERIES ID |
0199-288 |
| TITLE |
Traveling Trunk Files |
| DESCRIPTION |
Evaluations and other material relating to the development and implementation of the traveling trunk program designed to assist teachers in the classroom setting. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2004-07-08
|
| K.A.R. NUMBER |
53-2-139 |
Agency Number: 288-008
Kansas State Historical Society
Museum and Education Division
Administration
Formed by the 2013 merger of the Museum Division and the Education/Outreach Division
| SERIES ID |
0258-288 |
| TITLE |
Historic Sites Files |
| DESCRIPTION |
Inventories, photos, clippings, and other materials relating to Museum Division's activities at the Historical Society's historic sites maintained for convenience of reference. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2004-01-13
|
| K.A.R. NUMBER |
53-2-141 |
Agency Number: 288-008
Kansas State Historical Society
Museum and Education Division
Administration Section
Formed by the 2013 merger of the Museum Division and the Education/Outreach Division
| SERIES ID |
0253-288 |
| TITLE |
Script Files |
| DESCRIPTION |
Master copies of drafts and final scripts written by the staff for the exhibits and other interpretive programming activities. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-04-14
; Revised 2016-10-05 |
| K.A.R. NUMBER |
53-2-100 |
Agency Number: 288-008
Kansas State Historical Society
Museum and Education Division
Conservation Lab
Formed by the 2013 merger of the Museum Division and the Education/Outreach Division
| SERIES ID |
0234-288 |
| TITLE |
Artifact Treatment Files |
| DESCRIPTION |
Survey forms, condition reports, and recommendations that document the conservation methods used in treating particular museum artifacts to ensure that proper procedures and treatment were performed. |
| RETENTION |
See Comments |
| COMMENTS |
Transfer to registration unit's Information Files and retain accordingly. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1994-04-14
|
| K.A.R. NUMBER |
53-2-100 |
| SERIES ID |
0225-288 |
| TITLE |
Hygrothermograph Data Logger Reports |
| DESCRIPTION |
Hygrothermograph readings taken by the staff in the various museum areas which monitor the temperature and humidity levels to ensure that proper environmental conditions are maintained. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2004-01-13
|
| K.A.R. NUMBER |
53-2-141 |
| SERIES ID |
0228-288 |
| TITLE |
Photographic and Video Materials |
| DESCRIPTION |
Photo-prints, negatives, videos, tapes, and slides taken of artifacts before, during and after conservation treatment. |
| RETENTION |
See Comments |
| COMMENTS |
Attach to Treatment Report, transfer to registration unit's Information Files, and retain accordingly. Supersedes general schedule retention requirements for "Photographic and Video Materials." |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1994-04-14
|
| K.A.R. NUMBER |
53-2-100 |
Agency Number: 288-008
Kansas State Historical Society
Museum and Education Division
Curatorial
Formed by the 2013 merger of the Museum Division and the Education/Outreach Division
| SERIES ID |
0238-288 |
| TITLE |
Collection Research Files |
| DESCRIPTION |
Documentation relating to research conducted by the curatorial staff for past, current, and potential future interpretations of the museum's collection for public exhibits. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-04-14
|
| K.A.R. NUMBER |
53-2-100 |
| SERIES ID |
0240-288 |
| TITLE |
Donation Information Files |
| DESCRIPTION |
Copies of documents relating to artifacts donated to the museum by individual patrons or organizations maintained for convenience of reference. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-04-14
|
| K.A.R. NUMBER |
53-2-100 |
| SERIES ID |
0241-288 |
| TITLE |
Exhibit Files - Curators |
| DESCRIPTION |
Variety of documents relating to the curator's research in the interpretation of museum artifacts for specific past and current exhibits. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-04-14
|
| K.A.R. NUMBER |
53-2-100 |
Agency Number: 288-008
Kansas State Historical Society
Museum and Education Division
Exhibits
Formed by the 2013 merger of the Museum Division and the Education/Outreach Division
| SERIES ID |
0261-288 |
| TITLE |
Exhibit Artwork Files |
| DESCRIPTION |
Drawings, mock-ups, film positives, blueprints and other materials relating to artwork for museum exhibits. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
Agency Number: 288-008
Kansas State Historical Society
Museum and Education Division
Registration
Formed by the 2013 merger of the Museum Division and the Education/Outreach Division
| SERIES ID |
0268-288 |
| TITLE |
Accession Forms |
| DESCRIPTION |
Original accession forms documenting the donation of artifacts to the museum that are maintained as the deed of gift. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
KSA 45-221(a)(8) |
| APPROVED |
1994-07-14
; Revised 2016-10-05 |
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0272-288 |
| TITLE |
Conditional Deposit Book |
| DESCRIPTION |
Register containing information on artifacts that were deposited in the museum for temporary custody or for eventual donation to the collection. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
Portions per KSA 45-221(a)(8) |
| APPROVED |
2016-10-20
|
| K.A.R. NUMBER |
53-2-193 |
| SERIES ID |
0278-288 |
| TITLE |
Donation Information Files |
| DESCRIPTION |
Documents containing detailed information on donations of artifacts to the museum: copy of accession form, correspondence, background information, clippings, conservation data, etc. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
KSA 45-221(a)(8) |
| APPROVED |
1994-07-14
; Revised 2016-10-05 |
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0298-288 |
| TITLE |
Donors and Associations Database |
| DESCRIPTION |
Relational database containing complete information on donors of artifacts to the museum, data concerning the provenance of donations, and summary data about each museum artifact. |
| RETENTION |
Permanent |
| COMMENTS |
Supersedes Donor Files. |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
KSA 45-221(a)(8) |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0277-288 |
| TITLE |
Exhibit Files |
| DESCRIPTION |
Photographs, scripts, label copy, list of artifacts, loan material, etc. used in mounting temporary and permanent museum exhibits. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. This series contains the record copy of all exhibit related documents. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0279-288 |
| TITLE |
Insurance Reports |
| DESCRIPTION |
Appraisals and other information collected regarding artifacts at the sites and museum to determine the appropriate amount of insurance coverage. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until superseded, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0281-288 |
| TITLE |
Loan Files |
| DESCRIPTION |
Correspondence, loan agreement forms, conservation treatment records, condition reports, and other documents relating to loans of artifacts either to or from the museum. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
KSA 45-221(a)(8) |
| APPROVED |
2016-10-20
|
| K.A.R. NUMBER |
53-2-193 |
| SERIES ID |
0285-288 |
| TITLE |
Object Worksheets |
| DESCRIPTION |
Worksheets and catalog cards, arranged by subject category, describing individual artifacts including any marks, condition, donor, tracing location, etc.. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
KSA 45-221(a)(8) |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0288-288 |
| TITLE |
Photo Logs |
| DESCRIPTION |
Log listing the photographs and negatives taken of individual artifacts. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
; Revised 2016-10-05 |
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0290-288 |
| TITLE |
Rejected Donation Records |
| DESCRIPTION |
Documents relating to potential donors' offers of artifacts to the museum which have been declined or rejected. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
KSA 45-221(a)(8) |
| APPROVED |
1994-07-14
; Revised 2016-10-05 |
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0291-288 |
| TITLE |
Sites Files |
| DESCRIPTION |
Inventories, old site materials, accession books, etc. relating to artifacts exhibited and stored at historic sites maintained to improve documentation for the curators. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1994-07-14
|
| K.A.R. NUMBER |
53-2-101 |
| SERIES ID |
0301-288 |
| TITLE |
Special Exhibit Files |
| DESCRIPTION |
Correspondence, notes, photographs, slides, drawings, floor plans, artifact list, annotated copies of scripts, copies of exhibit text and other materials pertaining to museum special exhibits. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
2016-10-20
|
| K.A.R. NUMBER |
53-2-193 |
| SERIES ID |
0295-288 |
| TITLE |
Theft Report Files |
| DESCRIPTION |
Appraisals, correspondence, accounts of theft, photos, police reports, etc. completed on artifact thefts which occurred at the historic sites, the Memorial and Kansas Museum of History buildings. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
2001-01-11
|
| K.A.R. NUMBER |
53-2-125 |
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