Kansas Records Retention Schedules

Results of Query:

Agency Code: 521 (Department of Corrections)

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Agency Number: 521-001
Department of Corrections
Central Office

SERIES ID	0014-521
TITLE	Subject Files - Community Corrections
DESCRIPTION	Wide variety of documents related to a range of community correction issues: monitoring programs, inmate correspondence, population reports, vehicle logs, community correction plans, etc.
RETENTION	See Comments
COMMENTS	Retain in accordance with general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0058-521
TITLE	Subject Files - Computer Programs
DESCRIPTION	Wide variety of documents related to computer programming: DISC allocation, correspondence, notes, OBSCIS/MIS user group, data processing plan, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0013-521
TITLE	Subject Files - Deputy Secretary's
DESCRIPTION	Wide variety of documents related to the general operation of the Programs Division: juvenile advisory committee, legislative issues, letters, memos, notes, drug testing reports, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0194-521
TITLE	Subject Files - Education
DESCRIPTION	A wide range of documents relating to educational issues: budgets, contracts, correspondence, personnel, purchasing, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0017-521
TITLE	Subject Files - Information Systems and Research
DESCRIPTION	A wide variety of documents and materials related to entire range of correctional issues: monthly parole statistics, KDHE inspections, fire marshal reports, OBSCIS/MIS User group minutes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0097-521
TITLE	Subject Files - Institutions and Honor Camps
DESCRIPTION	Wide variety of documents related to specific programs and functions pertinent to certain penal institutions and honor camps.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0010-521
TITLE	Subject Files - Investigation
DESCRIPTION	Wide variety of documents related to groups, clans and organizations detrimental to the Kansas state penal institution inmate population: Ku Klux Klan, inmate deaths, Aryan Brotherhood, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0009-521
TITLE	Subject Files - Legal
DESCRIPTION	Wide variety of documents and related material related to Department of Corrections: litigation, legal legislation, and regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer needed, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0016-521
TITLE	Subject Files - Management Services Executive Manager
DESCRIPTION	A wide variety of documents concerning the daily operation of the Management Services division: personnel rosters, budget charts, court actions, etc.
RETENTION	See Comments
COMMENTS	Retain in accordance with general schedule (KAR 53-3-1) until no longer useful, then contact the State Archives for appraisal-if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0012-521
TITLE	Subject Files - Mental Health and Health Care
DESCRIPTION	Documents and related material covering a wide range of issues in the mental health and medical health care section of Department of Corrections.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0015-521
TITLE	Subject Files - Personnel and Training
DESCRIPTION	A wide variety of documents relating to personnel and training issues: insurance files, labor relations, planned assistances, retirement systems, salary procedures, workforce planning project, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable--otherwise retain until no longer useful, then contact the State Archives for appraisal--if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0011-521
TITLE	Subject Files - Public Information
DESCRIPTION	Wide variety of documents related to a breadth of Department of Corrections issues.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0084-521
TITLE	Subject Files - Secretary's
DESCRIPTION	Records regarding all aspects of the Department of Corrections activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0044-521
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings and supporting documents concerning the use of a telecommunications service provider.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0049-521
TITLE	Vehicle Operation Log
DESCRIPTION	Documents with vehicle usage records attached for preparing annual budgets and capital cash outlays: weekly gas and oil reports, summary logs, memos, etc.
RETENTION	See Comments
COMMENTS	Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0417-521
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0039-521
TITLE	Vouchers - Journal
DESCRIPTION	DA forms 35 series used to adjust financial account balances.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0045-521
TITLE	Vouchers - Receipts
DESCRIPTION	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0048-521
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122 and 123.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0050-521
TITLE	Warrant Files
DESCRIPTION	Computer reports regarding materials received and monies disbursed by the Department of Corrections: batch sheets, warrant register, ombudsman expenses, etc.
RETENTION	crrt fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

SERIES ID	0066-521
TITLE	Workforce Information
DESCRIPTION	Documents and related material used in developing and implementing workforce standards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-01-25
K.A.R. NUMBER	53-2-083

Agency Number: 521-010
Department of Corrections
All Facilities

SERIES ID	0284-521
TITLE	Accounting Records - General
DESCRIPTION	A variety of documents relating to financial matters including: telephone logs, warrants, receipts, payroll logs and receipts, budgets and related material, check stubs, bank statements, etc.
RETENTION	See Comments
COMMENTS	Retain and dispose of in accordance with general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0472-521
TITLE	Accounts and Reports Run Documents
DESCRIPTION	Internal DOC computer reports used to monitor expenditures and other financial activities: inmate trust and benefit funds, imprest fund, canteen fund, general receipt fund, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0411-521
TITLE	Administrative Segregation Reports
DESCRIPTION	Documents indicating when an inmate is locked in a cell for long periods of time.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to respective "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0517-521
TITLE	Alcohol/Drug Diagnostic Appraisal Records
DESCRIPTION	Supporting documentation used as a diagnostic tool during the intake processing to determine the level of substance abuse treatment the offender required.
RETENTION	See Comments
COMMENTS	Obsolete series, destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105

SERIES ID	0123-521
TITLE	Alpha Roster
DESCRIPTION	Documents used for reference and assignment of inmates to vacant cells.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0309-521
TITLE	Boiler Records
DESCRIPTION	Documentation of the boiler system used to ensure safe operating levels.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0282-521
TITLE	Building Inspection Records
DESCRIPTION	Documents regarding maintenance and inspections of fire and safety equipment, food areas, and other related issues.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0528-521
TITLE	Call-Out Records
DESCRIPTION	Memoranda and other communications to cellhouses indicating which inmates may attend meetings of organized, approved groups (e.g. religious groups, choirs, programs, etc.)
RETENTION	001 fiscal year
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29), KSA 22-4707
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0402-521
TITLE	Canine Operations records
DESCRIPTION	Wide variety of documents related to the kennel operation and maintenance and dog training for those dogs working with the Department of Corrections: requisitions, correspondence, dog ownership papers, disposition records, vet bills, inspections and searches, search exercises, etc.
RETENTION	See Comments
COMMENTS	Retain until information is superseded or for 5 fiscal years, whichever is longer, then destroy and/or delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0274-521
TITLE	Canteen Accounting Records
DESCRIPTION	Documents concerning financial affairs of the canteen: check ledgers, bank statements, ledgers, receipts, invoices, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0511-521
TITLE	Captain's Shift Log
DESCRIPTION	Facility security activity log indicating the date, time, shift supervisor, recorded incidents, etc. within all observation points within the facility.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-142

SERIES ID	0220-521
TITLE	Cellhouse and Tower Call-in Logs
DESCRIPTION	Documents of cellhouse and tower security post call-ins.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0344-521
TITLE	Cellhouse Capacity Sheets
DESCRIPTION	Documents related to the cellhouse population capacity: population numbers, total, optimum number, etc.
RETENTION	001 cldr yr
COMMENTS	Duplicate copies may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0301-521
TITLE	Chaplain's records
DESCRIPTION	Documents regarding a wide range of facility issues: inmate control sheet, attendance worship records, volunteer demographics information, correspondence, notes, sermons, logs of inmates' use of chaplaincy services, etc.
RETENTION	001 calendar year
COMMENTS	Retain for 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy and/or delete.
DISPOSITION	See comments
RESTRICTIONS	Portions restricted per KSA 45-221(a)(29).
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0210-521
TITLE	Civil Service Examinations
DESCRIPTION	Examinations given to perspective employees as required by the Division of Personnel Services.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0212-521
TITLE	Civil Service Examinations - Correctional Officers
DESCRIPTION	Examinations given to applicants for correctional officer positions.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0211-521
TITLE	Classification Action Records
DESCRIPTION	Documents used to assess and evaluate employee classification position levels.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0099-521
TITLE	Clemency Records
DESCRIPTION	Documents related to requests by penal inmates for clemency.
RETENTION	See Comments
COMMENTS	Retain 3 years beyond governor's tenure, then transfer to the State Archives. This is pursuant to KSA 75-104(c).
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0364-521
TITLE	Clinic Administration Records
DESCRIPTION	Routine documents related to the administration of clinic: purchasing records, personnel memos, incident reports, inmate grievances, supply requisitions, fire inspection reports, etc.
RETENTION	See Comments
COMMENTS	See general schedule (KAR 53-3-1) where applicable, if not, retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0101-521
TITLE	Commutation Certificates
DESCRIPTION	Documents authorizing terminated or reduced prison sentences for specific inmates.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0183-521
TITLE	Controlled Medication and Syringe Logs
DESCRIPTION	Documents concerning the use and distribution of controlled medication and narcotic syringe count sheets.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0139-521
TITLE	Correctional Officer Duty Roster
DESCRIPTION	Correctional officer daily assignment and duties.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0407-521
TITLE	Correctional Officer Equipment Issue Log
DESCRIPTION	Documents relating to the issuance of a variety of equipment: radio (hand-held), flashlights, bolt cutters, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0412-521
TITLE	Correctional Officer Medication File
DESCRIPTION	Monthly report of medication correctional officers are taking.
RETENTION	001 month
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0513-521
TITLE	Correctional Officer Shift Log
DESCRIPTION	A facility activity log recording date, time, shift supervisor, recorded incidents, etc.
RETENTION	005 cldr yrs
COMMENTS	See also Captain's Shift Log.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 22-4707 & 45-221(a)(29)
APPROVED	2006-07-13
K.A.R. NUMBER	53-2-148

SERIES ID	0165-521
TITLE	Correctional Officer Uniform Issue Log
DESCRIPTION	Documents detailing the issuance of correctional officer uniforms: officer's name, type of clothing issued, date, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0224-521
TITLE	Correctional Staff After Hours Emergency Log
DESCRIPTION	Documents related to radio, telephone, and/or pager notifications during emergency situations.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0197-521
TITLE	Credit Card Logs
DESCRIPTION	Documents listing issued state credit cards.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0145-521
TITLE	Disciplinary Case Files
DESCRIPTION	Documents related to charges filed against an inmate for violations of facility rules and regulations.
RETENTION	See Comments
COMMENTS	Retain until case is closed, then place original report in "Inmate File" if found guilty. The remainder retain 3 years, then destroy. Destroy duplicates when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0515-521
TITLE	Disciplinary Case Log
DESCRIPTION	Log of inmate disciplinary cases: case number, inmate number, offense, class of offense, dates, disposition, etc.
RETENTION	003 cldr yrs
COMMENTS	Retain 3 calendar years, then transfer to the archives for purging or sampling.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0134-521
TITLE	Disciplinary Case Tape Recordings and Transcripts
DESCRIPTION	Sound recordings of disciplinary hearings held by adjudicated panel.
RETENTION	See Comments
COMMENTS	Tapes may be erased after transcription.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0416-521
TITLE	Disciplinary Disposition Reports
DESCRIPTION	Daily summaries of disciplinary cases: inmate number, cell, case number, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0510-521
TITLE	Disciplinary/Segregation Reports and Logs
DESCRIPTION	Reports and logs recording disciplinary and segregation incidents.
RETENTION	003 cldr yrs
COMMENTS	Retain 3 calendar years, then transfer to the archives for purging or sampling.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1995-01-12
K.A.R. NUMBER	53-2-103

SERIES ID	0380-521
TITLE	Dress-Out Cards
DESCRIPTION	Documents of inmate funds transferred to other facilities or elsewhere.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0185-521
TITLE	Drug Formulary
DESCRIPTION	Listing of drugs kept at the facilities.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0459-521
TITLE	Drug Screening Information Records
DESCRIPTION	Documents relating to routine drugs and screening tests for such drugs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0467-521
TITLE	Emergency Drills and Reports
DESCRIPTION	Documents relating to the completion of fire, tornado, and other related emergency drills by the facility personnel and inmates.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0406-521
TITLE	Emergency Plans, Maps, and Squad Assignments
DESCRIPTION	Documents related to the preparedness of security personnel in an emergency situation: maps, facility blueprints, assignments, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0440-521
TITLE	Employee Accident Reports
DESCRIPTION	Reports regarding accidents to employees: name, place, and cause of accident, nature, and location of injury on body, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707,45-221(a)(3)(4)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0330-521
TITLE	Employee Case Files
DESCRIPTION	Documents relating to employee legal problems with either supervisors or colleagues: correspondence, reports, disciplinary cases, court orders, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 3 years, then transfer to "Employee Personnel File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(25)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0460-521
TITLE	Employee Drug Test Records
DESCRIPTION	Documents detailing the testing of employee's urine samples for the presence of drugs.
RETENTION	See Comments
COMMENTS	Retain for employee's tenure, then transfer positive results to the "Employee Personnel File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0335-521
TITLE	Employee Fingerprint Cards
DESCRIPTION	Cards related to the fingerprinting of applicants for security purposes.
RETENTION	See Comments
COMMENTS	Cards are merged with either the "Employee Personnel Files" or "Employment Applications - Not Hired" and retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(10)(12)(30)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0334-521
TITLE	Employee Grievances and Complaints - General
DESCRIPTION	Documents related to complaints and grievances against supervisors: narratives, form 03101, investigation reports, etc.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0479-521
TITLE	Employee Information Cards
DESCRIPTION	Information in abstract form relating to individual employees.
RETENTION	See Comments
COMMENTS	Retain 20 years after tenure of employee, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0215-521
TITLE	Employee Information Roster
DESCRIPTION	A roster listing in abstracted form employee personnel information: name, address, telephone number, position number, hire date, birthdate, salary, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0336-521
TITLE	Employee Interview Board Files
DESCRIPTION	Documents related to the filling of positions: list of eligible applicants, applicant assessments, applications - not hired, copy of successful applications, score sheets, & other supporting material.
RETENTION	003 cldr yrs
COMMENTS	Material for those persons hired are transferred to "Employee Personnel Files" (q.v.).
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0213-521
TITLE	Employee Personnel Evaluation Log
DESCRIPTION	Documents used to schedule and control personnel evaluations: type of evaluation, date sent, date received, etc.
RETENTION	See Comments
COMMENTS	Retain until log book is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0434-521
TITLE	Employee Personnel Files - Director's Office
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications, INS Status forms, etc.
RETENTION	See Comments
COMMENTS	Retain original file or abstracted work history for length of employee's tenure, plus 10 years, then transfer to the archives. Purge documents from file when no longer useful.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0187-521
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Documents regarding individual employee financial and position status: salary plans, letters of reprimand, general financial data, etc.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0112-521
TITLE	Employee Position Description Cards
DESCRIPTION	Card listing of those employees who have (and who presently do) occupy a specific position.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0522-521
TITLE	Employee Property Claim Files
DESCRIPTION	Documents relating to property loss claims under $500 filed by Department of Corrections employees for reimbursement of damaged goods.
RETENTION	See Comments
COMMENTS	Transfer to individual Employee Personnel File and retain accordingly.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0383-521
TITLE	Employee Termination Check-Out Sheets
DESCRIPTION	Forms used to ensure all actions associated with persons leaving employment have been completed.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0169-521
TITLE	Employee Training Manuals
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0113-521
TITLE	Employee Training Records - Individual
DESCRIPTION	Documents relating to individual employee training: qualifications of weapons, educational exams, supervisory workshops, CPR and First Aid instructions, etc.
RETENTION	See Comments
COMMENTS	Retain until end of employee tenure, then merge with "Employee Personnel File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0115-521
TITLE	Employee Training Videotapes
DESCRIPTION	Training videos shown as visual instructing aids: stress management, prison riots, basic correctional officers course, behavioral science materials, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0189-521
TITLE	Employment Application Drug Test Records
DESCRIPTION	Documents detailing the testing of individual employment applicant's urine samples for the presence of drugs.
RETENTION	See Comments
COMMENTS	Retain if hired, in respective "Employee Personnel File" - if not, then place in "Employment Applicants-Not Hired" file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0324-521
TITLE	Equal Employment Opportunity Reports
DESCRIPTION	Documents used to compile monthly and quarterly reports for submission to the Central Office regarding EEO issues.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0405-521
TITLE	Equipment Check-List
DESCRIPTION	Documents related to the control of ladders, ropes and other similar material issued to employees.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0502-521
TITLE	Evidence Articles
DESCRIPTION	Physical evidence confiscated during investigations by facility investigators: televisions, fans, radios, watches, drugs, weapons, personal property, clothing, canteen items, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed, then return appropriate articles, contact the State Archives for appraisal of appropriate articles.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0251-521
TITLE	Expenditure Control Log
DESCRIPTION	Documents of invoices sent to central office for processing.
RETENTION	See Comments
COMMENTS	Retain until log sheet is no longer in effect, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0482-521
TITLE	Expungement Records
DESCRIPTION	Purged inmate information sealed from all disclosure.
RETENTION	See Comments
COMMENTS	Place in sealed envelope and retain, then transfer to the State Archives with other inmate files.
DISPOSITION	Archives
RESTRICTIONS	KSA 21-4619 et seq.
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0102-521
TITLE	Extradition Records
DESCRIPTION	Documents of fugitives who are extradited from other states: warrant, court documentation, notification of pick-up, etc.
RETENTION	See Comments
COMMENTS	Retain until fugitive has been returned to Kansas, then transfer to Office of the Governor - in case of non-return, retain 30 years, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0349-521
TITLE	Facility Form-9's
DESCRIPTION	Passes allowing inmates to move throughout the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0529-521
TITLE	Fire and Safety Records
DESCRIPTION	Logs, maintenance and inspection records, correspondence, inventories, evacuation plans, meeting records, training materials, and other records regarding fire and safety issues in correctional facilities.
RETENTION	See comments
COMMENTS	Retain for 5 fiscal years or until information is superseded, whichever is longer, then destroy. Certification information required by regulations to remain on file perpetually should be retained until superseded, then destroyed.
DISPOSITION	Destroy
RESTRICTIONS	Portions restricted per KSA 45-221(a)(12).
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0261-521
TITLE	Food Service Inmate Personnel Files
DESCRIPTION	Documents related to inmate food service positions: time reports, job descriptions, general kitchen rules, disciplinary reports, incident reports, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate's job assignment is complete plus 1 year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0254-521
TITLE	Food Service Logs
DESCRIPTION	Wide variety of logs created in the food service area: knife log, daily meal log, temperature log, caustic/toxic log, daily waste log, and dangerous tool inventory log.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0389-521
TITLE	Food Service Logs - General
DESCRIPTION	Wide variety of logs created separately, but stored together: perishable food log, tool control log, butcher shop log, inventory log, kitchen roster, refrigerator temp log, knife control sheets, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0293-521
TITLE	Food Service Menus
DESCRIPTION	Documents relating to a variety of menus available for use in daily meal preparation.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0388-521
TITLE	Food Service Monthly Reports
DESCRIPTION	Basic statistical record of activities and inventory in the kitchen --includes completed form summary and supporting material.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0201-521
TITLE	Food Service Procedure Manuals
DESCRIPTION	Original copies of formal explanations of food service policies and procedures issued in collective manual or individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0384-521
TITLE	Gasoline and Oil Report
DESCRIPTION	Documents relating to gas and oil usage.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0409-521
TITLE	Gasoline Log
DESCRIPTION	Documents of gasoline pumped for state vehicles.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0341-521
TITLE	Hazardous Material Logs
DESCRIPTION	Documents related to use, storage, and disposition of various hazardous materials (caustic, toxic, and flammable substances).
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0452-521
TITLE	Health and Environment Inspection Reports
DESCRIPTION	Documents regarding inspections by the Department of Health and Environment, in and around the facility.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0453-521
TITLE	Housekeeping Records
DESCRIPTION	A wide variety of documents relating to housekeeping matters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0227-521
TITLE	Identification Badge Authorization Records
DESCRIPTION	Documents relating to the authorization of temporary identification badges for outside contractors to work within the facility walls.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0104-521
TITLE	Inmate Accident Reports
DESCRIPTION	Reports regarding accidents to inmates: name, place and cause of accident, nature and location of injury on body, etc.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0280-521
TITLE	Inmate Accounts Records
DESCRIPTION	Documents related to administration of and accounting for funds directly related to inmates: bank stubs, trust funds, inmate receipts, inmate payroll, withdrawals, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0237-521
TITLE	Inmate Alias File Cards
DESCRIPTION	Cards relating to inmate alias names.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

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