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Archives and Records Management

K-State Schedules

AgencyCode
Agency
Subagency1
Subagency2
Subagency3
Subagency4
Title
SeriesID
Description
Status
Approved
Retention
Disposition
Retrictions
Comments
Authority
KAR
Format
LastSurvey
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAcademic Dismissal
SeriesID0643-367
DescriptionSeries includes all records regarding academic dismissals issued by the office of the University Registrar.
StatusApproved
Approved17-Oct-19
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-204
FormatElectronic
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAcademic Fresh Start Records
SeriesID0644-367
DescriptionSeries includes academic fresh start application form and all supporting documentation.
StatusApproved
Approved17-Oct-19
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-204
Format"Paper, Electronic"
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAcademic Transcripts
SeriesID0001-367
Description"Records containing the permanent file of all classes attended and grades received by a student, and degrees awarded by institution."
StatusApproved
Approved20-Apr-17
RetentionPermanent
DispositionPermanent
Restrictions"KSA 45-221(a)(1), 20 U.S.C. § 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-195
Format"Paper, Electronic"
LastSurvey21-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAccidental Injury Report
SeriesID0003-367
Description"Report prepared following an accidental injury to staff, students or faculty."
StatusApproved
Approved20-Apr-17
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(3)
Comments"Retain 5 years after termination of employee, then destroy. The Division of Human Capital Services is the office of record. "
AuthorityAgency Schedule
KAR53-2-195
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAccounts Payable Records
SeriesID0084-367
Description"Documents related to payment for goods and services: purchasing and payment forms, including purchase orders, interdepartmental vouchers, interfund vouchers (IFV), payment vouchers (agency payment vouchers (APV) and business procurement card (BPC) vouchers), travel reimbursement documents, and all supplemental documentation, including invoices and vendor certification forms, such as Form W-9, W-8BEN, and W-8BEN-E. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. "
StatusApproved
Approved20-Oct-16
Retention005 fisc yrs
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(32), (33)."
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. Exceptions for grant funded payables documentation are explained in the university's Policies and Procedures Manual, Chapter 7050.120, ""Post Award Procedures, Records Retention."" The Division of Financial Services is the office of record. "
AuthorityGeneral Schedule
KAR53-2-193
Format"Paper, Electronic"
LastSurvey14-Dec-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAccounts Receivable Records
SeriesID0004-367
Description"Documents related to the collection of payments due to the agency, such as copies of invoices, correspondence, DA-32 forms, and protected personal information. If Social Security Numbers or credit card information are obtained, the data must be protected as required by law. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. "
StatusApproved
Approved20-Oct-16
Retention005 fisc yrs
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), (30), & KSA 75-3520."
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record."
AuthorityAgency Schedule
KAR53-2-193
Format"Paper, Electronic"
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAdmissions - Applicants Enrollment
SeriesID0645-367
Description"Series includes records involved in the enrolled applicant phase of admissions. Enrolled Applicants are defined as a contact who has applied and enrolled to the University. Records include, but are not limited to acceptance letters, test scores, applications, letters of recommendation, transcripts from other colleges or from high school."
StatusApproved
Approved17-Oct-19
RetentionSee Comments
DispositionSee Comments
Restrictions"KSA 45-221(a)(1)(14)(30), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retention Period: Applicant Term + 20th day census then transfer to Office of the Registrar for inclusion in Academic Transcripts. College of Veterinary Medicine is the office of record for Vet Med records. "
AuthorityAgency Schedule
KAR53-2-204
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAdmissions - Applicants No Enrollment
SeriesID0646-367
Description"Series includes records involved in the applicant phase of admissions. Applicants are defined as a contact who has applied to the University but has not enrolled. Records include, but are not limited to acceptance letters, test scores, applications, letters of recommendation, transcripts from other colleges or from high school."
StatusApproved
Approved17-Oct-19
RetentionApplicant Term + 2 Calendar Years
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(14)(30)
Comments"Office of Undergraduate Admissions is the office of record for undergraduate schools. College of Veterinary Medicine is the office of record for Vet Med records. "
AuthorityAgency Schedule
KAR53-2-204
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAdmissions - Prospective Records
SeriesID0647-367
Description"Series includes records involved in the Prospective phase of admissions. Prospects are defined as a contact who has shown some interest in K-State, but has not applied to the University. Records include, but are not limited to interactions for the purpose of recruitment, fields of interest, event registrations and campus visit records."
StatusApproved
Approved17-Oct-19
RetentionRecruitment Term + 2 Calendar Years
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(14)(30)
Comments"Office of Undergraduate Admissions is the office of record for undergraduate records. College of Veterinary Medicine is the office of record for Vet Med records. "
AuthorityAgency Schedule
KAR53-2-204
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAffirmative Action Plans
SeriesID0648-367
DescriptionSeries contains public portion of the affirmative action plans created by the Office of Institutional Equity (OIE).
StatusApproved
Approved17-Oct-19
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain for 3 fiscal years plus current, then transfer to the university archives."
AuthorityAgency Schedule
KAR53-2-204
Format"Paper, Electronic"
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleApplication for Employment Records-Not Hired
SeriesID0008-367
DescriptionEmployment applications for those not hired.
StatusApproved
Approved20-Oct-16
Retention004 cldr yrs
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
CommentsSee employee personnel file for applications of those hired. The Division of Human Capital Services is the office of record.
AuthorityAgency Schedule
KAR53-2-193
FormatElectronic
LastSurvey21-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleApplication for Graduation Records
SeriesID0649-367
DescriptionSeries includes all records related to the application for graduation by students.
StatusApproved
Approved17-Oct-19
Retention5 years after graduation
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-204
Format"Paper, Electronic"
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleApproved Program/Plan Changes
SeriesID0650-367
DescriptionSeries includes student submitted forms to change major or minor. This form is also used to declare a second major or minor.
StatusApproved
Approved17-Oct-19
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-204
FormatElectronic
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleArchival Description Records
SeriesID0698-367
Description"Series consists of descriptions of archival holdings, finding aids, metadata of digital objects, and supporting documentation."
StatusApproved
Approved21-Apr-22
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(4)(7)(8)(30)(34), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsK-State Libraries is the office of record.
AuthorityAgency Schedule
KAR53-2-213
Format"Paper, Electronic"
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleArchival Processing Metric Records
SeriesID0699-367
Description"Series includes records pertaining to measurements of archival processing that include time spent on various tasks (i.e., arrangement and description, data entry, revisions) and qualitative data regarding the collection and the work to make the collection available."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
RestrictionsNone
CommentsRetain 5 calendar years then destroy. Archives and Special Collections may retain historically relevant metrics about specific collections in archives acquisitions files. K-State Libraries is the office of record.
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleBanking Records
SeriesID0012-367
Description"Account statements and reconciliations and related records, such as CASHNet deposit slips and receipts."
StatusApproved
Approved20-Oct-16
Retention005 fisc yrs
DispositionDestroy
RestrictionsNone
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Financial Services is the office of record. "
AuthorityAgency Schedule
KAR53-2-193
Format"Paper, Electronic"
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleBiographical/Demographical Change Form
SeriesID0651-367
Description"Series includes change of name, change of gender, and other supporting documentation to change biographical/demographical information."
StatusApproved
Approved17-Oct-19
Retention50 calendar years
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-204
Format"Paper, Electronic"
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleBond Files
SeriesID0013-367
DescriptionDocuments relating to new buildings and capital improvements projects financed through bonds.
StatusApproved
Approved20-Oct-16
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(32), (33)."
CommentsRetain in office permanently. The Division of Financial Services is the office of record.
AuthorityAgency Schedule
KAR53-2-193
FormatPaper
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleClass Add/Drop Records
SeriesID0657-367
DescriptionSeries includes all records related to the adding or dropping of classes for backdated and current semester.
StatusApproved
Approved16-Jan-20
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-205
FormatElectronic
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleClass Rank Records
SeriesID0652-367
DescriptionSeries includes all records regarding class rank at Kansas State University. List of student class ranks by term.
StatusApproved
Approved17-Oct-19
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record. All records pre-2008 are managed in a separate system (ImageNow).
AuthorityAgency Schedule
KAR53-2-204
FormatElectronic
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleCommencement Programs
SeriesID0653-367
DescriptionSeries includes commencement programs for graduation.
StatusApproved
Approved17-Oct-19
RetentionPermanent
DispositionPermanent
RestrictionsNone
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-204
FormatPaper
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleConflict of Interest Records
SeriesID0626-367
Description"This series is comprised of Conflict of Interest Records which includes Conflict of Interest Forms and Consulting Forms. In compliance with Kansas Board of Regents (KBOR) policy, Kansas State University (KSU) requires all unclassified faculty and staff with 100% time appointments to annually file Annual Declaration and Disclosure records. Unclassified faculty and staff who hold fractional appointments and have potential conflicts of time or interest are also required to file disclosure records."
StatusApproved
Approved25-Oct-18
RetentionRetain for length of employment plus 3 calendar years
DispositionDestroy
RestrictionsPortions may be restricted under KSA 45-221(a)(4)(6)
CommentsThe Division of Human Capital Services is the office of record.
AuthorityAgency Schedule
KAR53-2-201
Format"Paper, Electronic"
LastSurvey25-Oct-18
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleCourse Content Records
SeriesID0624-367
Description"Course content records are comprised of final products shared with students created by instructors or designees to develop an educational interaction or a teaching opportunity. These records may include syllabi, reading lists, instructor-created audiovisual resources, and prepared assessment materials (e.g. blank exams and quizzes)."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionSee Comments
RestrictionsKSA 45-221(a)(1)(9); 20 U.S.C. § 1232g; 34 CFR Part 99
Comments"Retain cloud-based audiovisual recordings of instructional sessions 180 days from the date of creation, then destroy. Retain all other materials 5 fiscal years from the end of term when course is taught, then destroy. Academic units and instructors with infrequently taught courses can contact records management staff for assistance in updating relevant course content. For Unique/Special lectures or audiovisual resources considered historically significant, contact University Archivist for consultation. A random sampling of course syllabi will be culled annually for the University Archives. Each academic unit is responsible for maintaining accreditation records in accordance with their accreditation body; see Accreditation Reports and Review Records 0005-367. Restrictions may also include institutional policy to share course content only to those enrolled and to limit cheating/misuse. Intellectual property of these records will be governed by the University Handbook, Appendix R: Intellectual Property Policy and Institutional Procedures. Academic units and instructors are responsible for keeping and maintaining Course Content Records. K-State Online will be the management platform for electronic Course Content Records. An email notification will be sent to the instructor and department head when the 5-year retention has been met."
AuthorityAgency Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleCoursework Assessment Records
SeriesID0025-367
Description"Records created by instructional staff that document students' performance leading to a final grade. These records may include scores from assessment, coursework participation, communications between students and instructors, and other methods of tracking students' performance."
StatusApproved
Approved15-Dec-18
RetentionSee comments
DispositionDestroy
Restrictions"KSA 45-221(a)(1)(9), 20 U.S.C.A. § 1232g; 34 CFR Part 99"
Comments"Five (5) fiscal years after grade is initially issued. Academic units and instructors are responsible for keeping and maintaining these records."
AuthorityAgency Schedule
KAR53-2-198
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
Title"Court, Subpoena, and Other Disclosures to Third Party Records"
SeriesID0658-367
DescriptionSeries includes all court and subpoena records received by the office of the University Registrar.
StatusApproved
Approved16-Jan-20
RetentionSee Comments
DispositionSee Comments
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain in accordance with corresponding record retention schedule. In accordance with FERPA requirements all disclosure records should be maintained as long as the associated records are maintained. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-205
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleDegree Statistics
SeriesID0654-367
Description"Series includes statistics related, but not limited to, number of degrees by college, race, gender, etc."
StatusApproved
Approved17-Oct-19
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-204
FormatElectronic
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleDiploma Order Records
SeriesID0659-367
Description"Series includes diploma orders, mailing addresses, replacement orders, and duplicate diploma orders, and orders returned to the office of the University Registrar due to failed delivery."
StatusApproved
Approved16-Jan-20
Retention2 calendar years
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
FormatElectronic
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleEmployee Personnel Files
SeriesID0070-367
Description"Documents associated with the employment of specific personnel: employee evaluation forms, application for employment, residence status forms, appointment, separation, and change forms, and other personnel materials. "
StatusApproved
Approved21-Oct-16
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(4) and 45-215 to 45-223
Comments"Retain for person's length of employment, plus 65 calendar years. The Division of Human Capital Services is the office of record, and is the custodian for the existence of these records. "
AuthorityAgency Schedule
KAR53-2-103
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleEnrollment Summary By Section
SeriesID0661-367
DescriptionSeries includes all records regarding enrollment summaries by course section. Summaries may include various statistical breakdowns of each course by section.
StatusApproved
Approved16-Jan-20
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-205
FormatElectronic
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleEnrollment Verification Request Records
SeriesID0662-367
Description"Series includes all requests for enrollment verification records, which reflect what classes students were enrolled in and whether they were in good standing."
StatusApproved
Approved16-Jan-20
Retention1 year after verification
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleF-1 or J-1 International Student Records
SeriesID0691-367
Description"Series includes F-1 or J-1 international student records and supporting documentation such as: I-20, DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Employment Authorization Documentation (EAD), transcripts, Student & Exchange Visitor Information System (SEVIS) transactions, and application records."
StatusApproved
Approved21-Oct-21
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)"
Comments"Retain until graduation or last enrollment plus 6 calendar years, then destroy. International Student & Scholar Services is the office of record."
AuthorityAgency Schedule
KAR53-2-211
FormatElectronic
LastSurvey21-Oct-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleFamily and Medical Leave Act (FMLA) Records
SeriesID0617-367
DescriptionForms and documentation for FMLA determinations for individual employees.
StatusApproved
Approved11-Apr-18
Retention003 cldr years
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(4)(30) & 29 C.F.R. § 825.500 (g)
CommentsThe department/unit where the employee is employed is the office of record.
AuthorityAgency Schedule
KAR53-2-193
FormatElectronic
LastSurvey11-Apr-18
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleFee Revenue Files
SeriesID0029-367
Description"Records of student tuition and fee activity, student refunds and tuition collection, and revenue projection documentation. Refer to KSU Policies 3433 and 6115 for guidance concerning protected information. "
StatusApproved
Approved20-Oct-16
Retention005 fisc yrs
DispositionDestroy
RestrictionsPortions may be restricted per KSA 45-221(a)(17).
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved.The Division of Financial Services is the office of record. "
AuthorityAgency Schedule
KAR53-2-193
FormatElectronic
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleFinal Grade Roster
SeriesID0663-367
DescriptionSeries includes final grade roster and grades received for each course.
StatusApproved
Approved16-Jan-20
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
FormatElectronic
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleGeneral Catalogs
SeriesID0664-367
DescriptionSeries includes the university general course catalogs.
StatusApproved
Approved16-Jan-20
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
CommentsThe office of the University Registrar is the office of record for current records. The university archives is the office of record for legacy records. All legacy records prior to 2007 are in paper format and stored in a vault.
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleGrade Change Records
SeriesID0665-367
Description"Series includes all records related to the change of a student's grade. Series includes grade change forms, supporting documentation, and correspondence."
StatusApproved
Approved16-Jan-20
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleGraduation Honors
SeriesID0666-367
DescriptionSeries includes graduation honors received by individual students.
StatusApproved
Approved16-Jan-20
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
FormatElectronic
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleGraduation List
SeriesID0667-367
DescriptionSeries includes lists of students graduating from the university each semester.
StatusApproved
Approved16-Jan-20
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleH1B Employee Records
SeriesID0692-367
Description"Series includes H1B employee records and supporting documentation such as: biographical data, salary information, position descriptions, documentation of past and/or current immigration status, curriculum vitae/resume, educational documentation, passport/visa copies, labor conditions application, comparable salaries, and family records for dependents."
StatusApproved
Approved21-Oct-21
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c)"
Comments"Retain until end date of the H1B plus 5 calendar years, then destroy. International Student & Scholar Services is the office of record."
AuthorityAgency Schedule
KAR53-2-211
Format"Paper, Electronic"
LastSurvey21-Oct-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleH1B Public Access File Records
SeriesID0693-367
Description"Series includes H1B Public Access File records and supporting documentation such as: Labor Conditions Application (LCA), comparable salaries, prevailing wage determination, verification of LCA posting, cover letter, and verification of LCA receipt."
StatusApproved
Approved21-Oct-21
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(4), 20 CFR 655.760(c)"
Comments"Retain until end date of the LCA plus 1 calendar year, then destroy. International Student & Scholar Services is the office of record."
AuthorityAgency Schedule
KAR53-2-211
FormatPaper
LastSurvey21-Oct-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleHonor and Integrity Sanction Records
SeriesID0668-367
DescriptionSeries includes determinations of sanctions reported to the office of the University Registrar by the Office of Honor and Integrity related to violations of the University Honor Code.
StatusApproved
Approved16-Jan-20
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleHonors Program Enrolled Applicants
SeriesID0700-367
Description"Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)"
Comments"Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record. "
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleHonors Program Inactive Applicant Records
SeriesID0701-367
Description"Series consists of the honors program enrollment records such as: application materials, letters of support, progress toward completion of honors designation, and other supporting documentation. Inactive status is marked when a student has made no progress in the honors program for one academic year."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)"
Comments"Retain until graduation or last enrollment plus 3 calendar years, then destroy. The University Honors Program is the office of record."
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleHonors Program Non-Enrolled Applicants
SeriesID0702-367
DescriptionSeries consists of the honors program enrollment application materials and letters of support.
StatusApproved
Approved21-Apr-22
Retention1 academic year
DispositionDestroy
Restrictions"KSA 45-221(a)(1), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)"
CommentsThe University Honors Program is the office of record.
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleInstitutional Research External Public Report Records
SeriesID0676-367
Description"Reports generated for public reference regarding enrollment levels, department profiles, degrees conferred, Graduate Teaching Assistant/Graduate Research Assistant/Graduate Assistant salaries and demographics, and diversity and inclusion reports."
StatusApproved
Approved16-Jul-20
Retention5 academic years
DispositionDestroy
RestrictionsNone
CommentsThe Office of Institutional Research is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleInstitutional Research Internal Report Records
SeriesID0677-367
Description"Reports generated for internal reference regarding course grade distributions, enrollments by course and major, student demographic profiles (including maps), drop rates, movement between colleges and majors, etc."
StatusApproved
Approved16-Jul-20
Retention5 academic years
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe Office of Institutional Research is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleInternal Operational Audit Files
SeriesID0697-367
Description"Internal audit records consist of, but are not limited to, entrance conference notes, field work, investigation findings/notes, exit conference notes, and final audit report."
StatusApproved
Approved3-Feb-22
RetentionSee Comments
DispositionSee Comments
RestrictionsPortions may be restricted per KSA 45-221(a)(1)(4)(15)(25)(30)
Comments"Retain 7 years after close, then transfer final audit report to University Archives and destroy the remainder. The Internal Audit Department is the office of record."
AuthorityAgency Schedule
KAR53-2-212
Format"Paper, Electronic"
LastSurvey3-Feb-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleJ-1 Scholars and Student Intern Records
SeriesID0694-367
Description"Series includes J-1 Scholars and Student Intern records and supporting documentation such as: DS-2019, financial documentation, copies of passports, copies of I-94s, copies of visa stamps, family member documentation for those who accompany as a dependent, Student & Exchange Visitor Information System (SEVIS) transactions, and copies of curriculum vitae/resume."
StatusApproved
Approved21-Oct-21
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(4), 20 U.S.C. 1232g, 34 CFR Part 99, 22 CFR 62.10(g)"
Comments"Retain until end date of the DS-2019 plus 3 calendar years, then destroy. International Student & Scholar Services is the office of record."
AuthorityAgency Schedule
KAR53-2-211
FormatPaper
LastSurvey21-Oct-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleK-State Global Campus Agreements
SeriesID0687-367
DescriptionSeries includes agreements between K-State Global Campus and any other entity for the purpose of conducting business such as: memorandum of understanding (MOU) and memorandum of agreement (MOA). Records related to financial agreements can be found in the Division of Financial Services.
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain until agreement is superseded or ended, then contact the University Archives for appraisal - if not accepted for transfer to the Archives, then destroy. K-State Global Campus is the office of record."
AuthorityAgency Schedule
KAR53-2-208
FormatElectronic
LastSurvey21-Jan-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleK-State Global Campus Course Catalogs
SeriesID0688-367
DescriptionSeries includes records related to the non-credit courses offered by K-State Global Campus and UFM Community Learning Center.
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionArchives
RestrictionsNone
CommentsAnnually transfer records to the University Archives. The University Archives retains both a physical and webcrawled version of records. K-State Global Campus is the office of record.
AuthorityAgency Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleK-State Special Collections Exhibit Files
SeriesID0703-367
Description"Research, display, correspondence, loan documentation, and other documents related to the development of an exhibit where the Kansas State University Special Collections is the primary sponsor or contributor."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
CommentsAfter exhibit closes retain records with archival value and destroy remainder. K-State Libraries is the office of record.
AuthorityAgency Schedule
KAR53-2-213
Format"Paper, Electronic"
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleKSU Official Transcript Request Records
SeriesID0678-367
DescriptionSeries includes all records regarding requests for official university transcripts.
StatusApproved
Approved16-Jul-20
Retention3 fiscal years
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsOffice of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
Title"Land, Buildings, and Infrastructure Financial Records"
SeriesID0618-367
Description"Financial documents that record the purchase, maintenance, and disposition of land, buildings, and infrastructure. "
StatusApproved
Approved20-Oct-16
RetentionSee comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a) (32), (33)."
CommentsRetain records for the life of asset plus 3 fisc years. The Division of Financial Services is the office of record.
AuthorityAgency Schedule
KAR53-2-193
FormatPaper
LastSurvey
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleLibrary Environmental Readings
SeriesID0713-367
DescriptionRecords include data collected by data loggers and monthly reports of environmental conditions of library holdings.
StatusApproved
Approved21-Jul-22
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain records 5 calendar years then, if no significant event is registered/reported, destroy. K-State Libraries is the office of record."
AuthorityAgency Schedule
KAR53-2-214
FormatElectronic
LastSurvey21-Jul-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleLibrary Outreach Tracking Records
SeriesID0679-367
Description"Records containing general information about in-person or virtual events whose primary purpose is to promote library services and collections. Information includes time, place, and purpose of the event, number of attendees, name or organizer, partners involved, and resources required to develop the event."
StatusApproved
Approved16-Jul-20
Retention3 calendar years
DispositionDestroy
RestrictionsNone
CommentsK-State Libraries is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleLibrary Patron Records
SeriesID0695-367
Description"Records containing general information about library patrons such as name, K-State E-ID number, outstanding balance, and checkouts."
StatusApproved
Approved21-Oct-21
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(7)(23)(30)
Comments"Retain until inactive plus 1 calendar year, then destroy unless outstanding balance or checked out items. K-State Libraries is the office of record. Patrons include: current enrolled students, current staff/faculty, emeritus status faculty, community patrons, and visiting scholars. "
AuthorityAgency Schedule
KAR53-2-211
Format"Paper, Electronic"
LastSurvey21-Oct-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleLibrary Reference Requests
SeriesID0680-367
Description"Series consists of reference requests received by library employees, transcriptions of electronic communications, and reference information provided to patrons. "
StatusApproved
Approved16-Jul-20
Retention2 academic calendar years
DispositionDestroy
RestrictionsPortions may be restricted per KSA 45-221(a)(7)(23)(30)(49)
CommentsK-State Libraries is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleMcCain Complimentary Ticket Records
SeriesID0675-367
Description"Record series includes complimentary tickets list, personal contact information, show title, and list of criteria for receipt of tickets."
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(30)
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. McCain Auditorium is the office of record."
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleMcCain Show Box Office Report Records
SeriesID0681-367
Description"Records relating to show sales statistics, including sales numbers, discounts, attendance, number of complimentary tickets, method of purchase, etc."
StatusApproved
Approved16-Jul-20
Retention5 fiscal years
DispositionDestroy
RestrictionsNone
CommentsMcCain Auditorium is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleMcCain Show Summary Report Records
SeriesID0682-367
Description"Series includes summaries of show events, attendees, and incident reports."
StatusApproved
Approved16-Jul-20
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
CommentsMcCain Auditorium is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatPaper
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleMcCain Volunteer List Records
SeriesID0683-367
Description"Records relating to the activities of McCain volunteers, including lists of ticket credits, shows worked, show work requests, and personal contact information."
StatusApproved
Approved16-Jul-20
Retention2 fiscal years
DispositionDestroy
RestrictionsKSA 45-221(a)(30)
CommentsMcCain Auditorium is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleNCAA Academic Progress Reporting Records
SeriesID0669-367
Description"Series includes records required by the NCAA to chart student athlete academic progress: Academic Progress Rate, Graduation Success Rate, and Big 12 Certifications."
StatusApproved
Approved16-Jan-20
Retention10 calendar years
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleNon-Disclosure Request Records
SeriesID0670-367
Description"Series includes all records related to non-disclosure requests and releases, which students submit to ensure directory information is not shared or released."
StatusApproved
Approved16-Jan-20
RetentionSee Comments
DispositionSee Comments
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain non-disclosure records permanently or until student removes hold. Once disclosure release forms are received, retain all records 1 calendar year then destroy. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-205
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleOffice of Institutional Equity Annual Reports
SeriesID0655-367
DescriptionSeries contains annual reports created by the Office of Institutional Equity (OIE).
StatusApproved
Approved17-Oct-19
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain 3 fiscal years plus current, then transfer to the university archives. The Office of Institutional Equity is the office of record."
AuthorityAgency Schedule
KAR53-2-204
Format"Paper, Electronic"
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleOffice of Institutional Equity: Case Files
SeriesID0656-367
Description"Series contains records related to investigations conducted by the Office of Institutional Equity (OIE). Series may contain, but is not limited to: correspondence, initial complaints, investigative notes, responses from parties, decisions, and attorney confidential information. "
StatusApproved
Approved17-Oct-19
RetentionSee Comments
DispositionSee Comments
RestrictionsKSA 45-221(a)(1)(2)(4)(10)(11)(25)(30)
Comments"Retain 5 fiscal years after respondent's separation from the university, subject to the release of all legal holds, then transfer high profile or precedent setting cases as directed by OIE Director to the university archives for purging, destroy the remainder."
AuthorityAgency Schedule
KAR53-2-204
Format"Paper, Electronic"
LastSurvey18-Oct-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleOut of State Appeals Board Records
SeriesID0684-367
Description"Correspondence, student application packets, and decision letters sent by the office of the University Registrar to the Out of State Appeals Board, which hears student appeals for in-state tuition consideration. "
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 calendar years from last attendance, then destroy. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePatron Suggestions and Comments Form
SeriesID0625-367
Description"This form is used by K-State Libraries staff to record patron comments and suggestions. Libraries staff will submit complaints, suggestions, and compliments into the form and generate reports from the data received."
StatusApproved
Approved25-Oct-18
Retention5 calendar years
DispositionDestroy
RestrictionsPortions may be restricted under KSA 45-221(a)(4)(8)(23)
CommentsLibraries Office of Planning and Assessment is the office of record.
AuthorityAgency Schedule
KAR53-2-201
FormatElectronic
LastSurvey25-Oct-18
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePaycheck Records
SeriesID0620-367
DescriptionRecords of payments to each employee by pay period. Series also includes W-2 records.
StatusApproved
Approved20-Apr-17
RetentionSee comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments"Retain 50 calendar years plus current. The Division of Human Capital Services is the office of record. "
AuthorityAgency Schedule
KAR53-2-195
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePayroll - Federal grant funding records
SeriesID0622-367
Description"Records pertaining to payroll funded by federal grants, including payroll payments by account and payroll transfers with federal grants."
StatusApproved
Approved20-Apr-17
RetentionPermanent
DispositionPermanent
RestrictionsKSA 45-221(a)(4)
Comments"The Division of Human Capital Services is the office of record, and is the custodian for the existence of these records. "
AuthorityAgency Schedule
KAR53-2-195
FormatElectronic
LastSurvey
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePayroll Records
SeriesID0621-367
Description"Records pertaining to payroll, including payroll transfers without federal grants, fringe benefits, garnishments, payroll balance worksheets, payroll interface, employer tax reports, clearing accounts, and additional pay."
StatusApproved
Approved20-Apr-17
Retention10 fisc yrs
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
CommentsThe Division of Human Capital Services is the office of record.
AuthorityAgency Schedule
KAR53-2-195
FormatElectronic
LastSurvey
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePhysician Assistant Program Academic Advising Records
SeriesID0704-367
DescriptionRecords used by academic advisors to monitor student progress through the PA program. Includes notes from meetings with students. Does not include grades.
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain until graduation plus 3 calendar years, then destroy. The Physician Assistant Program is the office of record."
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePhysician Assistant Program Dismissal Records
SeriesID0705-367
Description"Records consist of all documentation relevant to a student’s dismissal from the PA program, such as grades, advisor notes, clinical preceptor notes, etc."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 75 calendar years after dismissal, then destroy. Records are in electronic format while active; paper format becomes the official record at conclusion of cohort term. The Physician Assistant Program and the office of the University Registrar are the offices of record."
AuthorityAgency Schedule
KAR53-2-213
Format"Paper, Electronic"
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
Title"Physician Assistant Program Promotion, Progression, and Professionalism Records"
SeriesID0706-367
Description"Records consist of documentation of the student as they progress through the program academically, clinically, and professionally. Students are evaluated weekly for each class each semester."
StatusApproved
Approved21-Apr-22
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe Physician Assistant Program is the office of record.
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePhysician Assistant Program Remediation Records
SeriesID0707-367
DescriptionRecords of students who did not do well in a course and went through remediation to move forward in the program. Remediation occurs immediately when a student does not perform well on one of their weekly exams.
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 calendar years after last attendance, then destroy. The Physician Assistant Program is the office of record."
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePhysician Assistant Program Results of Selection Interviews
SeriesID0708-367
Description"Records consist of questions, feedback to the program, interview notes, and rubric of admitted program applicants."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(4), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain until graduation plus 1 calendar year, then destroy. Records are retained throughout the entirety of the cohort term even if a student leaves the program. The Physician Assistant Program is the office of record."
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePhysician Assistant Program Student Health Records
SeriesID0709-367
Description"Records consist of the following: proof of health insurance, immunization records, and results of physical exams, drug screenings, and tuberculosis testing."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(3), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain until graduation plus 5 calendar years, then destroy. The Physician Assistant Program is the office of record."
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePhysician Assistant Program Student Performance in Program
SeriesID0710-367
Description"Records consist of student grades, clinical rotation preceptor evaluations, volunteer work documentation, periodic presentation evaluations, etc."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(9), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain until last enrollment plus 3 calendar years, then destroy. The Physician Assistant Program is the office of record."
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePhysician Assistant Program Supervised Clinical Practice Experience (SCPE) Assignments
SeriesID0711-367
Description"Records related to the sites students go to for their clinical rotations, the providers they work with, and input from the providers and students."
StatusApproved
Approved21-Apr-22
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 calendar years after graduation, then destroy. The Physician Assistant Program is the office of record."
AuthorityAgency Schedule
KAR53-2-213
FormatElectronic
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleRecruitment Files
SeriesID0052-367
Description"Documents relating to the recruitment process to fill vacant positions. These records include all search committee materials uploaded to applicant tracker, application, resume, and supporting documentation."
StatusApproved
Approved19-Apr-18
Retention004 cldr yrs
DispositionDestroy
RestrictionsPortions per KSA 45-221(a)(4)
Comments"Departments are responsible for maintaining all recruitment materials in the applicant tracking system in accordance with KSU Policy and Procedure Manual Chapter 4410, .090."
AuthorityAgency Schedule
KAR53-2-199
FormatElectronic
LastSurvey7-Mar-18
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleRegistrar Hold Records
SeriesID0671-367
DescriptionSeries includes all records related to placing a hold on student records for various administrative purposes.
StatusApproved
Approved16-Jan-20
RetentionRetain until hold is released
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-205
FormatElectronic
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleReinstatement Records
SeriesID0672-367
DescriptionSeries includes forms and related records completed by dismissed students seeking to re-enroll at the university.
StatusApproved
Approved16-Jan-20
Retention5 years after last attendance
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"The office of the University Registrar and the Office of Undergraduate Admissions are the offices of record. Office of Undergraduate Admissions retains the record through enrollment + 20th day census, then the office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleResidency Tuition Records
SeriesID0673-367
DescriptionDocuments submitted by students to provide support for their application to pay in-state/resident tuition.
StatusApproved
Approved16-Jan-20
Retention5 years after last attendance
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Offices of Record: the office of the University Registrar for continuing students, Graduate School for graduate students, Office of Admissions for incoming students."
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleSalary Increase Lists
SeriesID0056-367
DescriptionList recording salary increases for university support staff and unclassified employees.
StatusApproved
Approved20-Oct-16
Retention003 fisc yrs
DispositionDestroy
RestrictionsNone
CommentsThe division of Human Capital Services is the office of record.
AuthorityAgency Schedule
KAR53-2-193
FormatPaper
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleSemester Honors List
SeriesID0685-367
DescriptionSeries includes the semester honors list recognizing students for academic achievement.
StatusApproved
Approved16-Jul-20
RetentionPermanent
DispositionPermanent
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
CommentsThe office of the University Registrar is the office of record.
AuthorityAgency Schedule
KAR53-2-206
FormatElectronic
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleSpecial Collections Acquisition Records
SeriesID0712-367
Description"Series includes records related to communications with donors, transferring units, or vendors; condition reports; preservation and/or conservation documentation; deeds of gift or transfer forms; donor-generated descriptions; formats list; and any other supporting documentation."
StatusApproved
Approved21-Apr-22
RetentionPermanent
DispositionPermanent
RestrictionsPortions may be restricted per KSA 45-221(a)(1)(3)(7)(8)(9)(20)(30)(32)(34)(49)
CommentsK-State Libraries is the office of record.
AuthorityAgency Schedule
KAR53-2-213
Format"Paper, Electronic"
LastSurvey21-Apr-22
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleStudent Access Center Case Files
SeriesID0696-367
Description"Case File records consist of all case notes, student documentation and correspondence, needed accommodations, testing records, etc."
StatusApproved
Approved21-Oct-21
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 academic years since the last date student is active with the University, then destroy. The Student Access Center is the office of record."
AuthorityAgency Schedule
KAR53-2-211
FormatElectronic
LastSurvey21-Oct-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleSupplemental Pay Files
SeriesID0063-367
Description"Documents covering wages to be paid for shift differential, overtime, or leave without pay, or other payments not included in usual payroll to individual employees."
StatusApproved
Approved20-Oct-16
RetentionSee comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved. The Division of Human capital Services is the office of record. "
AuthorityAgency Schedule
KAR53-2-193
FormatElectronic
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleTraining Files
SeriesID0066-367
DescriptionDocuments relating to staff training and development programs including requests for enrollment and publications describing training opportunities and resources available.
StatusApproved
Approved20-Oct-16
Retention005 cldr yrs
DispositionDestroy
RestrictionsNone
CommentsThe Division of Human Capital Services is the office of record.
AuthorityAgency Schedule
KAR53-2-193
FormatElectronic
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleTransfer Transcripts for Current/Enrolled Students
SeriesID0686-367
DescriptionDocuments recording the course work completed at other institutions which are used to support admission or graduation qualifications.
StatusApproved
Approved16-Jul-20
Retention5 years after last attendance
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Office of Undergraduate Admissions is the office of record for undergraduate records. Office of Graduate Admissions is the office of record for graduate records. Once a student is enrolled, the Office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleTuition/Fee Waiver Records
SeriesID0674-367
Description"Series includes all records related to residency tuition/fee waivers. Records include, but are not limited to, completed forms, intern lists from departments, and application papers for Graduate Teaching Assistants (GTAs), Graduate Research Assistants (GRAs), staff, and faculty. This series also includes State Reciprocal Agreement records."
StatusApproved
Approved16-Jan-20
RetentionSee Comments
DispositionDestroy
Restrictions"Portions may be restricted per KSA 45-221(a)(1), 20 U.S.C. 1232g; 34 CFR Part 99."
Comments"Retain 5 years from last attendance, then destroy. The office of the University Registrar is the office of record."
AuthorityAgency Schedule
KAR53-2-205
Format"Paper, Electronic"
LastSurvey16-Jan-20
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleUnemployment Compensation Records
SeriesID0619-367
DescriptionReports and requests regarding unemployment compensation.
StatusApproved
Approved20-Oct-16
RetentionSee comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
CommentsRetain 5 cld years past payment or quarterly report date. The Division of Human Capital Services is the office of record.
AuthorityAgency Schedule
KAR53-2-193
FormatElectronic
LastSurvey
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleWeb Archiving Administrative Records
SeriesID0689-367
Description"Records containing information about the administration of the K-State Special Collections web-crawling practices. Series includes policy, procedures, crawl reports, KAIC agreements, and correspondence."
StatusApproved
Approved15-Jul-21
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain until superseded, then contact the University Archives for appraisal - if not accepted for transfer to the Archives, then destroy. K-State Libraries is the office of record."
AuthorityAgency Schedule
KAR53-2-210
FormatElectronic
LastSurvey15-Jul-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleWeb Archiving Data
SeriesID0690-367
Description"Records include web-based resources preserved through Department of Special Collections web archiving practices, as well as associated descriptions. Series includes web crawl seeds, reports, and metadata, along with collection groups and preserved public webpages."
StatusApproved
Approved15-Jul-21
RetentionPermanent
DispositionPermanent
RestrictionsNone
CommentsK-State Libraries is the office of record.
AuthorityAgency Schedule
KAR53-2-210
FormatElectronic
LastSurvey15-Jul-21
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleAdult Offender Felony Arrest Records (Major Felonies and Violent Crime)
SeriesID0627-367
Description"Records related to the arrest of adults suspected of major felonies and violent crimes. Records contain date of birth, crime, details of crime."
StatusApproved
Approved25-Apr-19
RetentionPermanent
DispositionPermanent
RestrictionsKSA 45-221(a)(1)(10)(30) & KSA 75-3520
CommentsKSU Police Department is the office of record.
AuthorityAgency Schedule
KAR53-2-203
FormatElectronic
LastSurvey25-Apr-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleAdult Offender Felony Arrests (Other)
SeriesID0628-367
Description"Records related to the arrest of adults suspected of felonies, but not in the category of major/violent crimes. Records contain date of birth, crime, and details of crime."
StatusApproved
Approved25-Apr-19
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(10)(30) & KSA 75-3520
Comments"Retain records for 25 years from the date of the arrest then review for outstanding warrants, unsolved, or litigation hold. If none, then destroy. KSU Police Department is the office of record."
AuthorityAgency Schedule
KAR53-2-203
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleAdult Offender Misdemeanors
SeriesID0629-367
Description"Records related to the arrest of adults suspected of misdemeanor crimes. Records contain date of birth, crime, and details of crime."
StatusApproved
Approved25-Apr-19
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(10)(30) & KSA 75-3520
Comments"Retain 15 years then review records for outstanding warrants or litigation holds. If none, then destroy. KSU Police Department is the office of record."
AuthorityAgency Schedule
KAR53-2-203
TitleCase Files - Major Crimes
SeriesID0630-367
Description"Records related to major crimes where KSU Police Department conducted the investigation. Records include but are not limited to: arson, aggravated assault, homicides, kidnapping, deaths, missing persons, robbery, forgery, theft of public funds, and traffic fatalities."
StatusApproved
Approved25-Apr-19
RetentionPermanent
DispositionPermanent
RestrictionsKSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
CommentsKSU Police Department is the office of record.
AuthorityAgency Schedule
KAR53-2-203
FormatElectronic
LastSurvey25-Apr-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
Title"Case Files - Misdemeanor Cases, Petty Offenses, and Traffic Offenses"
SeriesID0631-367
Description"Series includes detailed reports and other records related to misdemeanor cases, petty offenses, and traffic offenses."
StatusApproved
Approved25-Apr-19
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
Comments"Retain 1 calendar year from filing of report, then destroy if no pending investigation. KSU Police Department is the office of record. "
AuthorityAgency Schedule
KAR53-2-203
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleCrime Log
SeriesID0633-367
Description"Records included in this series describe the crime, time, date, and case number assigned to the report."
StatusApproved
Approved25-Apr-19
RetentionPermanent
DispositionPermanent
RestrictionsPortions may be restricted under KSA 45-221(a)(10)
CommentsNo personal identifiable information is included in this series.
AuthorityAgency Schedule
KAR53-2-203
FormatElectronic
LastSurvey25-Apr-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleEvidence Records
SeriesID0634-367
DescriptionRecords pertaining to the collection and storage of evidence collected at crime scenes and during police investigations.
StatusApproved
Approved25-Apr-19
RetentionSee Comments
DispositionSee Comments
RestrictionsKSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
Comments"County and City Attorney assigns retention length and authorizes destruction on a case by case basis. KSU Police Department is the office of record."
Authority
KAR53-2-203
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleExpungement Records
SeriesID0635-367
DescriptionRecords series includes purged arrest information sealed from all disclosure.
StatusApproved
Approved25-Apr-19
RetentionPermanent
DispositionPermanent
RestrictionsKSA 21-6614 et seq.
CommentsKSU Police Department is the office of record.
AuthorityAgency Schedule
KAR53-2-203
Format"Paper, Electronic"
LastSurvey25-Apr-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleFelony Cases and Special Investigations
SeriesID0636-367
Description"Records related to felony cases and special investigations. Records include, but are not limited to, comprehensive reports detailing felony cases and special investigations conducted by the department. "
StatusApproved
Approved25-Apr-19
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(10)(30)(47) & KSA 75-3520
Comments"Retain records for 25 years then review for ongoing investigation, unsolved, or litigation hold. If case is closed, then destroy. KSU Police Department is the office of record."
AuthorityAgency Schedule
KAR53-2-203
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleHandling and Storage of Evidence Records
SeriesID0637-367
Description"Records series includes logs documenting the receipt, transfer, and release of materials taken into evidence, including property, reports, release records, evidence tags, and similar records."
StatusApproved
Approved25-Apr-19
RetentionPermanent
DispositionPermanent
RestrictionsKSA 45-221(a)(1)(10)(47) & KSA 75-3520
CommentsKSU Police Department is the office of record. Handled by Investigations.
AuthorityAgency Schedule
KAR53-2-203
FormatElectronic
LastSurvey25-Apr-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleLaw Enforcement Social Media Records
SeriesID0638-367
DescriptionSeries includes social media posts created/shared by the KSU Police Department on all of their platforms.
StatusApproved
Approved25-Apr-19
RetentionPermanent
DispositionPermanent
RestrictionsNone
CommentsKSU Police Department is the office of record.
AuthorityAgency Schedule
KAR53-2-203
FormatElectronic
LastSurvey25-Apr-19
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleOperating Procedure Records
SeriesID0639-367
Description"Records related to the operating procedure of the KSU Police Department. Records include, but are not limited to: general orders, operating procedural documents, and special orders received from the police chief."
StatusApproved
Approved25-Apr-19
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until superseded or obsolete. KSU Police Department is the office of record."
AuthorityAgency Schedule
KAR53-2-203
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleTraining Records
SeriesID0642-367
Description"Series includes correspondence, reports, and other records relating to the operation of KSU Police Department sponsored training programs and to employee participation in training programs sponsored by the department."
StatusApproved
Approved25-Apr-19
RetentionSee Comments
DispositionDestroy
RestrictionsPortions may be restricted under KSA 45-221(a)(4)(6)
Comments"Retain 5 years after employee is separated from the University. KSU Police Department is the office of record."
AuthorityAgency Schedule
KAR53-2-203
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAccreditation Reports and Review Records
SeriesID0005-367
DescriptionVariety of documents relating to the accreditation review process for the separate colleges or professional organizations to ensure that academic or professional standards are met and maintained.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey21-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAdministrative Files
SeriesID0006-367
DescriptionCentral files documenting the daily activities of an office.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives for purging."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey21-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleApplication for Admission Form
SeriesID0007-367
DescriptionForms submitted by potential students requesting permission to attend Kansas State University.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 5 years after last attendance at KSU, then destroy."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey21-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleAthlete Certification Form
SeriesID0011-367
DescriptionReport filed with the athletic conference and NCAA offices establishing the eligibility of individual students to participate in athletic events.
StatusApproved
Approved12-Jan-95
Retention010 cldr yrs
DispositionDestroy
RestrictionsKSA 45-221(a)(3)
Comments
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleClass Enrollment Form
SeriesID0014-367
DescriptionForm used by the student and the advisor to determine the classes in which a student will enroll for a given term and to update addresses and other information.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until no longer useful, then destroy."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleConference Files
SeriesID0018-367
DescriptionDocuments relating to various conferences sponsored by the university.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleCurriculum Change Records
SeriesID0020-367
DescriptionForm submitted by a student requesting permission to change academic objectives.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 5 years after last attendance at KSU, then destroy."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleEducational Authorization Form
SeriesID0022-367
DescriptionForm (PER-25) submitted by an individual employee requesting permission to attend college courses during scheduled work time.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 5 years after termination of employee, then destroy."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleEmployee Personnel Files - Office Copies
SeriesID0071-367
Description"Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference."
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments"Retain for length of employee's tenure plus 5 calendar years, then destroy."
AuthorityGeneral Schedule
KAR53-2-103
FormatUnknown
LastSurvey14-Dec-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleEntrance Examination Scores
SeriesID0024-367
DescriptionExamination score report submitted by the national testing agencies maintained to document a student's qualification for admittance to the university.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(1)(9)
Comments"Retain 5 years after date of last attendance at KSU, then destroy."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleFair Labor Standards Act Agreements
SeriesID0028-367
DescriptionAgreement between an employee and his/her departmental supervisor indicating the type of compensation to be received for overtime worked.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 5 years after termination of employee, then destroy."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleFair Labor Standards Act (FLSA) Records
SeriesID0027-367
Description"Departmental policy describing agreement to provide compensation for overtime worked, formal FLSA on-site review questionnaire, and report form regarding departmental compliance with FLSA agreement."
StatusApproved
Approved12-Jan-95
RetentionPermanent
DispositionPermanent
RestrictionsNone
CommentsRetain in office permanently.
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleFinancial Reports - Federal
SeriesID0030-367
DescriptionVariety of financial statistics compiled for inclusion in federal reports.
StatusApproved
Approved12-Jan-95
Retention005 fisc yrs
DispositionDestroy
RestrictionsNone
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleFinancial Reports - State
SeriesID0031-367
DescriptionVariety of financial statistics compiled for inclusion in non-federal reports.
StatusApproved
Approved12-Jan-95
RetentionPermanent
DispositionPermanent
RestrictionsNone
CommentsRetain in office permanently.
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleHonorary Society Files
SeriesID0058-367
Description"Documents recording the activities of departmental, college and university honorary society chapters."
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleInventory Records - Federal
SeriesID0034-367
DescriptionFederal excess property records and supporting documentation (form SF-122) maintained for inventory management purposes.
StatusApproved
Approved12-Jan-95
Retention005 fisc yrs
DispositionDestroy
RestrictionsNone
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleLectures - Visiting
SeriesID0036-367
DescriptionDocuments relating to lectures delivered by visiting speakers.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleLocal Agency Group Health Insurance List
SeriesID0037-367
DescriptionList maintained of local agency employees enrolled in group health insurance.
StatusApproved
Approved12-Jan-95
Retention002 cldr yrs
DispositionDestroy
RestrictionsNone
Comments
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleOrganizations - Student
SeriesID0041-367
DescriptionRecords documenting activities of student organizations affiliated with university departments.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives for purging."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleOrganizations - Student Government
SeriesID0042-367
Description"Records documenting the activities of the Student Governing Association, Student Senate, etc."
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives for purging."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePayroll Adjustment Records
SeriesID0081-367
Description"Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10-10A, DA-21 series, DA-171 thru DA177, DA-251 thru 262."
StatusApproved
Approved12-Jan-95
Retention003 fisc yrs
DispositionDestroy
RestrictionsNone
CommentsThis schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deposit Authorization Records - General.
AuthorityGeneral Schedule
KAR53-2-103
FormatUnknown
LastSurvey14-Dec-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitlePurchasing Records
SeriesID0043-367
Description"Documents related to the purchase of goods and services using federal money: agency purchase orders, interdepartmental vouchers, interfunds, invoices, correspondence, etc."
StatusApproved
Approved12-Jan-95
Retention005 fisc yrs
DispositionDestroy
RestrictionsNone
Comments"Retain 5 fiscal years then destroy, provided all audit requirements have been resolved."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleScrapbooks and Albums
SeriesID0057-367
DescriptionCollection of miscellaneous documents regarding agency activities.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain until no longer useful, then contact the university archives for appraisal - if not accepted for transfer to the archives, then destroy."
AuthorityGeneral Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleSpecial Observances Files
SeriesID0059-367
Description"Documents commemorating anniversaries, centennials, inaugurations, etc. sponsored by the university or organizations."
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleStatistical Reports
SeriesID0054-367
DescriptionReports based on various student characteristics written for the total university community.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until no longer useful, then transfer to the university archives for purging."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleStudent ID Card Receipt Lists
SeriesID0061-367
DescriptionReports listing students who have had replacement IDs made and have paid the replacement fee.
StatusApproved
Approved12-Jan-95
Retention003 fisc yrs
DispositionDestroy
RestrictionsNone
Comments"Retain 3 fiscal years then destroy, provided all audit requirements have been resolved."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleStudent Loan Records
SeriesID0062-367
DescriptionDocuments maintained on delinquent student loans which are used for collection efforts.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(1)
Comments"Retain 5 calendar years after loan is paid in full, then destroy."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleTranscript Order Form
SeriesID0067-367
DescriptionForm completed by students to request that a copy of their permanent record be forwarded to another agency or school.
StatusApproved
Approved12-Jan-95
Retention003 fisc yrs
DispositionDestroy
RestrictionsNone
Comments"Retain 3 fiscal years then destroy, provided all audit requirements have been resolved."
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleUnclaimed Paychecks
SeriesID0069-367
DescriptionPayroll warrant checks issued to staff or student employees which have not been claimed.
StatusApproved
Approved12-Jan-95
Retention001 fisc yr
DispositionDestroy
RestrictionsNone
Comments
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode

State Schedules

AgencyCode
Agency
Subagency1
Subagency2
Subagency3
Subagency4
Title
SeriesID
Description
Status
Approved
Retention
Disposition
Retrictions
Comments
Authority
KAR
Format
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleAdministrative Rules and Regulations Files
SeriesID0228-000
Description"Records related to the process of proposing administrative rules and regulations (KARs) for adoption. May include drafts and final copies of proposed, revised, and/or revoked regulations, correspondence, legislation and bills affecting creation of regulations, meeting minutes and sign-in sheets from public hearings, notices of meetings, audio and video recordings, and other related records."
StatusApproved
Approved19-Apr-12
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Maintain records in office for 3 calendar years per KSA 77-421(d), or until regulation is revoked, whichever is longer. Transfer meeting minutes, drafts and final copies of regulations, and correspondence to the State Archives, destroy other documents. This retention and disposition schedule does not affect the Secretary of State's, Attorney General's, or Department of Administration's records created through their statutory review and filing responsibilities."
AuthorityGeneral Schedule
KAR53-2-171
Format"Paper, Electronic"
LastSurvey2-Oct-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleAgency Leadership Files
SeriesID0004-000
Description"Correspondence, reports, budgets, schedules, etc. of agency directors, assistant directors, or key policy decision-makers relating to the administration and operation of the agency."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionSee Comments
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(2)(4)(6)(12)(14)(15)(20)(21)(22)(25)(27)(30)(32)(33)(45), KSA 60-426"
Comments"Retain until individual leaves position, then contact archives for appraisal - if not accepted, then destroy."
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleAnnual and Special Reports
SeriesID0005-000
DescriptionGeneral and specific reports on agency activities.
StatusApproved
Approved16-Jul-20
Retention3 fiscal years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleAttorney General Opinions
SeriesID0008-000
Description"Opinions, letters of advice, copies of legislative bills, correspondence, research materials, etc. relating to the legal interpretations written at the request of an agency seeking guidance in enforcing, obeying, or interpreting the law."
StatusApproved
Approved10-Apr-03
Retention5 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-134
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleAudit Reports
SeriesID0009-000
DescriptionResults of audits conducted by Legislative Division of Post-Audit and other state and/or federal auditing agencies.
StatusApproved
Approved14-Jul-88
Retention5 fiscal years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleBoard Packets
SeriesID0015-000
Description"Agenda, minutes, background information, etc. relating to meetings of a board or commission."
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionSee Comments
RestrictionsPortions may be restricted per KSA 75-4319
Comments"Retain 3 calendar years, then transfer 1 packet to the archives and destroy the remainder."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCommittee Files
SeriesID0022-000
Description"Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees."
StatusApproved
Approved14-Jul-98
Retention3 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-116
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCorrespondence - Policy Related
SeriesID0027-000
Description"Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. These may include Capstone or non-Capstone account correspondence."
StatusApproved
Approved15-Oct-20
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain in office until employee leaves position, then retain permanently or transfer to an archives."
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCorrespondence - Routine
SeriesID0028-000
Description"Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain only to routine matters and are not identified in another record series."
StatusApproved
Approved15-Oct-20
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until business is completed, then destroy."
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCorrespondence - Specific
SeriesID0251-000
Description"Incoming and outgoing letters, memoranda, email records, text messages, chat/instant messages, voicemail messages, and other types of communications that pertain to a specific government function."
StatusApproved
Approved15-Oct-20
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
CommentsRetain according to associated general or agency schedule entry (Ex: retain correspondence related to budget preparation files according to series 0016-000).
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCustomer Survey Forms
SeriesID0029-000
DescriptionSurveys compiled on customer satisfaction with the quality of service provided.
StatusApproved
Approved18-Jul-02
Retention3 calendar years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-131
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleGovernor's Proclamations
SeriesID0131-000
DescriptionCopies of proclamations issued by the Governor's Office related to various agency activities and functions.
StatusApproved
Approved13-Apr-06
Retention5 calendar years
DispositionDestroy
RestrictionsNone
CommentsGovernor's Office maintains the original copy.
AuthorityGeneral Schedule
KAR53-2-147
FormatPaper
LastSurvey13-Aug-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleHearing and Meeting Transcripts and Electronic Media Recordings
SeriesID0052-000
Description"Transcripts, notes, and audio/visual recordings of agency hearings and meetings."
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain 90 days, then transfer transcripts to the archives, destroy the remainder."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic, Analog"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleLegislative Relations Files
SeriesID0069-000
Description"Copies of bills, drafts of legislation, notes, correspondence, testimony etc. relating to various legislative activities."
StatusApproved
Approved16-Jul-20
Retention3 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleLitigation Case Files
SeriesID0071-000
Description"Correspondence, court documents, research materials, reports, press releases, etc. documenting agency litigation activities."
StatusApproved
Approved26-Mar-15
RetentionSee Comments
DispositionSee Comments
Restrictions"Portions may be restricted per KSA 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), KSA 60-226, and KSA 60-426. Other restrictions may also apply for an individual agency."
Comments"Retain precedent-setting litigation records not scheduled by agency specific schedule 5 years after case is closed, then transfer to the archives. Retain all other litigation records 5 years after case is closed, then destroy."
AuthorityGeneral Schedule
KAR53-2-184
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleMemoranda of Understanding or Agreement - Interagency
SeriesID0074-000
Description"Formal agreements reached between state, local, and/or federal agencies. Includes correspondence and other materials related to the adoption of an agreement or any amendments."
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionArchives
RestrictionsPortions may be restricted per KSA 45-221(a)(14)(20)(25)
Comments"Retain until agreement becomes inactive plus 5 calendar years, then transfer to the archives."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleMinutes
SeriesID0075-000
Description"Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations."
StatusApproved
Approved16-Jul-20
Retention3 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleOrganizational Charts
SeriesID0076-000
DescriptionRecords documenting the agency's current and proposed organizational structure.
StatusApproved
Approved17-Aug-00
Retention3 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-124
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitlePolicies and Procedures
SeriesID0087-000
DescriptionOriginal copies of policies and procedures which govern the operations of the agency.
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleProfessional Organizations Files
SeriesID0088-000
DescriptionDocuments relating to membership/participation in professional organizations.
StatusApproved
Approved9-Jan-03
Retention2 calendar years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-133
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleRecords Management Records
SeriesID0095-000
Description"Documents related to the management of agency records including completed survey forms, inventories, schedules, destruction notices, and other miscellaneous materials such as correspondence or reference materials."
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain destruction notices permanently. Retain all other materials until superseded, then destroy."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleRecords of Unusual Importance or Exceptional Historical Interest
SeriesID0249-000
Description"Records that depict important unique situations of continuing interest, important policy transactions or decisions, or unusual noteworthy events."
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain 1 calendar year, then contact the State Archives for appraisal - if not accepted, then destroy."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic, Analog"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleRequest for Access to Records
SeriesID0098-000
DescriptionDocuments related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218.
StatusApproved
Approved13-Apr-00
Retention5 calendar years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-123
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleSchedules - Office Activities
SeriesID0099-000
Description"Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activies, vehicles, meeting rooms, etc."
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until business is completed, then destroy. Schedules of agency directors should be retained according to series 0004-000."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleStrategic Planning Files
SeriesID0108-000
DescriptionVariety of documents relating to the strategic planning process for the agency.
StatusApproved
Approved16-Jul-20
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until superseded, then transfer to the archives."
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey16-Jul-20
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleTraining Records
SeriesID0246-000
Description"Correspondence, reports, and other records relating to the operation of training programs sponsored or performed by agency personnel to external organizations and individuals."
StatusApproved
Approved19-Jan-17
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 5 calendar years or until superseded, whichever is sooner, then destroy. (See also Employee Training Records and Employee Training Course Materials)"
AuthorityGeneral Schedule
KAR53-2-194
Format"Paper, Electronic"
LastSurvey27-Apr-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleAccounts Payable Records
SeriesID0001-000
Description"Records related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc."
StatusApproved
Approved15-Oct-20
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleAccounts Receivable Records
SeriesID0002-000
Description"Records related to the collection of payments due the agency: copies of invoices, correspondence, receipts, receipt books, cash reports, ledgers, DA-32 forms, etc."
StatusApproved
Approved15-Oct-20
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleBanking Records
SeriesID0012-000
Description"Bank statements, deposit books and slips, check registers, and canceled checks."
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleBid Records
SeriesID0014-000
Description"Records related to requests for proposals, bids, quotations, or estimates."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain successful bids until expiration of contract plus 5 fiscal years, then destroy. Retain unsuccessful bids 5 fiscal years, then destroy. See also Accounts Payable Records and Contracts."
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleBudget Preparation Files - Annual
SeriesID0016-000
Description"Documents used in the preparation of annual agency budget: correspondence, draft budget requests, reports, notes, and other miscellaneous materials."
StatusApproved
Approved26-Mar-15
Retention5 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-184
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleBudget Requests and Appeals - Annual
SeriesID0017-000
DescriptionCopies of budgets and supporting documents submitted yearly to the state legislature for approval and subsequent appeals.
StatusApproved
Approved26-Mar-15
Retention5 fiscal years
DispositionDestroy
RestrictionsNone
CommentsState Archives considers copies transferred through the Division of Budget to be the official record copy.
AuthorityGeneral Schedule
KAR53-2-206
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleBusiness Procurement Card Documentation
SeriesID0019-000
Description"Original statements, receipts, logs, etc. detailing the types of purchases made by an agency through the business procurement card procedure."
StatusApproved
Approved13-Apr-00
Retention5 fiscal years
DispositionDestroy
RestrictionsNone
CommentsThe Office of Accounts and Reports does not maintain the original copies.
AuthorityGeneral Schedule
KAR53-2-123
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleContracts
SeriesID0026-000
Description"Legal agreements and supporting records signed by the agency and one or more parties for property use, products, or services."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until expiration of contract plus 5 calendar years, then destroy. See also Accounts Payable Records and Bid Records."
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleDelegated Audit Authority Vouchers
SeriesID0034-000
DescriptionOriginal payment vouchers specifying purchases made by an agency with delegated audit authority.
StatusApproved
Approved13-Apr-00
Retention5 fiscal years
DispositionDestroy
RestrictionsNone
CommentsThe Office of Accounts and Reports does not maintain the original copies.
AuthorityGeneral Schedule
KAR53-2-123
Format"Paper, Electronic"
LastSurvey22-Sep-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleEmployee Travel Records
SeriesID0118-000
Description"Records related to employee travel, including, but not limited to travel requests and authorizations, receipts, and reimbursements."
StatusApproved
Approved15-Oct-20
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleFinancial Management System Reports
SeriesID0106-000
Description"Computer reports regarding agency financial status issued on a daily, monthly, and/or yearly basis from the Office of Accounts and Reports to the Statewide Management Accounting and Reporting Tool (SMART)."
StatusApproved
Approved15-Oct-20
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until superseded or business is completed, then destroy. Schedule does not apply to originals maintained at the Office of Accounts and Reports."
AuthorityGeneral Schedule
KAR53-2-207
FormatElectronic
LastSurvey15-Oct-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleGrant Files - Grants Administered by State Agencies
SeriesID0239-000
Description"Records regarding the administration of grants awarded by a Kansas state agency to other state agencies and/or local entities. May include applications, correspondence, financial documentation, reports, and other related materials from managing individual grants. Also includes records related to the overall grant program administration, which may include but is not limited to drafts of materials, dissemination information, reference information, grant program rules and guidelines, and summary reports of program outcomes."
StatusApproved
Approved26-Mar-15
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain individual grant files until final reports are received and audits, if necessary, performed + 1 year, then destroy. Retain unfunded grant applications for 1 year after decisions made and appeals, if any, completed, then destroy. Retain overall grant program administration records until superseded by updated information, then contact the State Archives for appraisal - if not accepted, then destroy."
AuthorityGeneral Schedule
KAR53-2-184
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleGrant Files - Grants Applied for by State Agencies
SeriesID0238-000
Description"Applications, supporting documentation, correspondence, and other records relating to federal, state, and private grants applied for by a Kansas state agency. Includes both funded and unfunded/unaccepted grant application records."
StatusApproved
Approved26-Mar-15
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain 5 fiscal years after the end of the grant period, then transfer initial grant application and any annual and final reports to the State Archives; destroy the remaining documents. Destroy unsuccessful grant applications 5 fiscal years after notification application was not accepted."
AuthorityGeneral Schedule
KAR53-2-184
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleImprest Fund
SeriesID0053-000
Description"Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA-152 form ""Checkbook Record--Imprest Fund."" Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 forms, copies of supporting documentation and records on monthly reconciliations of fund."
StatusApproved
Approved8-Jan-09
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-158
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleLedgers - General
SeriesID0068-000
Description"General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget."
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionArchives
RestrictionsNone
CommentsThis series includes only internal documents.
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleLists of Outstanding Obligations
SeriesID0070-000
DescriptionCopies of forms submitted to the Office of Accounts and Reports to encumber funds from current fiscal year to pay for goods or services to be received during the following fiscal year.
StatusApproved
Approved8-Jan-04
Retention2 fiscal years
DispositionDestroy
RestrictionsNone
CommentsThis series does not apply to the Office of Accounts and Reports.
AuthorityGeneral Schedule
KAR53-2-137
Format"Paper, Electronic"
LastSurvey17-Aug-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitlePhotocopy Meter Reading Records
SeriesID0082-000
Description"Forms completed listing the number of copies made, dates readings were taken, etc. relating to the leases on photocopy machines."
StatusApproved
Approved13-Apr-00
Retention1 fiscal year
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-123
Format"Paper, Electronic"
LastSurvey22-Sep-20
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleStatements of Lost Warrants
SeriesID0107-000
DescriptionCopies of DA-6 forms used to request re-issues of lost warrants.
StatusApproved
Approved15-Oct-20
Retention1 fiscal year
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleAgency Event Records
SeriesID0089-000
Description"Programs, invitations, planning materials, and other records related to agency events, ceremonies, or official functions."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain 3 fiscal years, then transfer 1 copy of program/invitation/final product(s) of significant events to the archives. Destroy remaining materials as well as those related to routine events."
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleContact Information
SeriesID0072-000
Description"Mailing lists, email distribution lists, databases, and other records related to the contact details of constituents and others with whom the agency regularly communicates."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(49) and KSA 45-230
Comments"Retain until superseded or obsolete, then destroy."
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleKansas Register Submissions
SeriesID0064-000
Description"Copies of proposed, withdrawn, emergency, and adopted rules, open meeting notices, or other documents required by law to be submitted to the Kansas Register for publication."
StatusApproved
Approved15-Oct-20
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 1 calendar year after submission, then destroy."
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleLegal and Public Notices
SeriesID0132-000
DescriptionAnnouncements published in the Kansas Register and the official newspapers to notify the general public of legal matters.
StatusApproved
Approved13-Apr-06
Retention5 calendar years
DispositionDestroy
RestrictionsNone
CommentsThe Kansas Register is maintained permanently by the KSHS and the State Library.
AuthorityGeneral Schedule
KAR53-2-147
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleNotices of Meetings
SeriesID0227-000
Description"Records related to notifying the public regarding an open meeting, including those notices mandated through the Kansas Open Meetings Act (KOMA)."
StatusApproved
Approved13-Oct-11
Retention1 calendar year from date issued
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral schedule
KAR53-2-169
Format"Paper, Electronic"
LastSurvey5-Nov-20
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitlePhotographic and Video Materials
SeriesID0083-000
Description"Photographs, negatives, slides, films, videotapes, and electronic recordings produced by or for the agency."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain until business is completed, then transfer all materials documenting agency history, significant programs, events, or projects to the archives, destroy the remainder."
AuthorityAgency Schedule
KAR53-2-208
Format"Paper, Electronic, Analog"
LastSurvey21-Jan-21
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitlePostal Records
SeriesID0085-000
Description"Records concerning the use of the U.S. Postal Service and express companies: mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc."
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey5-Nov-20
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitlePress Releases
SeriesID0086-000
DescriptionPublic information issued to the news media to inform the public about the agency's activities and accomplishments.
StatusApproved
Approved21-Jan-21
Retention5 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitlePublication Development Files
SeriesID0252-000
Description"Drafts, research materials, artwork, and other records related to the development, design, and production of agency-created publications."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 1 calendar year after completion of project, then destroy."
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitlePublications
SeriesID0091-000
Description"Internally produced newsletters, pamphlets, leaflets, and brochures distributed to inform staff and/or a constituency about the activities of the agency."
StatusApproved
Approved18-Jan-96
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain in office 1 calendar year, then transfer 2 copies to the archives and destroy the remainder."
AuthorityGeneral Schedule
KAR53-2-107
Format"Paper, Electronic"
LastSurvey1-Dec-20
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleSpeeches and Writings
SeriesID0103-000
Description"Drafts and final versions of agency-related speeches, articles, talks, and other formal public communications published or given at meetings and conferences by agency directors, assistant directors, or key policy decision-makers."
StatusApproved
Approved21-Jan-21
Retention5 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleTelecommunications Logs and Reports
SeriesID0114-000
DescriptionRegisters and reports listing all incoming and outgoing telephone calls.
StatusApproved
Approved18-Jan-96
Retention6 months
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-107
Format"Paper, Electronic"
LastSurvey5-Nov-20
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleBuilding and Grounds Maintenance Records
SeriesID0018-000
DescriptionRecords associated with routine repairs and maintenance to facilities and grounds owned or operated by the state.
StatusApproved
Approved9-Jan-03
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 3 fiscal years or until warranty is expired, then destroy. See also Work Orders and Logs."
AuthorityGeneral Schedule
KAR53-2-133
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleDeeds for Real Estate
SeriesID0033-000
DescriptionLegal documents pertaining to the ownership of real property by state agencies.
StatusApproved
Approved21-Jan-21
RetentionPermanent
DispositionPermanent
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-208
FormatPaper
LastSurvey21-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleEmployee Access Records
SeriesID0065-000
Description"Records related to the issuance of keys, identification cards, building passes or similar instruments of access to agency facilities or equipment and maintained for accountability purposes."
StatusApproved
Approved9-Jan-03
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 3 calendar years after superseded, date of termination, or date of expiration, then destroy."
AuthorityGeneral Schedule
KAR53-2-133
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleEquipment Maintenance and Ownership Records
SeriesID0047-000
Description"Records related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionSee Comments
RestrictionsNone
Comments"Retain for life of the equipment, then transfer to new owner or destroy as appropriate. See also Equipment Operation Records and Vehicle Maintenance and Ownership Records."
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleEquipment Operation Records
SeriesID0048-000
Description"Records related to the use of agency equipment (e.g. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, computers, printers, scanners, etc."
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
CommentsSee also Equipment Maintenance and Ownership Records.
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleInter-Agency Work Orders
SeriesID0057-000
DescriptionForms used to request and record the performance of services from another state agency.
StatusApproved
Approved13-Apr-00
Retention1 fiscal year
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-123
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleInventory Records - Expendable Property
SeriesID0060-000
Description"Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials."
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleInventory Records - Non-Expendable Property
SeriesID0061-000
Description"Records related to capital equipment inventory management: DA-82 and DA-87 forms, monthly inventory reports, computer reports from the Department of Administration, internal documents, correspondence, copies of original purchase records, etc."
StatusApproved
Approved8-Jan-09
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until superseded by new inventory plus 3 fiscal years, then destroy."
AuthorityGeneral Schedule
KAR53-2-158
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleLeases - Real Property and Capital Equipment
SeriesID0066-000
DescriptionRecords related to the leasing of real estate and equipment.
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until superseded or inactive plus 5 calendar years, then destroy."
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleMaterial Safety Data Sheets
SeriesID0073-000
DescriptionRecords related to precautions taken for the safe handling of various hazardous chemicals used in the routine operation of a facility.
StatusApproved
Approved18-Apr-96
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR § 1910.1200."
AuthorityGeneral Schedule
KAR53-2-108
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleProperty Disposition Records - Non-Expendable
SeriesID0090-000
DescriptionRecords used to remove capital equipment from agency inventory.
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleSecurity Monitoring Records
SeriesID0100-000
Description"Security reports, logs, and audio/visual footage relating to routine security monitoring of the agency's buildings, vehicles, equipment, premises, etc."
StatusApproved
Approved21-Jan-21
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(10)
Comments"Retain records related to incidents requiring further investigation until the matter is resolved plus 6 calendar years, then destroy. Retain routine records in which no incident has occurred 90 days, then destroy."
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic, Analog"
LastSurvey21-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleVehicle Maintenance and Ownership Records
SeriesID0119-000
Description"Records related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain for life of the vehicle, then transfer to subsequent owner or destroy as appropriate."
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey4-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleVehicle Operation Records
SeriesID0120-000
DescriptionDocuments related to use of state-owned motor vehicles.
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleVisitor Logs
SeriesID0122-000
Description"Registers or logs used to record names of employees, outside contractors, service personnel, and other visitors admitted to agency facilities."
StatusApproved
Approved21-Jan-21
Retention90 days
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-208
Format"Paper, Electronic"
LastSurvey21-Jan-21
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleWork Orders and Logs
SeriesID0130-000
DescriptionInternal documents used to request and record requests for the performance of maintenance or other services.
StatusApproved
Approved14-Jul-88
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey8-Jul-20
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleAmericans with Disabilities Act (ADA) Accommodation Requests
SeriesID0253-000
Description"Records related to employee requests for reasonable accommodations under the Americans with Disabilities Act. Includes requests, doctors' explanations, documentation of meetings, notifications, correspondence, and training materials. Does not include complaints. Records contain protected health information (PHI) and medical information and must be maintained separately from the personnel file."
StatusApproved
Approved15-Jul-21
RetentionSee Comments
DispositionDestroy
Restrictions"KSA 45-221(a)(1)(3)(4)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164"
Comments"Retain 6 calendar years after completion or denial, then destroy."
AuthorityGeneral Schedule
KAR53-2-210
Format"Paper, Electronic"
LastSurvey15-Jul-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleAmericans with Disabilities Act (ADA) Grievance Files
SeriesID0254-000
DescriptionRecords related to investigations of complaints or grievances filed by state employees or other individuals regarding possible violations of the ADA requirements.
StatusApproved
Approved15-Jul-21
RetentionSee Comments
DispositionDestroy
Restrictions"KSA 45-221(a)(1)(3)(4)(11)(25)(30), 29 CFR 1602.31, 45 CFR Parts 160 and 164"
Comments"Retain 5 calendar years after grievance is settled, then destroy."
AuthorityGeneral Schedule
KAR53-2-210
Format"Paper, Electronic"
LastSurvey15-Jul-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleApplications for Examination
SeriesID0006-000
DescriptionStandardized form developed by the Department of Administration's Office of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position.
StatusApproved
Approved17-Oct-91
Retention3 calendar years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-090
Format"Paper, Electronic"
LastSurvey18-Mar-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Attendance and Leave Records
SeriesID0039-000
Description"Records documenting time worked by individual employees and any deviations from normal work hours. Includes time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, leave requests and authorizations, etc."
StatusApproved
Approved15-Apr-21
Retention5 fiscal years
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments
AuthorityGeneral Schedule
KAR53-2-209
Format"Paper, Electronic"
LastSurvey15-Apr-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Personnel Files
SeriesID0036-000
Description"Records associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials."
StatusApproved
Approved15-Apr-21
RetentionSee Comments
DispositionDestroy
RestrictionsPortions may be restricted per KSA 45-221(a)(3)(4)(6)(9)(30) and KSA 22-4701 et seq.
Comments"Retain full personnel file for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Retain abstracted work history (appointment data and change of status information, consistent with sound HR practice and legal counsel advice of meeting regulatory needs), a summary log of background checks, employment start date, employment end date, position titles and dates in each position an additional 12 calendar years, then destroy. Retain abstracted payroll history (name, title, year, hours, and pay rate) 40 calendar years, then destroy."
AuthorityGeneral Schedule
KAR53-2-209
Format"Paper, Electronic"
LastSurvey15-Apr-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Position Descriptions
SeriesID0038-000
DescriptionFormal descriptions of duties and other characteristics of particular employment positions.
StatusApproved
Approved17-Oct-91
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until superseded plus 3 calendar years, then destroy."
AuthorityGeneral Schedule
KAR53-2-090
Format"Paper, Electronic"
LastSurvey18-Mar-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Withholding Allowance Certificates
SeriesID0042-000
DescriptionInternal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
StatusApproved
Approved15-Apr-21
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4) and KSA 79-3234
Comments"Retain until superseded or termination of employment plus 4 calendar years (whichever is later), then destroy."
AuthorityGeneral Schedule
KAR53-2-209
Format"Paper, Electronic"
LastSurvey15-Apr-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployment Applications - Not Hired
SeriesID0043-000
Description"Applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment."
StatusApproved
Approved8-Jan-09
Retention3 calendar years
DispositionDestroy
RestrictionsKSA 45-221(a)(4)(6)
Comments
AuthorityGeneral Schedule
KAR53-2-158
Format"Paper, Electronic"
LastSurvey18-Mar-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployment Eligibility Verification Form
SeriesID0044-000
DescriptionImmigration and Naturalization Service (INS) form I-9 completed by employee verifying eligibility to work in the United States.
StatusApproved
Approved8-Jan-98
RetentionSee Comments
DispositionSee Comments
RestrictionsKSA 45-221(a)(4)
Comments"Retain for length of employee tenure plus 3 calendar years, then destroy."
AuthorityGeneral Schedule
KAR53-2-114
Format"Paper, Electronic"
LastSurvey18-Mar-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEqual Employment Opportunity Grievance Files
SeriesID0045-000
DescriptionRecords related to discrimination charges concerning employment made against an agency and subsequent investigations.
StatusApproved
Approved15-Apr-21
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4)(11)(25)
Comments"Retain 5 calendar years after grievance is settled, then destroy."
AuthorityGeneral Schedule
KAR53-2-209
Format"Paper, Electronic"
LastSurvey15-Apr-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEqual Employment Opportunity Plans
SeriesID0046-000
DescriptionRecords related to agency compliance with laws and regulations concerning Equal Employment Opportunity/Affirmative Action plans.
StatusApproved
Approved17-Oct-91
Retention5 calendar years
DispositionArchives
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-090
Format"Paper, Electronic"
LastSurvey18-Mar-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleExit Interviews
SeriesID0133-000
DescriptionRecords related to discussions with employees leaving employment with an agency.
StatusApproved
Approved15-Apr-21
Retention3 calendar years
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments
AuthorityGeneral Schedule
KAR53-2-209
Format"Paper, Electronic"
LastSurvey15-Apr-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleFamily and Medical Leave Act (FMLA) Records
SeriesID0255-000
DescriptionEmployee requests and agency determinations for use of extended medical leave for personal or family-related emergencies.
StatusApproved
Approved21-Oct-21
RetentionSee Comments
DispositionDestroy
Restrictions"KSA 45-221(a)(1)(3), 29 CFR 825.500(g)"
Comments"Retain 3 calendar years after completion or denial, then destroy. Retain any medical records pertaining to a workplace injury, illness, or exposure that leads to an OSHA investigation for the duration of employment plus 30 calendar years, then destroy."
AuthorityGeneral Schedule
KAR53-2-211
Format"Paper, Electronic"
LastSurvey21-Oct-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleHuman Resources Management System Reports
SeriesID0102-000
DescriptionComputer reports concerning agency payroll issued on a periodic basis from the Office of Accounts and Reports to agencies in the Statewide Human Resource and Payroll System (SHaRP).
StatusApproved
Approved15-Oct-20
Retention3 fiscal years
DispositionDestroy
RestrictionsNone
Comments
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitlePayroll Adjustment Records
SeriesID0077-000
DescriptionCopies of documents and supporting materials used to make adjustments in agency payroll accounts.
StatusApproved
Approved15-Jul-93
Retention3 fiscal years
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
CommentsThis schedule does not apply to copies of these records maintained by the Office of Accounts and Reports. See also Payroll Deduction Authorization Records - General.
AuthorityGeneral Schedule
KAR53-2-097
Format"Paper, Electronic"
LastSurvey27-Aug-20
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitlePayroll Deduction Authorization Records - General
SeriesID0078-000
Description"Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments"Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records."
AuthorityGeneral Schedule
KAR53-2-075
Format"Paper, Electronic"
LastSurvey13-Aug-20
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitlePayroll Direct Deposit Authorization Records
SeriesID0079-000
DescriptionCompleted forms used to authorize direct deposits of payroll checks in employee bank accounts.
StatusApproved
Approved15-Oct-20
RetentionSee Comments
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments"Retain until no longer in effect plus 2 fiscal years, then destroy."
AuthorityGeneral Schedule
KAR53-2-207
Format"Paper, Electronic"
LastSurvey15-Oct-20
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitlePayroll Warrant Registers
SeriesID0080-000
DescriptionMonthly listing of warrant checks issued to state agency employees for payroll purposes.
StatusApproved
Approved15-Jul-93
Retention3 fiscal years
DispositionDestroy
RestrictionsKSA 45-221(a)(4)
Comments
AuthorityGeneral Schedule
KAR53-2-097
Format"Paper, Electronic"
LastSurvey27-Aug-20
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleRecruitment Files
SeriesID0096-000
Description"Job announcements, postings, advertisements, outreach plans, and other records related to an agency's efforts to fill vacant positions."
StatusApproved
Approved18-Jan-96
Retention3 calendar years
DispositionDestroy
RestrictionsPortions may be restricted per KSA 45-221(a)(4)
Comments
AuthorityGeneral Schedule
KAR53-2-107
Format"Paper, Electronic"
LastSurvey18-Mar-21
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Training Course Materials
SeriesID0040-000
Description"Record copy of manuals, syllabi, textbooks and other training aids created for agency sponsored employee training programs."
StatusApproved
Approved18-Jan-96
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until training program is obsolete, then transfer one copy of each manual, syllabus, and textbook to the archives, destroy the remainder. See also Employee Training Records."
Authority
KAR53-2-107
FormatUnknown
LastSurvey27-Dec-95
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Training Records
SeriesID0041-000
Description"Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations."
StatusApproved
Approved18-Jan-96
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials."
Authority
KAR53-2-107
FormatUnknown
LastSurvey27-Dec-95
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleIncome Tax Monitoring Files
SeriesID0054-000
Description"Work papers, logs, reconciliations and payment logs possibly through accounting software and payment vouchers to ensure proper accounting and compliance of income tax reported to federal and state governments."
StatusApproved
Approved18-Jul-02
RetentionSee Comments
DispositionDestroy
RestrictionsK.S.A. 45-221(a)(4)
CommentsRetain 4 calendar years after date tax was due or paid then destroy.
Authority
KAR53-2-131
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleAudit Trail Files
SeriesID0010-000
DescriptionData generated during the creation of a master file or database used to validate a master file or database during a processing cycle.
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain a minimum of 12 database/master file backup cycles, then destroy."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleAutomated Program Listing/Source Code
SeriesID0011-000
DescriptionAutomated program code which generates the machine-language instructions used to operate an automated information system.
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDetroy
RestrictionsNone
Comments"Retain for 3 system update cycles after is superseded or replaced, then destroy."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleComputer Run Scheduling Records
SeriesID0023-000
Description"Records used to schedule computer runs including daily schedules, run reports, and other records documenting the successful completion of a run."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until no longer of administrative value to agency, then destroy."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleComputer Software Licensing Files
SeriesID0024-000
DescriptionDocuments proving the licensure and implementation of computer software programs by the agency.
StatusApproved
Approved10-Apr-03
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain 5 calendar years after the contract or end user license agreement (EULA) has expired, or 5 years after the software is no longer installed, then destroy."
Authority
KAR53-2-134
FormatUnknown
LastSurvey10-Dec-02
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleComputer Usage Logs
SeriesID0025-000
Description"Logs documenting computer system usage including but not limited to log-in files, system usage files, data entry logs, and records of individual computer program usage."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until no longer of administrative value to agency, then destroy."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleData Administration Policies
SeriesID0030-000
Description"Records of data processing policies including those covering access and security, data retention and disposition, and data ownership."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until superseded, obsolete or replaced, then transfer to the archives."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleData Documentation/Data Dictionary Records
SeriesID0031-000
Description"Records generally created during system development or modication and necessary to access, retrieve, manipulate and interpret data in an automated system including data element dictionary, file layout, code book or table, and other records that explain the meaning, purpose, structure, local relationships, and origin of the date elements."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
CommentsRetain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment.
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleData System Specifications
SeriesID0032-000
Description"Records necessary for using the system, user guides, system or substem definitions, system flowcharts, program descriptions and documentation, job control or workflow records, system specifications, and input and output specifications."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
CommentsRetain 3 years after the discontinuance of system and until all system data is destroyed or transferred to new operating environment.
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleHardware and Software Documentation
SeriesID0051-000
Description"Records documenting the use, operation, and maintenance of an agency's computer equipment including operating manuals, hardware/software operating system requirements, hardware/software configurations, and equipment control systems."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
CommentsRetain until the agency no longer uses related hardware or software and all data is tranferred to and made useable in the new hardware/software environment.
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleInformation Resources Management and Data Processing
SeriesID0056-000
Description"Agency IT plans, data processing service plans, strategic plans, and related records used to plan for information systems development, technology acquisitions, data processing services provision or related areas."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until superseded, obsolete or replaced, then destroy."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleInformation Technology Disaster Preparedness and Recovery Plans
SeriesID0055-000
Description"Records related to the protection and reestablishment of information technology services, equipment and data (back-up files) in case of a disaster."
StatusApproved
Approved13-Apr-00
RetentionSee Comments
DispositionArchives
RestrictionsNone
Comments"Retain until superseded by revised plan, then transfer to the archives."
Authority
KAR53-2-123
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleSystem Users Access Records
SeriesID0110-000
Description"Electronic or textual records created to control or monitor individual access to a system and its data for security purposes, including but not limited to, user account records, security logs, and password files."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until no longer of administrative value to the agency, then destroy."
Authority
KAR53-2-124
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleTechnical Program Documentation
SeriesID0112-000
Description"Copy of program code/program flowcharts, program maintenance log, system change notices, original design documents, specifications, requirements, acceptance tests, and other records that document computer programs and the modifications made to computer programs."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
CommentsRetain until all data in system has been migrated or destroyed.
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleTest Database/Files
SeriesID0117-000
Description"Routine or benchmark data sets, related documentation, and test results contracted or used to test or develop a system."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionDestroy
RestrictionsNone
Comments"Retain until the version of the system is no longer in use, then destroy."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleWeb Server Aggregate Reports
SeriesID0128-000
DescriptionReports periodically generated from the Web transaction log data to indicate aggregate values and trends.
StatusApproved
Approved17-Aug-00
Retention002 fisc yrs
DispositionDestroy
RestrictionsNone
Comments
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-009
AgencyState General Retention and Disposition Schedule
Subagency1Information Technology
Subagency2
Subagency3
Subagency4
TitleWeb Server Transaction Logs
SeriesID0129-000
DescriptionRaw data captured from the hypertext transfer protocol (HTTP) header during a Web transaction and stored in a log file.
StatusApproved
Approved17-Aug-00
Retention006 months
DispositionDestroy
RestrictionsK.S.A. 45-221(a)(12)(13)(14)(30)
Comments
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode

Regents Schedules

AgencyCode
Agency
Subagency1
Subagency2
Subagency3
Subagency4
Title
SeriesID
Description
Status
Approved
Retention
Disposition
Retrictions
Comments
Authority
KAR
Format
LastSurvey 561-001
KansasBoard of Regents
 
""
""
""
GeneralEducational Development or High School Equivalency Diploma/Certificate Test Results
0106-561
Approved
18July 2013
050cldr years
Destroy
"All student-specific records are private and confidential under the Family Educational Rights and Privacy Act of 1974, ""FERPA,"" 20 US.C. 1232g and 34 C.F. 99; KSA 2012 Supp. 45-221 (a)(30)"
Agencyschedule
53-2-177
"Paper,Electronic"
23May 2013 561-001
KansasBoard of Regents
 
""
""
""
StudentFinancial Aid Records
0105-561
"Applications,individual's financial information
correspondence
","",Agency,53-2-166,Unknown,19January 2011 561-001,Kansas Board of Regents,,Adult Education,"","",Closed Adult Education Program Student Records,0107-561,"Individual student records from closed adult education programs Types of records may include but are not limited to applications to a program
student work
authorization for release of information forms
verification of eligibility forms
contracts
signed copies acknowledging receipt of policies and procedures
answer sheets for diagnostic and appraisal testing
original essays/writing assignments
learning plan worksheets
attendance records
Destroy
"Allstudent-specific records are private and confidential under the Family Educational Rights and Privacy Act of 1974, ""FERPA,"" 20 US.C. 1232G and 34 C.F. 99; KSA 2012 Supp. 45-221 (a)(30)"
Theserecords are typically possessed by the adult education program providers; KBOR receives them if the program closes or is discontinued
Agencyschedule
53-2-175
Paper
29November 2012 561-001
KansasBoard of Regents
 
Communityand Technical Colleges
""
""
HistoryFiles
0016-561
"Accreditationdocuments, audits, reports, correspondence, evaluations, etc relating to community and technical colleges."
Approved
27January 2011
SeeComments
Archives
None
Transferto the archives immediately for purging
AgencySchedule
53-2-166
Unknown
10January 2011 561-001
KansasBoard of Regents
 
Communityand Technical Colleges
""
""
LogSheet
0017-561
"Loglisting the title, date, and location of approved classes for each community and technical college and maintained for tracking purposes"
Approved
27January 2011
SeeComments
Destroy
None
"Retainuntil no longer useful or superseded, then destroy"
AgencySchedule
53-2-166
Unknown
10January 2011 561-001
KansasBoard of Regents
 
Communityand Technical Colleges
""
""
OutDistrict Instruction Forms
0019-561
Formsubmitted to the Board of Regents by community and technical colleges seeking approval to teach classes off campus
Approved
27January 2011
005fisc yrs
Destroy
None
""
AgencySchedule
53-2-166
Unknown
10January 2011 561-001
KansasBoard of Regents
 
CommunityColleges
 
 
Presidents'Files,0021-561,"Copies of policies
memos
procedures
etc compiled by the board and distributed to all the community colleges presidents.",Approved,12 April 2001,see comments,see comments,None,"Retain until no longer useful
then transfer one copy to the archives for purging and destroy the remainder",Agency Schedule,53-2-126,Unknown,18 January 2001 561-001,Kansas Board of Regents,,Community Colleges,,,School Files,0022-561,"Correspondence
program appeals
etc relating to the business operation of community colleges.",Approved,12 April 2001,see comments,archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-126,Unknown,18 January 2001 561-001,Kansas Board of Regents,,Community Colleges and Technical Colleges,"","",State Accreditation Files,0023-561,"Correspondence
reports
regulations
etc relating to the accreditation process of community and technical colleges to ensure that educational standards are met and maintained.",Approved,27 January 2011,see comments,archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Executive Director,"","",Presidents' and Chancellors' Goals,0024-561,Statements submitted by University Presidents and Chancellors setting their goals for the year and used as a basis for oral presentations given at the annual performance evaluations.,Approved,27 January 2011,See Comments,See Comments,Portions may be closed under K.S.A. 45-221(a)(4),Transfer to University Presidents' and Chancellor's Employee Personnel Files when no longer useful and retain accordingly.,Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Executive Director,,,Subject Files,0025-561,Various documents relating to major issues addressed by the Board of Regents.,Approved,11 July 2001,see comments,archives,None,"Retain in office until no longer useful
Division of Budget
and the Legislature requesting funding; maintained for convenience of reference",Approved,27 January 2011,See Comments,Destroy,None,"Retain in office until no longer useful
then destroy Record copy is maintained by individual institutions.",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Fiscal,"","","Crumbling Classrooms
University Renovation
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Fiscal,"","","Data Collection Reporting
then destroy This information is summarized and compiled in a Databook or similar publication.",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Fiscal,,,ACT Class Profile Reports,0028-561,Freshman class scores produced by ACT reflecting average scores for students who submit their scores to a particular university and maintained for convenience of reference.,Approved,11 July 2001,see comments,destroy,None,"Retain in office until no longer useful
then destroy Information is compiled in a Databook or similar publication.",Agency Schedule,53-2-127,Unknown,29 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Attrition and Graduation Reports,0030-561,Data compiled by each university about the number and rate of students leaving school through graduation or other means and maintained for convenience of reference.,Approved,11 July 2001,see comments,destroy,None,"Retain in office until no longer useful
then destroy Information is compiled in a Databook or similar publication.",Agency Schedule,53-2-127,Unknown,29 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Consolidated Faculty Tables,0034-561,"Statistics and information concerning faculty salary
benefits
tenure
percentage change in number of faculty at an institution and formerly known as Academic Planning Tables",Approved,11 July 2001,see comments,destroy,None,"Retain in office until no longer useful
then destroy This information is summarized in the AAUP Annual Salary Report and maintained for convenience of reference.",Agency Schedule,53-2-127,Unknown,29 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Degree Inventory Reports,0037-561,Inventory of degrees offered throughout the regents institutions system.,Approved,11 July 2001,see comments,destroy,None,"Retain in office until no longer useful
then destroy",Agency Schedule,53-2-127,Unknown,29 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Degrees Awarded - Reports and Work Papers,0038-561,Reports and summary information on the number of degrees awarded by school and discipline and maintained for convenience of reference.,Approved,11 July 2001,010 cldr yrs,destroy,None,"Retain in office for 10 calendar years
then destroy Data is summarized in databook and/or special reports.",Agency Schedule,53-2-127,Unknown,29 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Faculty Salary Surveys - Work Papers,0040-561,Working papers used in gathering and compiling faculty salary information to be included in the AAUP Annual Salary Report.,Approved,11 July 2001,see comments,destroy,None,"Retain until no longer useful
then destroy",Agency Schedule,53-2-127,Unknown,29 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Faculty Workload Survey,0041-561,"Working files and final reports relating to time spent by faculty in classroom instruction
research
and other activities
broken down by length of service
rank
etc",Approved,11 July 2001,see comments,see comments,None,"Retain in office until no longer useful
then destroy Transfer 1 copy of final report to the archives.",Agency Schedule,53-2-127,Unknown,20 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Integrated Post-Secondary Education Data System (IPEDS) Reports,0044-561,"Information compiled by each regents institution concerning institutional characteristics
enrollment statistics
staff demographics
etc using the Integrated Post-Secondary Education Data System.",Approved,11 July 2001,see comments,destroy,None,"Retain in office until no longer useful
then destroy Maintained for convenience of reference only. Data is compiled in a Databook or other similar publication.",Agency Schedule,53-2-127,Unknown,20 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Special Studies and Task Force Reports,0048-561,"End results
summaries
or reports of special studies
projects
or task force findings",Approved,11 July 2001,see comments,archives,None,"Retain in office until no longer useful
then transfer to the archives",Agency Schedule,53-2-127,Unknown,29 November 2000 561-001,Kansas Board of Regents,,Fiscal,,,Special Studies and Task Force Reports - Work Papers,0049-561,Information used in compiling reports for special projects or task forces.,Approved,11 July 2001,see comments,destroy,None,"Retain until no longer useful
each semester
summarizing the student body in terms of ethnicity
gender
age
etc and used in compiling a comprehensive report.",Approved,11 July 2001,see comments,destroy,None,"Retain in office until no longer useful
Enrollment Report
or other published report",Approved,11 July 2001, see comment,destroy,None,"Retain in office until no longer useful
then destroy",Agency Schedule,53-2-127,Unknown,20 November 2000 561-001,Kansas Board of Regents,,Legal,"","",Institution Revenue Bond Files,0062-561,"Correspondence
resolution
agenda
drafts
pursuant to KS.A. 45-221(a)(2)
KS.A. 60-426 and K.S.A. 45-221(a)(25).","Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Legal,"","",Legal Review Files,0061-561,"Copies of correspondence
affidavits
etc relating to various lawsuits suing regents institutions and maintained for convenience of reference.",Approved,27 January 2011,See Comments,Destroy,K.S.A. 45-221(a)(2)(4)(25) and K.S.A. 60-426,"Retain five years after litigation is closed
then destroy Originals are maintained in the Litigation Division of the Attorney General's Office."
AgencySchedule
53-2-166
Unknown
08May 2001 561-001
KansasBoard of Regents
 
""
""
MergerFiles
0045-561
Documentsconcerning the merger of one public postsecondary educational institution with another
Approved
27January 2011
003cldr yrs
Archives
None
"Retainin office 3 calendar years, then transfer to archives"
AgencySchedule
53-2-166
Unknown
19January 2011 561-001
KansasBoard of Regents
 
""
""
ReciprocalAgreement Files
0046-561
"Agreements,routine correspondence, reports, etc concerning the reciprocal exchange of tuition rates for Kansas residents and residents of other states."
Approved
27January 2011
SeeComments
Destroy
None
"Retainfor minimum of 3 fiscal years or until no longer useful, whichever is longest, then destroy"
AgencySchedule
53-2-166
Unknown
19January 2011 561-001
KansasBoard of Regents
 
""
""
SubjectFiles - State Universities
0066-561
"Correspondence,drafts, orders, copies of leases, etc relating to the administration and operation of the state universities."
Approved
27January 2011
SeeComments
SeeComments
SomePortions may be closed pursuant to KS.A. 45-221(a)(20).
"Retainuntil no longer useful, then transfer to the archives for purging"
AgencySchedule
53-2-166
Unknown
19January 2011 561-001
KansasBoard of Regents
 
 
 
Indexto Abstracts and Deeds
0058-561
Loglisting the abstracts and deeds of property owned by regents institutions
Approved
11July 2001
seecomment
seecomments
None
Retainin conjunction with the general schedule entry Deeds for Real Estate
AgencySchedule
53-2-127
Unknown
08May 2001 561-001
KansasBoard of Regents
 
 
 
SubjectFiles - Board of Regents
0065-561
"Correspondence,policies, etc relating to the board's legal interests impacting all universities.",Approved,11 July 2001,see comments,archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-127,Unknown,08 May 2001 561-001,Kansas Board of Regents,,Personnel,,,Technical Reference Files,0013-561,"Copies of documents retained strictly for convenience of reference that are not part of official files: copies of external reports
studies
periodicals
books
brochures
catalogs
vendor lists
etc",Approved,11 January 2001,See Comments,Destroy,None,"Retain until no longer useful
then destroy",General Schedule,53-2-125,Unknown,20 November 2000 561-001,Kansas Board of Regents,,Private or Out-of-State Postsecondary Educational Institutions,"","",Complaint Files,0068-561,Documents relating to complaints lodged against a private or out-of-state postsecondary educational institution which did not result in an investigation.,Approved,27 January 2011,See Comments,Destroy,None,"Retain until no longer useful
then destroy",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Private or Out-of-State Postsecondary Educational Institutions,"","",Minutes - Advisory Committee on Schools,0069-561,Minutes and agendas of regular or special meetings of the Advisory Committee on Schools.,Approved,27 January 2011,See Comments,Archives,None,"Retain until no longer useful
then transfer to the archives",General Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Private or Out-of-State Postsecondary Educational Institutions,"","",Private or Out-of-State Postsecondary Educational Institutions Files,0071-561,"Applications
annual renewals
then transfer files for Kansas schools to the archives for purging and destroy the remainder",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Private or Out-of-State Postsecondary Educational Institutions,"","",Problem Private or Out-of-State Postsecondary Educational Institutions Files,0070-561,"Correspondence
brochures
etc relating to private or out-of-state postsecondary educational institutions operating in violation of the Kansas Proprietary School Act.",Approved,27 January 2011,See Comments,Destroy,None,"Retain for two years past date of problem resolution
then destroy",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,Private or Out-of-State Postsecondary Educational Institutions,"","",Student Files - Private or Out-of-State Postsecondary Educational Institutions,0072-561,"Correspondence
financial aid documents
transcripts
etc relating to students previously enrolled in a private or out-of-state postsecondary educational institution which is now defunct.",Approved,10 January 2013,See Comments,See Comments,KSA 45-221(a)(1); 20 U.S.C. § 1232g; 34 CFR Part 99,"Record copy may be paper or electronic. As paper documents are scanned into system
paper is retained until quality assurance is performed
then destroy Retain record copy for 50 years.",Agency Schedule,53-2-175,"Paper
Electronic",03 January 2013 561-001,Kansas Board of Regents,,Private or Out-of-State Postsecondary Educational Institutions,"","",Transcripts - Copies,0073-561,Copies of student transcripts and correspondence maintained from closed private and out-of-state postsecondary educational institutions for convenience of reference Original transcripts are maintained in the appropriate Student File.,Approved,27 January 2011,See Comments,Destroy,KSA 45-221(a)(1); 20 U.S.C. § 1232g; 34 CFR Part 99,"Retain until no longer useful
then destroy",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Access Reports,0074-561,"Correspondence
reports
then destroy supporting documentation Transfer 1 copy of final report to the archives and destroy the remainder. A.K.A. Academic Extension Files.",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Accreditation Files,0075-561,Documents relating to the accreditation process for state university programs by various commissions or boards.,Approved,27 January 2011,005 cldr yrs,Archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Degree and Certificate Inventory Files,0078-561,Documents used to track the degree programs and certificates offered by state universities.,Approved,27 January 2011,002 cldr yrs,See Comments,None,"Retain in office 2 calendar years
then destroy supporting documentation Transfer 1 copy of final report to the archives for purging and destroy the remainder.",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Degree Granting Authority Files,0079-561,"Minutes
correspondence
hearings
etc relating to the authority to grant degrees at private or out-of-state postsecondary educational institutions
community colleges
and technical colleges",Approved,27 January 2011,See Comments,Archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",New Degree Proposal Files,0087-561,Documents relating to state university proposals for new degree programs which require approval by the Board of Regents.,Approved,27 January 2011,002 cldr yrs,Archives,None,"Retain in office 2 calendar years
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Program Proposals Files,0088-561,"Correspondence
proposal form
minutes
etc relating to requests from state universities to offer program concentrations
program name changes
new programs
etc for approval.",Approved,27 January 2011,002 cldr yrs,Archives,None,"Retain in office 2 calendar years
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Program Review Files,0089-561,"Correspondence
reports
statistical reviews
etc compiled to monitor degree programs and quality at state universities.",Approved,27 January 2011,002 cldr yrs,Archives,None,"Retain in office 2 calendar years
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Regents Qualified Admissions Curricula Files,0091-561,"Correspondence
course lists
form
log sheets
etc relating to establishing admission standards for freshman applicants to state universities.",Approved,27 January 2011,See Comments,Archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,"","",Staff Vitae,0093-561,Documents relating to university program staff's vitae and maintained for convenience of reference.
Approved
27January 2011
SeeComments
Destroy
KS.A.45-221(a)(4)
"Retainuntil no longer useful or superseded, then destroy"
AgencySchedule
53-2-166
Unknown
19January 2011 561-001
KansasBoard of Regents
 
UniversityPrograms
""
""
UniversityLibraries Files
0101-561
"Correspondence,studies, requests, etc relating to the state universities libraries' efforts to increase funding.",Approved,27 January 2011,See Comments,Archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-166,Unknown,19 January 2011 561-001,Kansas Board of Regents,,University Programs,,,Assessment Reports Files,0076-561,"Reports
minutes
correspondence
etc relating to the student achievement in basic skills and general education.",Approved,11 July 2001,see comments,archives,None,"Retain until no longer useful
then transfer to the archives for purging",Agency Schedule,53-2-127,Unknown,08 May 2001 561-001,Kansas Board of Regents,,University Programs,,,Eisenhower Advisory Committee Files,0081-561,"Correspondence
board letters
minutes
applications
etc relating to grant funding under the Dwight D. Eisenhower Professional Development Program.",Approved,11 July 2001,003 cldr yrs,archives,None,"Retain in office 3 calendar years
then transfer to the archives for purging",Agency Schedule,53-2-127,Unknown,08 May 2001 561-001,Kansas Board of Regents,,University Programs,,,Executive Board of Kansas Math/Science Education Coalition Files,0082-561,"Correspondence
agendas
minutes
etc relating to improvement of student achievement and participation in the math and sciences fields.",Approved,11 July 2001,002 cldr yrs,archives,None,"Retain in office 2 calendar years
then transfer to the archives for purging",Agency Schedule,53-2-127,Unknown,08 May 2001 561-001,Kansas Board of Regents,,University Programs,,,Qualified Admissions Files,0090-561,"Policy statements
legislative history
correspondence
etc relating to the Board of Regents' position on qualified admission standards to ensure the quality of the educational environment."
Approved
11July 2001
seecomments
archives
None
"Retainuntil no longer useful, then transfer to the archives for purging"
AgencySchedule
53-2-127
Unknown
08May 2001 561-001
KansasBoard of Regents
 
UniversityPrograms
 
 
StudentActivities Files
0095-561
"Agendas,correspondence, surveys, minutes, etc relating to a variety of student issues and perceptions."
Approved
11July 2001
003cldr yrs
archives
None
"Retainin office 3 calendar years, then transfer to the archives for purging"
AgencySchedule
53-2-127
Unknown
08May 2001 561-001
KansasBoard of Regents
 
UniversityPrograms
 
 
Subcommitteeon Regents Distinguished Professors Files
0096-561
"Correspondence,board actions, guidelines, etc relating to the funding, appointment, and evaluation and continuance of the program designed to attract established scholars."
Approved
11July 2001
seecomments
archives
None
"Retainuntil no longer useful, then transfer to the archives for purging"
AgencySchedule
53-2-127
Unknown
08May 2001 561-001
KansasBoard of Regents
 
UniversityPrograms
 
 
SubjectFiles
0097-561
Varietyof documents relating to various issues and concerns of the unit
Approved
11July 2001
seecomments
destroy
None
"Retainuntil no longer useful or superseded, then destroy"
AgencySchedule
53-2-127
Unknown
08May 2001