Kansas Records Retention Schedules

Results of Query:

Agency Code: 173-004 (Department of Administration. Personnel Services)

Page 2 of 3 showing 100 records of 246 total, starting on record 101
1 | 2 | 3 See all records on one page

Agency Number: 173-004
Department of Administration
Personnel Services
Director's Office

SERIES ID	0644-173
TITLE	Personnel Policy Letters - Agencies
DESCRIPTION	Letters and memoranda from the Governor, Secretary of Administration, and the Director of the Division of Personnel Services to all agencies regarding personnel policy.
RETENTION	002 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0646-173
TITLE	SHaRP Implementation Files
DESCRIPTION	Documents relating to the implementation of the Statewide Human Resource and Payroll (SHaRP) system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0958-173
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to the interests of the Division of Personnel Services.
RETENTION	020 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0647-173
TITLE	Subject Files - Director
DESCRIPTION	Documents relating to a variety of internal activities of the Personnel Services Director's Office.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

Agency Number: 173-004
Department of Administration
Personnel Services
Division of Personnel

SERIES ID	0648-173
TITLE	Notice of Position Classification and Position Inventories
DESCRIPTION	Records providing technical information on classified positions. Notices identify the job class by position number and other related information. Position inventories list position titles and count.
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

Agency Number: 173-004
Department of Administration
Personnel Services
DOA Personnel Office

SERIES ID	0649-173
TITLE	Active Employee Individual Files
DESCRIPTION	Records containing all relevant information and materials concerning employees currently employed by the state in the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain records in the active files until the employee resigns or is terminated, then transfer that file to the Resigned Employee Individual File.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0945-173
TITLE	Applicant Information in Response to Specific Vacancy File
DESCRIPTION	Copies of certified eligible lists, employment summaries, interview notes, postings, and recruitment advertisements, etc. relating to applicant responses for vacant positions.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0650-173
TITLE	Applicant Responses to Registers
DESCRIPTION	Records contain applicant responses to certified registers for civil service positions in the department. Also included are copies of certified registers, expired certified registers and list of eligible
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0993-173
TITLE	Application for Overtime Credit File
DESCRIPTION	Records documenting the specific dates and number of hours that a particular employee has applied for overtime pay.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0947-173
TITLE	Back-Up Information for Personnel Actions File
DESCRIPTION	Records providing documentation and back-up information used to trace the naturalization of a personnel action such as reallocation and terminations.
RETENTION	See Comments
COMMENTS	Once the personnel action is completely final, the file is purged at the discretion of the personnel office who disposes of material that is not needed and retains those documents of importance permanently in the office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1005-173
TITLE	Bargaining Unit Records
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and includes grievances filed in those units if the Labor Relations Section was involved in those grievances.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0652-173
TITLE	Copies of Supplementals
DESCRIPTION	Records documenting any exceptions to individual Department of Administration employees pay warrants. They also provide a paper trail to trace any changes that need to be made in warrant amounts.
RETENTION	current
COMMENTS	The Division of Accounts and Reports has the originals of these records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1007-173
TITLE	Dummy Warrant Registers
DESCRIPTION	Bi-weekly computer printouts providing dummies of warrants which are used to check any discrepancies before distributing them to state employees.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0654-173
TITLE	Employee Roster Cards
DESCRIPTION	Files containing one card for each employee, currently employed or resigned, and classified or unclassified. Cards provide a summary of each employees state service.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0655-173
TITLE	Examination Monitors Weekly Time Sheets and Check Sheets
DESCRIPTION	Weekly time sheets recording the hours worked by examination monitors. Also included are computer-printed check sheets signed and dated by the monitor at each exam site.
RETENTION	004 cldr yrs
COMMENTS	Personnel Services maintains the computer printed check sheets, DOA Personnel Office keeps only the monitors weekly time sheets.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1008-173
TITLE	Layoff Folders
DESCRIPTION	Records documenting layoffs within specific sections or divisions of the Department of Administration.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0656-173
TITLE	Leave Record Cards
DESCRIPTION	Outdated cards document the number of hours a specific employee is on leave within a given month. The monthly leave balance for each are also given.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0657-173
TITLE	Leave Slips
DESCRIPTION	Records document the specific dates and number of hours that a particular employee takes leave.
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	1009-173
TITLE	Master File #1 - Promotional
DESCRIPTION	Documents relating to position vacancies that will be filled by the promotion of an employee within the specified section or division.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1010-173
TITLE	Meet and Confer Files
DESCRIPTION	Records documenting meetings between designated employee organizations, agency management personnel, and other required members of the meet and confer team.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1011-173
TITLE	Payroll Transactions File
DESCRIPTION	Records documenting any changes that affect a Department of Administration employee's status.
RETENTION	See Comments
COMMENTS	Transfer to individual personnel file and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0658-173
TITLE	Position Descriptions - Department of Administration
DESCRIPTION	Records documenting the duties and responsibilities of positions within the department, and also describe the education and experience requirements for each specific position.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0997-173
TITLE	Public Relations Board Files
DESCRIPTION	Documents regarding the establishment and modification of organized bargaining units and records documenting grievances filed in those units.
RETENTION	Permanent
COMMENTS	Retain in agency permanently or transfer to the archives.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0659-173
TITLE	Resigned Employee Individual Files
DESCRIPTION	Records containing all relevant employment information and materials concerning Department of Administration employees that have resigned from state service.
RETENTION	See Comments
COMMENTS	Retain the paper records until they are microfilmed and then destroy them. Microfiche is retained permanently in the offices.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0660-173
TITLE	Rules and Regulations Booklets
DESCRIPTION	These booklets and related material are produced by the Division of Personnel and concern rules and regulations. These are maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain permanently in office.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	1006-173
TITLE	Supplemental Pay Warrants
DESCRIPTION	Copies of individual Department of Administration employee pay warrants documenting any exceptions and used to track any changes made.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. The Division of Accounts and Reports maintains the originals.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0661-173
TITLE	Weekly Time Reports or Time Sheets and Employee Leave Reports
DESCRIPTION	Weekly time sheets document the daily and weekly hours worked by each employee. Files with the time sheets are monthly leave reports which give the accrued leave balances of employees.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

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

Agency Number: 173-004
Department of Administration
Personnel Services
Information Services

SERIES ID	1055-173
TITLE	Agency Visits Files
DESCRIPTION	Reports, surveys, and other documentation relating to scheduled agency visits by the human resources consultant.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1056-173
TITLE	Benchmark Position Description Files
DESCRIPTION	Sample ideal position descriptions used to assist in the development of position descriptions pertaining to each classification.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1057-173
TITLE	Central Subject Files - Agency Services and Planned Assistance
DESCRIPTION	Variety of documents recording the on-going activities of the former Agency and Services and Planned Assistance Section.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1058-173
TITLE	Classification Guidelines
DESCRIPTION	Guidelines used by Division of Personnel Services and the agency classifier to aid in classifying positions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1059-173
TITLE	Delegated Authorities Agreements File
DESCRIPTION	Formal agreements made between the Department of Administration and agencies delegating certain human resources functions.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful plus 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1060-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system including intra-office and inter-office memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain in office 6 calendar years, then destroy. Transfer employee records to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1061-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from the KIPPS to the SHaRP computer system.
RETENTION	065 cldr yrs
COMMENTS	Transfer to the records center for 65 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1062-173
TITLE	Layoff Actions File
DESCRIPTION	Documents relating to state employees laid off from state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1063-173
TITLE	SHaRP Computer System Employee Length of Service Data
DESCRIPTION	Record listing the months and days of total time an individual state employee worked for the state of Kansas.
RETENTION	065 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1064-173
TITLE	SHaRP Computer System Employee Performance Data
DESCRIPTION	Information gathered from an individual state employee's performance evaluations.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1065-173
TITLE	SHaRP Computer System Employee Personal Data
DESCRIPTION	Data reflecting personal information gathered on an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1066-173
TITLE	SHaRP Computer System Employee Position Related Data
DESCRIPTION	Information gathered on an individual state employee's position attributes.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1067-173
TITLE	SHaRP Computer System Employee Termination and Leave Data
DESCRIPTION	Information gathered on an individual state employee's leave with pay, leave without pay, suspensions, and termination dates.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Employee Work History Data
DESCRIPTION	Information gathered on the attributes of positions held by an individual state employee.
RETENTION	See Comments
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP computer system until archiving of employee data by DISC occurs. Data from the KIPPS computer system, Mode 252, Type I was transferred to the SHaRP computer system in 1995.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1068-173
TITLE	SHaRP Computer System Implementation Files
DESCRIPTION	Documents relating to the implementation, upgrade, and enhancement of the Statewide Human Resource and Payroll System (SHaRP).
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1070-173
TITLE	SHaRP Computer System Set-Up Tables and Related Information Files
DESCRIPTION	Documentation used to set the system table for the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Retain in office until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1071-173
TITLE	SHaRP Computer System State Employee Leave Accrual Data
DESCRIPTION	Data maintained on an individual state employee's leave accrual.
RETENTION	005 cldr yrs
COMMENTS	Retain in accordance with recordkeeping plan.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1072-173
TITLE	SHaRP Computer System State Employee Workers Compensation Data
DESCRIPTION	Information maintained on workers' compensation hours and dollar amounts paid to state employees.
RETENTION	Permanent
COMMENTS	Retain in accordance with recordkeeping plan. Retain in SHaRP database (PeopleSoft) until period required for online access expires, then write specific data to CD.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

SERIES ID	1073-173
TITLE	SHaRP Computer System Transaction Files
DESCRIPTION	Documents recording employee and position data sheets, notes, and correspondence used to explain and justify transactions requested by state agencies without SHaRP access.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-01-13
K.A.R. NUMBER	53-2-146

Agency Number: 173-004
Department of Administration
Personnel Services
KIPPS Section

SERIES ID	0690-173
TITLE	Conditional Appointments - Agencies w/o KIPPS Terminals and Printers
DESCRIPTION	These records contain DP-12 cards and employee data sheets regarding employees actually given a conditional appointment.
RETENTION	005 cldr yrs
COMMENTS	Retain at off site storage for 4 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0691-173
TITLE	Hardcopy of Purged KIPPS Data
DESCRIPTION	Computer printouts of data deleted from the KIPPS system. Examples of purged records include intraoffice and interoffice memoranda.
RETENTION	006 cldr yrs
COMMENTS	Retain these records in offsite storage for 5 years then destroy, with the exception of employee records which should be transferred to and retained permanently in the state archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0692-173
TITLE	KIPPS Run Writer's Files
DESCRIPTION	Forms, correspondence, and worksheets generated by the staff responsible for developing KIPPS programs.
RETENTION	See Comments
COMMENTS	These records are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0693-173
TITLE	KIPPS System Access Files
DESCRIPTION	Completed, pre-printed forms regarding current and previous agency representatives authorized access to the KIPPS database.
RETENTION	See Comments
COMMENTS	Retain authorization forms in the office filing area while they are active and for 3 years after they become inactive, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0694-173
TITLE	KIPPS Transaction Files, Agencies without Terminals and Printers
DESCRIPTION	Employee and position data sheets, notes and correspondence used to explain and to justify transactions completed by Personnel Services for agencies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0695-173
TITLE	Layoff and Reemployment Lists for All Agencies
DESCRIPTION	Records consisting of DA235 layoff cards and lists regarding persons actually laid off from state agencies.
RETENTION	006 cldr yrs
COMMENTS	Retain for 3 years in office files and 3 years at off-site storage.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0696-173
TITLE	Maintenance Requests
DESCRIPTION	Completed, pre-printed forms and correspondence between personnel services and computer services regarding programming maintenance needed for KIPPS.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0697-173
TITLE	Requests for Registers - Selective Certification
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	3.5 cldr yrs
COMMENTS	Retain at off-site storage for 3 years.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
Learning Services & Orgz Wellness

SERIES ID	0984-173
TITLE	Employee Suggestion and Service Award Files
DESCRIPTION	Records documenting approved and non-adopted suggestions for service awards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Legal and Labor Relations Section

SERIES ID	0943-173
TITLE	State Self-Insurance Fund Attorney Files
DESCRIPTION	Documents relating to claims filed by state employees and handled by the State Self-Insurance Fund Attorneys.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0937-173
TITLE	State Self-Insurance Fund Contract Attorneys Billing Files
DESCRIPTION	Records documenting payments to contract attorneys for their work on the State Self-Insurance Fund.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0707-173
TITLE	Workers Compensation (KDHR) Legal Files
DESCRIPTION	Legal cases involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0934-173
TITLE	Workers Compensation Legal Files
DESCRIPTION	Legal case files involving the workers compensation fund at the Department of Human Resources for which the Department of Administration functions as the state legal representative.
RETENTION	See Comments
COMMENTS	Retain in office until case is settled and closed, transfer to the records center for 10 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(3),(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Management Services Section

SERIES ID	0983-173
TITLE	Annual Report Database
DESCRIPTION	Computer files used to manipulate data and produce documents for the production and publication of the division's annual report.
RETENTION	See Comments
COMMENTS	Retain electronic records until the annual report has been prepared, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0976-173
TITLE	Awards File
DESCRIPTION	Documents prepared by the division for submittal to various entities explaining divisional programs and accomplishments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0962-173
TITLE	Civil Service Board Files
DESCRIPTION	Records documenting all appellant actions by employees or applicants for employment brought before the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0992-173
TITLE	Civil Service Board Memo File
DESCRIPTION	Notes and miscellaneous correspondence concerning employee and applicants for employment who have contacted the Kansas Civil Service Board.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0991-173
TITLE	General Surveys
DESCRIPTION	Surveys conducted on state employees and/or agencies to measure customer satisfaction, entrance and exit date on employees, or surveys conducted for other state organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0990-173
TITLE	Historical Records of the Civil Service Act
DESCRIPTION	Copies of Kansas Civil Service Act statutes dating from the 1941 originals through the 1985 originals and revisions.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer immediately to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0989-173
TITLE	Legislative Research and Information Files
DESCRIPTION	Research compiled for Senate and House bills which may have an impact on agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0988-173
TITLE	Minutes and Orders - Civil Service Board
DESCRIPTION	Original minutes and orders recording the actions of the Kansas Civil Service Board.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0987-173
TITLE	Performance Review System Development Files
DESCRIPTION	Records documenting team meetings, research, and presentation materials compiled by the section.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0986-173
TITLE	Personnel Rules and Regulations File
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations including research and background information, history of changes, and public hearing files.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0975-173
TITLE	Research and Development Generated Management Reports
DESCRIPTION	Computer reports generated from the Office of Selection Research and Development and used to monitor various aspects of personnel programs within the state civil service work force.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0995-173
TITLE	SHaRP Regulation and Revision History Files
DESCRIPTION	Research and data compiled throughout the process to establish a new computer system for the Division of Personnel Services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Management Staff Services Section

SERIES ID	0708-173
TITLE	Adverse Actions File
DESCRIPTION	Working documents relating to employee demotions, dismissals, suspensions, or relief of duty with pay.
RETENTION	120 days
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)(25)
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0713-173
TITLE	Computer Maintenance Data
DESCRIPTION	Expenditure and telecommunication service requests made for the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-08
K.A.R. NUMBER	53-2-114

SERIES ID	0714-173
TITLE	Computer System Documentation - KIPPS
DESCRIPTION	Records related to the development, implementation, modification, and use of computer programs and systems related to the KIPPS system gathered prior to SHaRP implementation.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated computer programs and systems.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0717-173
TITLE	Historical Rules and Regulations File
DESCRIPTION	Variety of documents relating to the research and implementation of rules and regulations created which provides a history of any changes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. This is the only complete set.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0718-173
TITLE	Kansas Quality Management (KQM) Files
DESCRIPTION	Variety of documents relating to the planning and implementation of KQM for the agency.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to storage facility for 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0719-173
TITLE	KIPPS Extract Files
DESCRIPTION	Documents and computer data containing ad hoc reports.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0720-173
TITLE	KIPPS Personnel Data
DESCRIPTION	Computer printout generated as an employee work history listing employment, length of service, and evaluation data maintained to ensure a smooth transition from KIPPS to the SHaRP computer system.
RETENTION	See Comments
COMMENTS	Transfer to storage facility for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2018-12-06
K.A.R. NUMBER	53-2-202

SERIES ID	0722-173
TITLE	Legislative Research and Information
DESCRIPTION	Research and data obtained for Senate and House bills which may have an impact on agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0725-173
TITLE	Personnel Regulations
DESCRIPTION	Proposals, updates, changes, bulletins, and issues related to personnel regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

1 | 2 | 3