Kansas Records Retention Schedules

Results of Query:

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

Page 3 of 3 showing 46 records of 246 total, starting on record 201
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Agency Number: 173-004
Department of Administration
Personnel Services
Management Staff Services Section

SERIES ID	0726-173
TITLE	Personnel Regulations Research - General
DESCRIPTION	Background information gathered for development of personnel regulations.
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	0727-173
TITLE	Public Hearing Files
DESCRIPTION	Meeting notes and comments from public hearings on regulation changes.
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	0728-173
TITLE	SHaRP Regulation 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 archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-01-08
K.A.R. NUMBER	53-2-114

SERIES ID	0729-173
TITLE	SHaRP Set-up Tables and Information
DESCRIPTION	Documentation used to set up system table for the SHaRP system.
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	0730-173
TITLE	Subject Files - Human Resource Development Unit
DESCRIPTION	Variety of documents relating to the activities of the Human Resource Development unit.
RETENTION	See Comments
COMMENTS	Retain in unit 1 year, transfer to the central files 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	0731-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit
DESCRIPTION	Variety of documents, correspondence and research arranged by topic and used by the unit to conduct business.
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	0732-173
TITLE	Subject Files - Policy, Planning, and Information Services (PPIS) Unit Manager
DESCRIPTION	Variety of documents relating to the interests and operation of the unit.
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

Agency Number: 173-004
Department of Administration
Personnel Services
Program and Policy Development Sec.

SERIES ID	0737-173
TITLE	Job Analysis Questionnaire Booklets/ Out-of-State Job Analysis and Validity Information
DESCRIPTION	Records containing information from other states and pre-printed booklets that are used to collect assessments from subject matter experts to assist in the validation of exams given to applicants.
RETENTION	See Comments
COMMENTS	Retain in the office area until the pre-test phase of validation process, then hold in off-site storage for 3 years after the exam is no longer used, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0738-173
TITLE	Local Health Officers Cards
DESCRIPTION	Nature and purpose of these records is unknown.
RETENTION	See Comments
COMMENTS	These records are no longer active and are recommended for immediate disposal.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0739-173
TITLE	Overtime Pay Code File
DESCRIPTION	Records documenting changes in overtime status of various classes and positions.
RETENTION	See Comments
COMMENTS	Retain in the central files while the class is active and for 2 years after the class becomes inactive, then dispose of the particular file.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0740-173
TITLE	Program and Policy Development Correspondence File
DESCRIPTION	Routine correspondence file for the program and policy development section.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0741-173
TITLE	Research and Development Generated Management Reports - Div. of Personnel Service
DESCRIPTION	Computer-generated reports from the office of selection research and development. These reports are used to monitor various aspects of personnel programs in the state civil service work force.
RETENTION	See Comments
COMMENTS	Dispose of original documents as soon as records are preserved on microfilm. Transfer microfilm to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0742-173
TITLE	Supervisors' Files
DESCRIPTION	Records which are used to document the activities of the Training Development and Coordination section.
RETENTION	See Comments
COMMENTS	After 3 years office retention, transfer to office storage until no longer useful, and then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0743-173
TITLE	Test Exchange Agreement File
DESCRIPTION	Letters of agreements between the Division of Personnel services and other jurisdictions to provide protection from liability. These records also specify guidelines for exams which have been loaned.
RETENTION	See Comments
COMMENTS	Retain in the office for as long as the agreement is in effect, 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
Recruitment Section

SERIES ID	0744-173
TITLE	Correspondence - Routine
DESCRIPTION	Records documenting interaction between the recruitment section and applicants for employment in the state system.
RETENTION	002 cldr yrs
COMMENTS	Supersedes general schedule.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

SERIES ID	0746-173
TITLE	Service Award Files
DESCRIPTION	Files documenting approved and disapproved suggestions for service awards.
RETENTION	011 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1986-10-30
K.A.R. NUMBER	53-2-068

Agency Number: 173-004
Department of Administration
Personnel Services
State Self Insurance Fund

SERIES ID	0999-173
TITLE	Accident Only Files - Closed
DESCRIPTION	Records documenting accidents reported by state employees that do not result in a self-insurance fund claim.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, then transfer to the records room until notification of closure, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1000-173
TITLE	Attorney's Files
DESCRIPTION	Records documenting claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain records until the following conditions have been met: records are 5 years old from the date of the accident and cases are closed as provided by statute.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1012-173
TITLE	Closed Accident Only/Medical/Only of Time Files
DESCRIPTION	Records documenting investigations, medical payments, and disability payments for accidents reported by a state employee which are no longer monitored.
RETENTION	See Comments
COMMENTS	Retain records for 5 years after the accident is reported, then destroy if no payments were made for the last 2 years of the 5 year period. If payments were made during any of the 5 years, retain the records until a 2 year period without payments.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1003-173
TITLE	State Employee Workers' Compensation Investigative Claim Files
DESCRIPTION	Documents relating to the investigations, medical payments, and disability payments for accidents reported by state employees.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the division's records room if no payment made in the last year. Retain until 10 years old, if no payment was made in the last 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0994-173
TITLE	State Employee Workers' Compensation Legal Claim Files
DESCRIPTION	Documents relating to workers' compensation claims made by state employees who are represented by an attorney.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, transfer to the records center if no action taken in the last year. Retain 10 years, if case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 173-004
Department of Administration
Personnel Services
Workforce Planning and Management

SERIES ID	0979-173
TITLE	Abolished Classes Master File
DESCRIPTION	Documents recording the existence and description of abolished job classes.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0978-173
TITLE	Abolished Classes - Microfilm
DESCRIPTION	Microfilmed copies of all job classifications which have been abolished from the Kansas Civil Service.
RETENTION	See Comments
COMMENTS	Obsolete series - transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0966-173
TITLE	Applicant Registration Process File
DESCRIPTION	Records documenting the existence and description of the Applicant Registration Process including the seven Employment Registration Forms based upon occupational categories.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0954-173
TITLE	Applications for Employment - Electronic Copy
DESCRIPTION	Data compiled from the paper copy indicating the information necessary to complete an applicant's file for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0977-173
TITLE	Applications for Employment - Skills Registration Hard Copy
DESCRIPTION	Completed pre-printed forms, training and experience rating sheet, etc. necessary to complete an applicant's file for employment.
RETENTION	See Comments
COMMENTS	Retain 7 calendar days after entry into SHaRP computer system where data is maintained for 3 calendar years.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0967-173
TITLE	Assessment Center Materials - Kansas Highway Patrol
DESCRIPTION	Documents pertaining to the assessment of applicants for Kansas Highway Patrol sergeant, lieutenant, and major.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0968-173
TITLE	Central States Compensation Association Files
DESCRIPTION	Annual salary survey gathered for submission to the Central States Association and used for comparison of salaries and job classifications among the member states.
RETENTION	050 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0969-173
TITLE	Certified Candidate Pools
DESCRIPTION	Records listing individuals eligible for a particular vacant position.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0970-173
TITLE	Classification and Job Rate Studies
DESCRIPTION	Consultant reports and other documentation compiled for the on-going process of classification and job rate studies.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0971-173
TITLE	Class Specifications File
DESCRIPTION	Documents relating to current class specifications for all Kansas Civil Service classifications.
RETENTION	See Comments
COMMENTS	Retain most current version of specifications in the office, destroy outdated versions as specifications are revised.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0972-173
TITLE	Class Specifications Revision File
DESCRIPTION	Records used to document the knowledge, skills, and ability (KSA's) and education and experience ( E and E) revisions for class specifications.
RETENTION	See Comments
COMMENTS	Retain in office as long as the classification is in existence, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0944-173
TITLE	Clerical Study Questionnaire
DESCRIPTION	Questionnaire completed by state employees in conjunction with the class study conducted by the Compensation and Classification unit as directed by the Legislature.
RETENTION	004 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0965-173
TITLE	Constituent Files
DESCRIPTION	Correspondence received from applicants regarding state civil service employment.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0973-173
TITLE	Current and Abolished Class History Card File
DESCRIPTION	Cards which are used to maintain an ongoing history of actions regarding specific classes.
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	0948-173
TITLE	Current Classes - Microfilm
DESCRIPTION	Current and previous microfilm editions of job classifications in the Kansas Civil Service.
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	0949-173
TITLE	Fair Labor Standards Act File
DESCRIPTION	Records documenting changes in the overtime status of various classes.
RETENTION	See Comments
COMMENTS	Retain in office while the class is active, transfer to the records center for 2 years after the class becomes inactive, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0950-173
TITLE	General Survey Files
DESCRIPTION	Retention and other surveys of a general nature conducted on state employees and/or state agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0951-173
TITLE	Kansas Highway Patrol Trooper Candidate Files
DESCRIPTION	Applications and supporting documentation relating to individuals seeking employment at the Kansas Highway Patrol.
RETENTION	See Comments
COMMENTS	Retain in office current year, then transfer to the Kansas Highway Patrol to be retained accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)(9)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0952-173
TITLE	Notice of Vacancy Report File
DESCRIPTION	Weekly reports listing external and internal vacancies available within the state civil service system.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0942-173
TITLE	Re-employment Actions File
DESCRIPTION	Documents relating to re-employment actions of state employees laid off from the state civil service.
RETENTION	006 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0981-173
TITLE	Resume File
DESCRIPTION	Formal and informal resumes and transcripts of individuals seeking employment or a position change within the state civil service system.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0996-173
TITLE	Salary Survey Files
DESCRIPTION	Documents containing data gathered from salary surveys of state employees' positions and used to establish pay ranges for those positions.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1001-173
TITLE	Skills Development File
DESCRIPTION	Documents relating to the skills selection process including skills inventories and updates.
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	0998-173
TITLE	Training and Experience Rating Form
DESCRIPTION	Form containing the name of the prospective employee, social security number, examination name and number of the specific job and the individual's score on the examination.
RETENTION	004 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	1002-173
TITLE	Workforce Report
DESCRIPTION	Annual workforce reports on statewide data and general or specific reports on agency activities.
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

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