Kansas Records Retention Schedules

Results of Query:

Agency Code: 521-010 (Department of Corrections. All Facilities)

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Agency Number: 521-010
Department of Corrections
All Facilities

SERIES ID	0354-521
TITLE	Inmate Education Program Evaluation Reports
DESCRIPTION	Computer report of summary statistics regarding education programs.
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	0259-521
TITLE	Inmate Education Program General Classroom Report Records
DESCRIPTION	Documents related to general daily operation of educational programs.
RETENTION	003 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0355-521
TITLE	Inmate Education Testing Files
DESCRIPTION	Listings of inmate scores on GED, SAT and other standard educational tests - somewhat duplicative of inmate educational files.
RETENTION	005 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	0377-521
TITLE	Inmate Education - Vocational Training Program Administrative Records
DESCRIPTION	Documents relating to routine administrative activities: student drops, enrollment forms, correspondence, transfers, terminations, reports, 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	0379-521
TITLE	Inmate Education - Vocational Training Waiting List
DESCRIPTION	A listing of inmates waiting to participate in a vocational program.
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	0418-521
TITLE	Inmate Evaluation Drafts
DESCRIPTION	Drafts of inmate evaluations.
RETENTION	See Comments
COMMENTS	Retain until superseded by final draft, then destroy.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	0518-521
TITLE	Inmate Files
DESCRIPTION	Primary documentation regarding individuals incarcerated with or supervised by Kansas Department of Corrections.
RETENTION	See Comments
COMMENTS	Retain the entire paper file and imaged documents for 3 years after expiration of sentence. Purge both paper files and imaged documents retaining only the following documents either in paper or electronic format for 27 years after purging: Admission Data Sheet (Face Sheet), All Court Documents; Finger Print card; Photo; PSI Report; Affidavit of Common-Law Marriage, Death Certificate, Parole Certificate, Obituary, Discharge Certificate. Transfer paper medical and mental health file to the repository and retain for 10 years, then destroy. Data stored offline should be refreshed periodically to ensure data integrity. Some information from the Inmate File is kept permanently in Public Kansas Adult Supervised Population Electronic Repository (KASPER).
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2011-04-28
K.A.R. NUMBER	53-2-167

SERIES ID	0157-521
TITLE	Inmate Files - Unit Team
DESCRIPTION	Copies of primary file of records relating to individual inmates during incarceration and parole.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves penal system, 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	0174-521
TITLE	Inmate Furlough Records
DESCRIPTION	Documents relating to inmate furlough applications: pre-furlough investigation, furlough narratives, order of furlough, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate departs facility, then place original copies of furlough material in the inmate file - destroy duplicates when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0238-521
TITLE	Inmate Good Time Cards
DESCRIPTION	Cards used to post "good time" for individual inmates, cell location, and disciplinary actions.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves penal system, then transfer to appropriate inmate file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0376-521
TITLE	Inmate Grievance Files - Facilities
DESCRIPTION	Correspondence, reports, and supporting documentation relating to grievances and complaints filed by inmates against the Department of Corrections.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & KSA 45-221(a)(29
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0147-521
TITLE	Inmate Incident Report Records
DESCRIPTION	Documents related to non-routine incidents involving inmates: escapes, accidents, disturbances, fights, assaults, contraband, murder, suicide, rule violations, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 6 months, then place original in "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0247-521
TITLE	Inmate Information Cards - Security
DESCRIPTION	Cards listing abstracted information on individual inmates - used for security reference. Includes Escape Cards, Control Cards, and Identification Cards.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then destroy when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0258-521
TITLE	Inmate Information Data Sheets
DESCRIPTION	Abstracted record of individual inmate incarceration and parole information.
RETENTION	See Comments
COMMENTS	Retain in conjunction with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0419-521
TITLE	Inmate Interview and Check-Out Sheet Log
DESCRIPTION	Documents indicating inmate interviews with professional staff and those non-state professionals: inmate location, person interviewing, in/out time, etc.
RETENTION	005 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	0346-521
TITLE	Inmate Ledgers
DESCRIPTION	Abstracted record of individual inmate incarceration and parole information.
RETENTION	See Comments
COMMENTS	Retain in conjunction with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0331-521
TITLE	Inmate Legal Files
DESCRIPTION	Documents relating to individual inmate's legal concerns and problems.
RETENTION	See Comments
COMMENTS	Retain until case is closed, then merge original copies with individual "Inmate Files" - destroy duplicate copies.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0155-521
TITLE	Inmate Location Master Listing
DESCRIPTION	A list identifying the whereabouts of inmates in the Department of Corrections.
RETENTION	002 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0329-521
TITLE	Inmate Location Records
DESCRIPTION	Brief record of inmate whereabouts within the Corrections system.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves penal system, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0531-521
TITLE	Inmate mail records
DESCRIPTION	Includes opened inmate mail lists, inmate mail review log books, postage stamp issuance logs, legal mail logs, and other related materials regarding contraband, censored material, confiscation of material, and the general handling and control of mail sent to and received by inmates.
RETENTION	003 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per K.S.A 45-221(a)(10), K.S.A. 45-221(a)(12), K.S.A. 45-221(a)(29)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0121-521
TITLE	Inmate Medicaid Cards
DESCRIPTION	Identification card used for reference in Medicaid cases: inmate name, date of birth, inmate number, and Medicaid number.
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	0180-521
TITLE	Inmate Medical and Mental Health Records
DESCRIPTION	Documents of individual inmate medical care: medication records, medical history, lab reports, physical exam records, etc.
RETENTION	See Comments
COMMENTS	Original records are maintained by the releasing facility for two years after discharge from sentence. Ship to KDOC Repository for storage until a total of 10 years after discharge from sentence, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2011-04-28
K.A.R. NUMBER	53-2-167

SERIES ID	0186-521
TITLE	Inmate Medical Appointment Book
DESCRIPTION	Internal forms and calendars used to schedule inmate medical examinations.
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	0250-521
TITLE	Inmate Medical Bill Listing
DESCRIPTION	A computer printout of inmate medical bills: inmate name, date, date paid, 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	0119-521
TITLE	Inmate Medical Cards
DESCRIPTION	Documents relating to inmate's medical history and current status: chronic health problems, immunization dates, date of birth, allergies, name and inmate number.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then merge with "Inmate Medical Records."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0120-521
TITLE	Inmate Medical Cost Master Listing
DESCRIPTION	Computer listing of inmate medical costs and other related services for the Department of Correction Facilities.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0512-521
TITLE	Inmate Medical Logs
DESCRIPTION	Daily sick call, contact, lab test, medication logs, etc. documenting various aspects of inmate medical care.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0368-521
TITLE	Inmate Medical Scheduling Databases
DESCRIPTION	A collection of databases used for inmate waiting lists, program openings, 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	0369-521
TITLE	Inmate Medical Segregation Order Records
DESCRIPTION	Form memoranda ordering the beginning and the end of medical segregation for inmates.
RETENTION	See Comments
COMMENTS	Retain for period of segregation plus 5 years, 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	0232-521
TITLE	Inmate Medical X-Rays
DESCRIPTION	X-rays of inmates used for various medical purposes.
RETENTION	005 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	0370-521
TITLE	Inmate Medication Purchase Records
DESCRIPTION	Documents of drugs purchases for inmates: copies of invoices and vouchers.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0447-521
TITLE	Inmate Mental Health Call-Out Records
DESCRIPTION	Memoranda of mental health call-outs produced by the Psychology Section.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0226-521
TITLE	Inmate Mental Health Card File
DESCRIPTION	Documents identifying individual inmate counseling programs: inmate name and number, counseling programs, completion date, etc.
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	0332-521
TITLE	Inmate Mental Health Case Hearing Records
DESCRIPTION	Documents relating to mental health case hearings: waivers, proposed transfers, clinical-psychological reports, tapes, correspondence, 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	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0365-521
TITLE	Inmate Mental Health Clinical Services Reports
DESCRIPTION	Summary of psychological treatment while at the facility.
RETENTION	See Comments
COMMENTS	Original copies are placed in "Inmate File" -- duplicate copies, destroy after no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0421-521
TITLE	Inmate Mental Health Face Sheet Summaries
DESCRIPTION	Psychologist's evaluation of individual inmates entering the Department of Corrections penal system.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & KSA 45-221(a)(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0122-521
TITLE	Inmate Mental Health Records
DESCRIPTION	Documents related to individual inmate's mental health evaluations and treatments.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then merge with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0311-521
TITLE	Inmate Movement Records
DESCRIPTION	Document detailing the daily movement of individual inmates within and without the facility. Includes logs and card files. A.k.a. "drop sheets."
RETENTION	005 cldr yrs
COMMENTS	Duplicate copies may be destroyed whenever no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0378-521
TITLE	Inmate Non-Participant Program Files
DESCRIPTION	Documents related to individual inmates who either quit or decline the opportunity to participate in the vocational programs.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, 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	0462-521
TITLE	Inmate Numerical Cards
DESCRIPTION	Documents used to locate an individual inmate by inmate number.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the facility plus 5 years, 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	0464-521
TITLE	Inmate Out to Court Records
DESCRIPTION	Documents to cellhouses indicating which inmates are in court.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0304-521
TITLE	Inmate Parole Files
DESCRIPTION	Documents relating to an individual inmate's parole period: chronological logs, correspondence, mental health reports, parole plans, etc.
RETENTION	See Comments
COMMENTS	Retain until parolee is discharged from Department of Corrections, then merge with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0373-521
TITLE	Inmate Parole Files - Continued Cases
DESCRIPTION	Parole decisions on individual inmates who have been continued at the facility for further treatment and rehabilitation.
RETENTION	See Comments
COMMENTS	Retain until inmate is paroled or transferred, then place with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0125-521
TITLE	Inmate Payroll Records
DESCRIPTION	Documents related to inmate payroll accrual and disbursement.
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	0127-521
TITLE	Inmate Photographs
DESCRIPTION	Photo images, including moving pictures, of inmates.
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	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0170-521
TITLE	Inmate Population Records - OBSCIS
DESCRIPTION	Document detailing inmate transfers, releases, and length of stay at 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	0203-521
TITLE	Inmate Population Summary Record - Daily
DESCRIPTION	Documents related to inmate identification and housing location: inmate name and number, housing location, room number, etc.
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	0454-521
TITLE	Inmate Profile Records
DESCRIPTION	Documents regarding individual inmate's description, training, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility plus 5 years unless duplicated elsewhere, then destroy. If not duplicated, merged with "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0483-521
TITLE	Inmate Property Claims Records
DESCRIPTION	Property loss claims (under $500) submitted by Department of Corrections inmates: correspondence, property loss claim forms, reimbursement amount, etc.
RETENTION	See Comments
COMMENTS	Retain until decision reached in case plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0141-521
TITLE	Inmate Property Records
DESCRIPTION	Inventory logs, communications, receipts, and other documents relating to individual inmate property.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years past inmate sentence discharge date, then destroy
DISPOSITION	Destroy
RESTRICTIONS	45-221(a)(1) (29) & KSA 22-4707
APPROVED	2016-10-20
K.A.R. NUMBER	53-2-193

SERIES ID	0149-521
TITLE	Inmate Protective Custody Release Records
DESCRIPTION	Documents relating to inmates refusal of protective custody even if security recommends the protection: inmate name and number, refusal date, witnesses, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves the facility, then place in "Inmate File."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0105-521
TITLE	Inmate Psychological Testing Records
DESCRIPTION	Standardized psychological tests completed by inmates.
RETENTION	See Comments
COMMENTS	Retain as per psychological testing and evaluation standards, include test protocols in the respective "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0181-521
TITLE	Inmate Receipts Records - Cash
DESCRIPTION	Records of cash received by the agency from inmates: receipt slips, receipt books, receipt ledgers, etc.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0318-521
TITLE	Inmate Receiving, Transfer, and Release Records
DESCRIPTION	Documents of inmates received into or transferred/released from the facility.
RETENTION	005 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	0381-521
TITLE	Inmate Recreation and Welfare Fund Budgets
DESCRIPTION	Copies of budgets and subsequent appeals for expenditures from the inmate recreation and welfare fund submitted yearly to the director of the institution for approval.
RETENTION	005 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0150-521
TITLE	Inmate Rights Waiver Records
DESCRIPTION	Documents relating to the facility advising the inmates of their constitutional rights.
RETENTION	See Comments
COMMENTS	Retain for inmate's tenure at the facility, then transfer into "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0525-521
TITLE	Inmate Segregation Files
DESCRIPTION	Records relating to the placement and monitoring of individual inmates held in the segregation unit.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & KSA 45-221(a)(29)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0463-521
TITLE	Inmate Sick Call Records
DESCRIPTION	Requests by inmates to go on sick call.
RETENTION	003 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	0372-521
TITLE	Inmate Sick Call Slips
DESCRIPTION	Requests by inmates to go on sick call.
RETENTION	003 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	0253-521
TITLE	Inmate Statistical Analysis Record - Daily
DESCRIPTION	Documents related to a wide range of inmate information: facility inmate assigned, inmate name and number, date, payroll, man-hours worked, inmate work assignments, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0450-521
TITLE	Inmate Statistical Analysis Record - Monthly
DESCRIPTION	Documents related to a wide range of inmate information gathered from the classification, nursing, and education divisions.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0207-521
TITLE	Inmate Substance Abuse Primary Treatment Operations Manual
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in collective manual of individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0371-521
TITLE	Inmate Substance Abuse Program Participation Notifications
DESCRIPTION	Copy of form letter sent to parole boards indicating an inmate's participation in Alcoholic Anonymous or Narcotics Anonymous programs.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0362-521
TITLE	Inmate Substance Abuse Treatment Attendance Sheets
DESCRIPTION	Log of attendance at Alcoholic Anonymous or Narcotics Anonymous meetings.
RETENTION	005 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	0206-521
TITLE	Inmate Substance Abuse Treatment Files
DESCRIPTION	Documents of an individual inmate's substance abuse treatment program.
RETENTION	See Comments
COMMENTS	Retain until inmate completes or terminates treatment program, then merge with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0361-521
TITLE	Inmate Substance Abuse Treatment Participation Records
DESCRIPTION	Card file index to inmates participating in Alcoholic Anonymous or Narcotics Anonymous programs.
RETENTION	See Comments
COMMENTS	Retain until information is no longer in effect, 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	0208-521
TITLE	Inmate Substance Abuse Treatment Program Participant Log
DESCRIPTION	Log of individual participation in substance abuse treatment programs: inmate name and number, ADAPT number, date, completion date, comments, etc.
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	0209-521
TITLE	Inmate Suspended Card File
DESCRIPTION	Inmates who have suspended sentences: inmate name and number, date, action taken, comments, sentence imposed, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to individual "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0152-521
TITLE	Inmate Sworn Statements
DESCRIPTION	Formal statements submitted by either the accused or the witness in an investigation proceeding.
RETENTION	See Comments
COMMENTS	Merge with "Disciplinary Case Files" when appropriate and retain/dispose of them in conjunction therewith.
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0420-521
TITLE	Inmate Transportation Log - Medical
DESCRIPTION	Documents of medical requirements resulting in transportation of individual inmates.
RETENTION	005 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	0144-521
TITLE	Inmate Visitation Logs
DESCRIPTION	Logged records of inmate visits: visitor's name, address, date, time, inmate's name and number, comments by officer, etc.
RETENTION	003 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	0313-521
TITLE	Inmate Visitation Records
DESCRIPTION	Documents regarding individual inmate's visiting privileges.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then merge with "Inmate Files."
DISPOSITION	See Comments
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0154-521
TITLE	Inmate Work Assignment Records
DESCRIPTION	Listing of inmate work assignments: inmate name and number, pay classification, etc.
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	0131-521
TITLE	Inmate Work Assignment Reports - Daily
DESCRIPTION	Documents of hours worked by each inmate in detail.
RETENTION	003 fisc yrs
COMMENTS	Retain until report is complete, then transfer to inmate payroll clerk.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0193-521
TITLE	Inmate Work Attendance Log
DESCRIPTION	Documents relating to the daily work attendance of inmates: inmate's name, days worked, etc.
RETENTION	005 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	0173-521
TITLE	Inmate Work Data Sheet
DESCRIPTION	Documents relating to inmate employment, work schedule, and transportation.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 22-4707 & 45-221(a)(29)
APPROVED	2013-01-10
K.A.R. NUMBER	53-2-175

SERIES ID	0178-521
TITLE	Inmate Work Detail Logs - Outside
DESCRIPTION	Documents detailing inmate outside work activity: inmate's name and number, time-in/out, control center officer, and date.
RETENTION	003 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	0264-521
TITLE	Inmate Work Detail Records
DESCRIPTION	Documents related to the daily work detail crews: needs assessment, work requests, man-hours worked, monthly reports, correspondence, etc.
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	0126-521
TITLE	Inmate Work Detail Roster - Daily
DESCRIPTION	Documents relating to individual inmate work detail.
RETENTION	See Comments
COMMENTS	Retain until inmate leaves facility, 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	0177-521
TITLE	Inmate Work Release Program Information
DESCRIPTION	Documents detailing approved inmate employment and work release program participation.
RETENTION	See Comments
COMMENTS	Retain until superseded or inmate completes work release assignment, 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	0175-521
TITLE	Inmate Work Release Program Participation
DESCRIPTION	Documents relating to individual inmate participation in the work release programs: budget sheets, conditions of work release agreements, employment verification, etc.
RETENTION	See Comments
COMMENTS	Retain until inmate completes work release program plus 3 years, 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	0239-521
TITLE	Interstate Compact Transfer Summary Records
DESCRIPTION	Summary documents relating to inmates considered for interstate transfer.
RETENTION	See Comments
COMMENTS	Retain until inmate is transferred, then place information for incoming inmates in inmate file - for those transferring from, send information to appropriate state correctional system.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0466-521
TITLE	Inventory Records - Inmate Files
DESCRIPTION	Documents related to the inventory of inmate files moved to other facilities.
RETENTION	See Comments
COMMENTS	Retain for 5 years after inmate has left facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0235-521
TITLE	Inventory Records - Medical Supplies
DESCRIPTION	Documents detailing amounts and types of medical supplies distributed to security observation areas within the facility.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0234-521
TITLE	Inventory Records - Narcotic Drugs
DESCRIPTION	Documents relating to narcotic drugs housed at the facility: volume of narcotics, date ordered, date received, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0219-521
TITLE	Inventory Records - Weapons, Ammunition, and Restraints
DESCRIPTION	Documents related to security equipment inventory management: number of weapons, ammunition, chemical agents, scat equipment, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(12)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0396-521
TITLE	Inventory Requisition Record
DESCRIPTION	Documents related to the monitoring of departments and divisions purchasing requests.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0465-521
TITLE	Islamic Information Records
DESCRIPTION	Documents relating to the Islamic religion for inmates and staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the State Archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0221-521
TITLE	Key and Flashlight Issuance Log
DESCRIPTION	Documents relating to the control and issuing of facility security key sets and flashlights.
RETENTION	See Comments
COMMENTS	Retain until log sheet is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0138-521
TITLE	Key Control Inventory Records
DESCRIPTION	Documents relating to the location of key sets around the entire facility.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0314-521
TITLE	Key Issuance Log
DESCRIPTION	Documents relating to the control and issuing of facility key sets.
RETENTION	See Comments
COMMENTS	Retain until log sheet is complete, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0530-521
TITLE	Laundry Records
DESCRIPTION	Logs and other records regarding the tracking and handling of inmate laundry.
RETENTION	001 calendar year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2012-10-11
K.A.R. NUMBER	53-2-174

SERIES ID	0498-521
TITLE	Legal Case Files
DESCRIPTION	Documents and supporting material related to legal litigation: disposition, investigation reports, interrogation reports, court pleadings, correspondence, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 5 years, then transfer to the State Archives for purging of duplicate material.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0359-521
TITLE	Library Accession Register
DESCRIPTION	Documents detailing library accessions: accession number, author, title, publisher, year, source, etc.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0357-521
TITLE	Library Appointment Schedules - Law
DESCRIPTION	Internal forms and calendars used to schedule inmate appointments to use the law library.
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	0306-521
TITLE	Library Circulation Statistical Records
DESCRIPTION	Documents related to statistical data gathered on library usage.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0356-521
TITLE	Library Databases
DESCRIPTION	Documents relating to acquisition, accession, circulation, and other routine administrative operations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0360-521
TITLE	Library Detail Job Interview Sheets
DESCRIPTION	Documents relating to interviews of inmates for privileges of working in the library.
RETENTION	003 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0307-521
TITLE	Library Material Inventory List
DESCRIPTION	Documents relating to an annual inventory of all library material.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

SERIES ID	0358-521
TITLE	Library Use Records
DESCRIPTION	Documents of law library's material usage including book and periodical check-outs, interlibrary loan, law library appointments and sign-ins, photocopies, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1990-10-11
K.A.R. NUMBER	53-2-086

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