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Official Document Schedules

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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 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
Retrictions"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
RetrictionsKSA 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."
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
Retrictions"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
Retrictions"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
TitleApplication for Employment Records-Not Hired
SeriesID0008-367
DescriptionEmployment applications for those not hired.
StatusApproved
Approved20-Oct-16
Retention004 cldr yrs
DispositionDestroy
RetrictionsKSA 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
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
RetrictionsNone
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
TitleBond Files
SeriesID0013-367
DescriptionDocuments relating to new buildings and capital improvements projects financed through bonds.
StatusApproved
Approved20-Oct-16
RetentionPermanent
DispositionPermanent
Retrictions"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
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
Approved19-Apr-18
RetentionSee comments.
DispositionSee comments.
RetrictionsKSA 45-221(a)(1)(9); 20 U.S.C. § 1232g; 34 CFR Part 99
Comments"Destroy Five (5) fiscal years from the end of term when course is taught. 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. Academic units and instructors are responsible for keeping and maintaining Course Content records. K-State Online will be the management platform for the Course Content electronic Records. An email notification will be sent to the instructor and department head when the 5-year retention has been met."


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
Retrictions"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
Format"Paper, Electronic"
LastSurvey24-Nov-17
Family and Medical Leave Act (FMLA) Records
SeriesID0617-367
DescriptionForms and documentation for FMLA determinations for individual employees.
StatusApproved
Approved11-Apr-18
Retention003 cld years
DispositionDestroy
Retrictions"KSA 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
LastSurvey
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
RetrictionsPortions 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
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
Retrictions"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
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
RetrictionsKSA 45-221(a)(4)
Comments"Retain 50 calendar years plus current. The Division of Human Capital Services is the office of record."
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
RetrictionsKSA 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
RetrictionsKSA 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
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
RetrictionsPortions 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
TitleSalary Increase Lists
SeriesID0056-367
DescriptionList recording salary increases for university support staff and unclassified employees.
StatusApproved
Approved20-Oct-16
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
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
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
RetrictionsKSA 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
RetrictionsNone
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
TitleUnemployment Compensation Records
SeriesID0619-367
DescriptionReports and requests regarding unemployment compensation.
StatusApproved
Approved20-Oct-16
RetentionSee comments
DispositionDestroy
RetrictionsKSA 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
Subagency2University Police
Subagency3
Subagency4
TitleCriminal Reports
SeriesID0086-367
DescriptionReports compiled by university police regarding possible criminal activities which occurred on campus and maintained for convenience of reference.
StatusApproved
Approved13-Apr-06
Retention010 cldr yrs
DispositionDestroy
RetrictionsFERPA
CommentsDoes not include homicide cases.
AuthorityAgency Schedule
KAR53-2-147
FormatUnknown
LastSurvey28-Mar-06
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2University Police
Subagency3
Subagency4
TitleTraffic Reports
SeriesID0087-367
DescriptionReports compiled by university police regarding traffic violations or accidents which occurred on campus and maintained for reference.
StatusApproved
Approved13-Apr-06
Retention005 cldr yrs
DispositionDestroy
RetrictionsFERPA
Comments
AuthorityAgency Schedule
KAR53-2-147
FormatUnknown
LastSurvey28-Mar-06
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsKSA 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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
TitleDrop-Add Form
SeriesID0021-367
DescriptionForm used to change a student's semester class schedule.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RetrictionsNone
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
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
RetrictionsNone
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
RetrictionsKSA 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
RetrictionsKSA 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 (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
RetrictionsNone
CommentsRetain in office permanently.
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
RetrictionsNone
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
TitleFinancial Reports - Federal
SeriesID0030-367
DescriptionVariety of financial statistics compiled for inclusion in federal reports.
StatusApproved
Approved12-Jan-95
Retention005 fisc yrs
DispositionDestroy
RetrictionsNone
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
RetrictionsNone
CommentsRetain in office permanently.
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
AgencyCode 367-001
AgencyKansas State University
Subagency1
Subagency2
Subagency3
Subagency4
TitleGrade Change Form
SeriesID0032-367
DescriptionForm completed by the instructor which is used to change the grade in a particular class.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RetrictionsKSA 45-221(a)(1)
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
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
TitleResidence Application Files
SeriesID0055-367
DescriptionDocuments submitted by students to provide support for their application to pay in-state/resident tuition.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionDestroy
RetrictionsNone
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
TitleScrapbooks and Albums
SeriesID0057-367
DescriptionCollection of miscellaneous documents regarding agency activities.
StatusApproved
Approved12-Jan-95
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsKSA 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
RetrictionsNone
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
TitleTransfer Transcript Files
SeriesID0068-367
DescriptionDocuments recording the course work completed at other institutions which are used to support admission or graduation qualifications.
StatusApproved
Approved12-Jan-95
Retention005 fisc yrs
DispositionDestroy
RetrictionsKSA 45-221(a)(1)
Comments
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
RetrictionsNone
Comments
AuthorityAgency Schedule
KAR53-2-103
FormatUnknown
LastSurvey24-Nov-94
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
Approved10-Oct-16
RetentionSee Comments
DispositionDestroy
RetrictionsKSA 45-221(a)(4)
Comments"Microfilm, then destroy hard copy. Retain microfilm 65 years, then destroy."
AuthorityAgency Schedule
KAR53-2-193
FormatUnknown
LastSurvey
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, tape recordings, and other related records."
StatusApproved
Approved19-Apr-12
RetentionSee comments
DispositionSee comments
RetrictionsNone
Comments"Maintain records in office for 3 years per KSA 77-421(c), 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"
LastSurvey3-Feb-12
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleBudget Preparation Files - Annual
SeriesID0016-000
Description"Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials."
StatusApproved
Approved26-Mar-15
Retention005 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-184
FormatUnknown
LastSurvey22-Feb-15
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleBudget Requests and Appeals - Annual
SeriesID0017-000
DescriptionCopies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 through 518 and associated supporting documents.
StatusApproved
Approved26-Mar-15
Retention005 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsState Archives considers copies transferred through the Division of Budget to be the official record copy.
Authority
KAR53-2-184
FormatUnknown
LastSurvey22-Feb-15
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
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
RetrictionsNone
Comments"Retain 005 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 005 fiscal years after notification application was not accepted."
Authority
KAR53-2-184
FormatUnknown
LastSurvey22-Feb-15
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
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
RetrictionsNone
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."
Authority
KAR53-2-184
FormatUnknown
LastSurvey22-Feb-15
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
Retrictions"Portions may be restricted per K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 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 for purging. Retain all other litigation records 5 years after case is closed, then destroy."
Authority
KAR53-2-184
FormatUnknown
LastSurvey22-Feb-15
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
Approved26-Mar-15
RetentionSee Comments
DispositionSee Comments
RetrictionsPortions may be restricted pursuant to K.S.A. 45-221(a)(14)(20)(25).
Comments"Retain until agreement becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives then destroy."
Authority
KAR53-2-184
FormatUnknown
LastSurvey22-Feb-15
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 agency sponsored training programs to external organizations and individuals. "
StatusApproved
Approved19-Jan-17
RetentionSee Comments
DispositionDestroy
RetrictionsNone
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"
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleAgency Director's Files
SeriesID0004-000
Description"Correspondence, reports, budgets, etc. relating to the administration and operation of the agency."
StatusApproved
Approved18-Oct-01
RetentionSee Comments
DispositionArchives
RetrictionsPortions may be restricted.
Comments"Retain until no longer useful, then transfer to the archives for purging."
Authority
KAR53-2-128
FormatUnknown
LastSurvey
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
Approved14-Jul-88
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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, 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
Retention005 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 5 calendar years, then transfer to the archives for purging."
Authority
KAR53-2-134
FormatUnknown
LastSurvey9-Dec-02
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
Retention005 fisc yrs
DispositionArchives
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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
Approved18-Oct-01
RetentionSee Comments
DispositionSee Comments
RetrictionsPortions may be restricted
Comments"Retain until no longer useful, then transfer 1 packet to the archives and destroy the remainder."
Authority
KAR53-2-128
FormatUnknown
LastSurvey
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
Retention003 cldr yrs
DispositionArchives
RetrictionsNone
Comments
Authority
KAR53-2-116
FormatUnknown
LastSurvey16-Jun-98
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCorrespondence - Policy Related
SeriesID0027-000
Description"Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency."
StatusApproved
Approved18-Jan-96
Retention005 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 5 calendar years, then transfer to the archives for purging."
Authority
KAR53-2-107
FormatUnknown
LastSurvey27-Dec-95
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCorrespondence - Routine
SeriesID0028-000
Description"Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc."
StatusApproved
Approved18-Jan-96
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
Authority
KAR53-2-107
FormatUnknown
LastSurvey27-Dec-95
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleCustomer Surveys Forms
SeriesID0029-000
DescriptionSurveys compiled on customer satisfaction with the quality of service provided.
StatusApproved
Approved18-Jul-02
Retention003 cldr yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-131
FormatUnknown
LastSurvey
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
Retention005 cldr yrs
DispositionDestroy
RetrictionsNone
CommentsGovernor's Office maintains the original copy.
AuthorityGeneral Schedule
KAR53-2-147
FormatUnknown
LastSurvey14-Feb-06
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleHearing and Meeting Transcripts and Electronic Media Recordings
SeriesID0052-000
Description"Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
Comments"Retain until no longer useful, then contact the archives for appraisal - if not accepted by the archives, then destroy."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
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
Retention001 fisc yr
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-123
FormatUnknown
LastSurvey29-Feb-00
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleInternal Memos - Policy Related
SeriesID0058-000
Description"Internal memos, e-mail, and other correspondence that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency."
StatusApproved
Approved17-Aug-00
Retention005 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 5 calendar years, then transfer to the archives for purging. Print out all electronic versions as issued and transfer to the archives for purging."
Authority
KAR53-2-124
FormatUnknown
LastSurvey29-Feb-00
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleInternal Memos - Routine
SeriesID0059-000
Description"Internal memos, e-mail, or other correspondence which pertain to routine matters."
StatusApproved
Approved13-Apr-00
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
Authority
KAR53-2-123
FormatUnknown
LastSurvey29-Feb-00
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleKansas Public Disclosure Commission Statements of Substantial Interest
SeriesID0062-000
DescriptionAgency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office.
StatusApproved
Approved17-Oct-91
Retention001 cldr yr
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-090
FormatUnknown
LastSurvey1-Apr-91
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleKansas Quality Management (KQM) Files
SeriesID0063-000
Description"Variety of documents relating to the planning, implementation, and documentation of KQM for the agency."
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
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
Approved9-Jan-03
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain 1 year after publication, then destroy."
Authority
KAR53-2-133
FormatUnknown
LastSurvey5-Dec-02
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
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
Retention005 cldr yrs
DispositionDestroy
RetrictionsNone
CommentsThe Kansas Register is maintained permanently by the KSHS and the State Library.
AuthorityGeneral Schedule
KAR53-2-147
FormatUnknown
LastSurvey14-Feb-06
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
Approved17-Aug-00
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleLists of Outstanding Obligations
SeriesID0070-000
DescriptionCopies of DA forms 118 submitted to Division 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
Retention002 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsThis series does not apply to Division of Accounts and Reports.
Authority
KAR53-2-137
FormatUnknown
LastSurvey19-Dec-03
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
Approved14-Jul-88
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleOrganizational Charts
SeriesID0076-000
DescriptionRecords documenting the agency's current organizational structure.
StatusApproved
Approved17-Aug-00
Retention003 cldr yrs
DispositionArchives
RetrictionsNone
Comments
Authority
KAR53-2-124
FormatUnknown
LastSurvey27-Dec-95
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitlePolicy Statements
SeriesID0084-000
DescriptionOriginal copies of formal explanations of agency policies and procedures.
StatusApproved
Approved13-Apr-00
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives. Retain convenience copies until no longer useful, then destroy."
Authority
KAR53-2-123
FormatUnknown
LastSurvey16-Mar-00
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, and other miscellaneous materials such as correspondence or reference materials."
StatusApproved
Approved15-Jul-93
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
Comments"Retain survey forms, schedules, and inventories until superseded, then destroy. Contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy."
Authority
KAR53-2-097
FormatUnknown
LastSurvey8-Jul-93
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleReorganization Studies
SeriesID0097-000
DescriptionRecords documenting actual and proposed agency organizational structure.
StatusApproved
Approved17-Aug-00
Retention003 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 3 calendar years, then transfer to the archives for purging."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
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
Retention005 cldr yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-123
FormatUnknown
LastSurvey23-Mar-00
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
Approved13-Apr-00
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy or delete."
Authority
KAR53-2-123
FormatUnknown
LastSurvey9-Mar-00
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
Approved17-Aug-00
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful or superseded, then transfer to the archives for purging."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleTravel Request and Authorization Records
SeriesID0118-000
DescriptionRecords related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsSee also Vouchers - Travel and Vehicle Operation Records.
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
Subagency2
Subagency3
Subagency4
TitleVehicle Operation Records
SeriesID0120-000
Description"Documents related to use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms."
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-001
AgencyState General Retention and Disposition Schedule
Subagency1Administrative
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
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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 form 152- ""Checkbook Record--Imprest Fund."" Includes written requests/authorizations for immediate payment, copies of disbursements, 1099 JVs, copies of supporting documentation and records on monthly reconciliations of fund."
StatusApproved
Approved8-Jan-09
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-158
FormatUnknown
LastSurvey31-Dec-08
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleSHaRP Reports
SeriesID0102-000
DescriptionComputer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
StatusApproved
Approved27-Jul-17
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain electronic or paper copy 3 fiscal years, then destroy."
Authority
KAR53-2-107
FormatUnknown
LastSurvey30-Oct-95
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleVouchers - Accounts Payable
SeriesID0125-000
Description"Copies of documents used to order and pay for goods and services: DA forms 100 thru 109, and DA-120. May include travel and all supporting documentation for expenditures."
StatusApproved
Approved8-Jan-09
Retention003 fisc yrs
DispositionDestroy
RetrictionsPortions may be restricted
CommentsSchedule does not apply to Division of Accounts and Reports.
Authority
KAR53-2-158
FormatUnknown
LastSurvey2-Jan-09
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleVouchers - Journal
SeriesID0124-000
DescriptionDA forms 35 series and other agency forms used to adjust financial account balances.
StatusApproved
Approved27-Jul-17
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-131
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleVouchers - Receipts
SeriesID0126-000
DescriptionCopies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.
StatusApproved
Approved27-Jul-17
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleVouchers - Travel
SeriesID0127-000
Description"Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123."
StatusApproved
Approved27-Jul-17
Retention003 fisc yrs
DispositionDestroy
RetrictionsPortions may be restricted
Comments"Includes all variations of forms, eg. DA-121E and 121R, etc."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleAccounts Payable Records
SeriesID0001-000
Description"Documents related to the payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc."
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsPortions may be restricted
Comments"See also Ledgers - General, Vouchers - Purchase, Vendor Files, Bid Records, and Purchasing Records."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleAccounts Receivable Records
SeriesID0002-000
Description"Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc."
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsSee also Vouchers - Receipts.
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleAdding Machine or Calculator Tapes
SeriesID0003-000
DescriptionMaster tapes produced by business machines during bookkeeping.
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RetrictionsNone
CommentsMay be destroyed immediately unless required to document associated records-then retain in conjunction with those associated records.
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleBatch Transmittal Forms
SeriesID0013-000
DescriptionCompleted forms used to transmit documents for mass computer input - includes both DA forms 199 and/or equivalent internal documents.
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RetrictionsNone
CommentsRetain in conjunction with transmitted documents.
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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
Retention005 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsDivision of Accounts and Reports does not maintain the original copies.
Authority
KAR53-2-123
FormatUnknown
LastSurvey16-Dec-99
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
Retention005 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsDivision of Accounts and Reports does not maintain the original copies.
Authority
KAR53-2-123
FormatUnknown
LastSurvey17-Dec-99
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
Retention003 fisc yrs
DispositionArchives
RetrictionsNone
CommentsThis series includes only internal documents.
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitlePayroll Adjustment Records
SeriesID0077-000
Description"Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262."
StatusApproved
Approved15-Jul-93
Retention003 fisc yrs
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
CommentsThis schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records.
Authority
KAR53-2-097
FormatUnknown
LastSurvey8-Jul-93
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
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
RetrictionsK.S.A. 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 (q.v.) or Payroll Direct Deposit Authorization Record (q.v.)."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
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
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
Comments"Retain until no longer in effect plus 2 years, then destroy."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
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
Retention003 fisc yrs
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
Comments
Authority
KAR53-2-097
FormatUnknown
LastSurvey8-Jul-93
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitlePetty Cash Records
SeriesID0081-000
DescriptionDocuments related to petty cash accounting: DA-71 thru 73.
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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
Retention001 fisc yr
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-123
FormatUnknown
LastSurvey16-Mar-00
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitlePurchase Orders - Internal
SeriesID0092-000
DescriptionDocuments used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.
StatusApproved
Approved17-Aug-00
Retention003 fisc yrs
DispositionDestroy
RetrictionsPortions may be restricted
Comments
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleReceipts Records - Cash
SeriesID0094-000
Description"Records of cash received by the agency: receipt slips, receipt books, receipt ledgers, etc."
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleSTARS Reports: Daily Financial
SeriesID0104-000
DescriptionComputer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
StatusApproved
Approved17-Oct-91
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101 etc."
Authority
KAR53-2-090
FormatUnknown
LastSurvey10-Jul-90
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleSTARS Reports: Monthly Financial
SeriesID0105-000
DescriptionComputer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems.
StatusApproved
Approved17-Oct-91
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101 etc."
Authority
KAR53-2-090
FormatUnknown
LastSurvey10-Jul-90
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleSTARS Reports: Yearly Financial
SeriesID0106-000
DescriptionComputer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems.
StatusApproved
Approved17-Oct-91
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210 etc."
Authority
KAR53-2-090
FormatUnknown
LastSurvey10-Jul-90
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleStatements of Lost Warrants
SeriesID0107-000
DescriptionCopies of DA form 6 used to request re-issues of lost warrants.
StatusApproved
Approved15-Jul-93
Retentioncurr fisc yr
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
Comments
Authority
KAR53-2-097
FormatUnknown
LastSurvey12-Jul-93
AgencyCode 000-002
AgencyState General Retention and Disposition Schedule
Subagency1Fiscal
Subagency2
Subagency3
Subagency4
TitleTelephone Billing Records
SeriesID0116-000
DescriptionCopies of computer billings and supporting documents concerning the use of a telecommunications service provider.
StatusApproved
Approved13-Apr-00
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-123
FormatUnknown
LastSurvey29-Feb-00
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
Retention"Retain for one calendar year from date issued, then destroy."
DispositionDestroy
Retrictions
Comments
AuthorityGeneral schedule
KAR53-2-169
Format"Paper, Electronic"
LastSurvey6-Sep-11
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleMailing Lists
SeriesID0072-000
DescriptionLists of names and addresses to whom mail is regularly sent.
StatusApproved
Approved15-Apr-93
RetentionSee Comments
DispositionDestroy
RetrictionsK.S.A. 21-3914
Comments"Retain until updated, then destroy."
Authority
KAR53-2-096
FormatUnknown
LastSurvey22-Mar-93
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
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleTelecommunications Logs
SeriesID0114-000
DescriptionRegisters recording incoming and outgoing telephone calls and fax transmissions.
StatusApproved
Approved18-Jan-96
Retention6 months
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-107
FormatUnknown
LastSurvey27-Dec-95
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleTelephone Accounting System Reports
SeriesID0115-000
DescriptionComputer generated reports listing all telephone calls made or received individual extensions within the agency.
StatusApproved
Approved16-Apr-98
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsInformation may be in either paper or digital format.
Authority
KAR53-2-115
FormatUnknown
LastSurvey
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleVisitors 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
Approved18-Jan-96
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
Authority
KAR53-2-107
FormatUnknown
LastSurvey27-Dec-95
AgencyCode 000-003
AgencyState General Retention and Disposition Schedule
Subagency1Communications
Subagency2
Subagency3
Subagency4
TitleVoice Mail Messages
SeriesID0123-000
DescriptionSound recordings produced by a voice mail system designed to leave messages for the receiver.
StatusApproved
Approved8-Jan-98
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
Authority
KAR53-2-114
FormatUnknown
LastSurvey
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 forms 80 thru 83, DA-87, DA-110, monthly inventory reports, computer reports from Department of Administration, internal documents, correspondence, copies of original purchase records, etc."
StatusApproved
Approved8-Jan-09
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until superseded by new inventory plus 3 fiscal years, then destroy."
Authority
KAR53-2-158
FormatUnknown
LastSurvey31-Dec-08
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
Title"Architectural Plans, Drawings, Maps, and Specifications"
SeriesID0007-000
DescriptionRecords documenting physical plant of the agency.
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionArchives
RetrictionsPortions may be restricted per K.S.A. 45-221(a)(12)
Comments"Retain until no longer useful, then transfer to the archives for purging."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleBuilding and Grounds Maintenance Records
SeriesID0018-000
DescriptionDocuments associated with repairs and other maintenance to the physical plant of the agency - does not include Work Orders and Logs.
StatusApproved
Approved9-Jan-03
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain a minimum of 3 fiscal years or until warranty is expired, then destroy."
Authority
KAR53-2-133
FormatUnknown
LastSurvey13-Sep-02
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleCapital Improvement Projects Files
SeriesID0020-000
Description"Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging. See also Architectural Plans, Drawings, and Specifications."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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
Approved14-Jul-88
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
CommentsRetain permanently or transfer to the archives.
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleEquipment Maintenance and Ownership Records
SeriesID0047-000
Description"Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
Comments"Retain for the life of the equipment, then transfer to new owner of equipment or destroy as appropriate. See also Equipment Operation Records and Vehicle Ownership and Maintenance Records."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleEquipment Operation Records
SeriesID0048-000
Description"Documents related to the use of agency equipment (eg. photocopy logs, check-out forms, use request forms, etc.), including photocopiers, typewriters, computers, calculators, adding machines, etc."
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
CommentsSee also Equipment Ownership and Maintenance Records.
Authority
KAR53-2-075
FormatUnknown
LastSurvey
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
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleKey Accountability Files
SeriesID0065-000
Description"Records relating 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
RetrictionsNone
Comments"Retain 3 years after superseded, date of termination or date of expiration, then destroy."
Authority
KAR53-2-133
FormatUnknown
LastSurvey5-Dec-02
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleLeases - Real Property and Capital Equipment
SeriesID0066-000
DescriptionDocuments related to the leasing of real estate and equipment.
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until superseded or inactive plus 5 calendar years, then destroy."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleMaterial Safety Data Sheets
SeriesID0073-000
DescriptionDocuments relating to the precautions taken for the safe handling of the various hazardous chemicals used in the routine operation of the facility.
StatusApproved
Approved18-Apr-96
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until superseded or hazardous chemical is no longer on site, then destroy as required by 29 CFR 1910.1200."
Authority
KAR53-2-108
FormatUnknown
LastSurvey2-Mar-96
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleProperty Disposition Records - Non-Expendable
SeriesID0090-000
DescriptionCopies of DA forms 110 and supporting documents used to remove capital equipment from agency inventory.
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleSecurity Reports - Routine
SeriesID0101-000
DescriptionReports relating to routine incidents that do not require further investigation.
StatusApproved
Approved9-Jan-03
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain 2 years after the date issued, then destroy."
Authority
KAR53-2-133
FormatUnknown
LastSurvey5-Dec-02
AgencyCode 000-004
AgencyState General Retention and Disposition Schedule
Subagency1Facilities Management
Subagency2
Subagency3
Subagency4
TitleVehicle Maintenance and Ownership Records
SeriesID0119-000
Description"Documents related to legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain for life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Personnel Files
SeriesID0036-000
Description"Documents associated with the employment of specific personnel: employee evaluation forms, applications of employment, background checks, and other personnel materials."
StatusApproved
Approved9-Apr-09
RetentionSee Comments
DispositionDestroy
RetrictionsPortions may be restricted under KSA 45-221(a)(4)(6)
Comments"Retain in office for length of employee's tenure plus 3 calendar years (5 calendar years for contract employees). Purge documents to create abstracted work history (appointment data and change of status information), a summary log of background checks and pertinent data, and transfer to the records center for 62 calendar years, then destroy."
Authority
KAR53-2-159
FormatUnknown
LastSurvey8-Jan-09
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployment Applications - Not Hired
SeriesID0043-000
Description"DA forms 203, applications, resumes, and supplementary materials, including background checks, submitted by unsuccessful applicants for employment."
StatusApproved
Approved8-Jan-09
Retention003 cldr yrs
DispositionDestroy
RetrictionsKSA 45-221(a)(4)(6)
Comments
Authority
KAR53-2-158
FormatUnknown
LastSurvey10-Dec-08
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleExit Interviews
SeriesID0133-000
DescriptionRecords and materials related to discussions with employees leaving employment with an agency.
StatusApproved
Approved24-Jan-08
RetentionSee Comments
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
Comments"Retain until no longer useful, then destroy."
AuthorityGeneral Schedule
KAR53-2-154
FormatUnknown
LastSurvey17-Jan-08
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-Division of Personnel Services to determine if an applicant is qualified to take an examination for a specific classified position.
StatusApproved
Approved17-Oct-91
Retention003 cldr yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-090
FormatUnknown
LastSurvey17-Sep-90
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Notary Files
SeriesID0035-000
DescriptionNotary certification documents compiled on employees.
StatusApproved
Approved18-Jul-02
RetentionSee comments
DispositionSee comments
RetrictionsNone
Comments"Proof of certification is part of the Employee Personnel File. These files are convenience copy. Retain information until superceded, or 3 calendar years, then destroy."
Authority
KAR53-2-131
FormatUnknown
LastSurvey
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Personnel Files--Convenience Copies
SeriesID0037-000
Description"Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference."
StatusApproved
Approved8-Jan-04
RetentionSee Comments
DispositionDestroy
RetrictionsPortions may be restricted under KSA 45-221(a)(4)
Comments"Retain until no longer useful, then destroy."
Authority
KAR53-2-137
FormatUnknown
LastSurvey9-Oct-03
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: DA forms 281-2 and supporting documents.
StatusApproved
Approved17-Oct-91
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until superseded plus 3 years, then destroy."
Authority
KAR53-2-090
FormatUnknown
LastSurvey17-Sep-90
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEmployee Time Report Records
SeriesID0039-000
Description"Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc."
StatusApproved
Approved14-Jul-98
Retention005 fisc yrs
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
CommentsSee also Leave Requests.
Authority
KAR53-2-116
FormatUnknown
LastSurvey26-Jun-98
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
RetrictionsNone
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
RetrictionsNone
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
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-Jul-93
RetentionSee Comments
DispositionDestroy
RetrictionsK.S.A. 79-3234 & 45-221(a)(4)
Comments"Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later)."
Authority
KAR53-2-097
FormatUnknown
LastSurvey8-Jul-93
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 9 completed by employee verifying eligibilty to work in the United States.
StatusApproved
Approved8-Jan-98
RetentionSee Comments
DispositionSee Comments
RetrictionsK.S.A. 45-221(a)(4)
Comments"Retain for length of employee tenure plus 3 years, then destroy."
Authority
KAR53-2-114
FormatUnknown
LastSurvey20-Aug-96
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEqual Employment Opportunity Grievance Files
SeriesID0045-000
DescriptionDocuments related to discrimination charges concerning employment made against an agency and subsequent investigations.
StatusApproved
Approved17-Oct-91
RetentionSee Comments
DispositionArchives
RetrictionsK.S.A. 45-221(a)(4)(11)
Comments"Retain 5 years after grievance is settled, then transfer to the archives."
Authority
KAR53-2-090
FormatUnknown
LastSurvey17-Sep-90
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleEqual Employment Opportunity Plans
SeriesID0046-000
DescriptionDocuments related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan.
StatusApproved
Approved17-Oct-91
Retention005 cldr yrs
DispositionArchives
RetrictionsNone
Comments
Authority
KAR53-2-090
FormatUnknown
LastSurvey19-Sep-90
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
RetrictionsK.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 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleLeave Requests
SeriesID0067-000
DescriptionInternal forms used to request and authorize the taking of leave by employees.
StatusApproved
Approved14-Jul-98
Retention005 fisc yrs
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
CommentsSee also Employee Time Report Records.
Authority
KAR53-2-116
FormatUnknown
LastSurvey26-Jun-98
AgencyCode 000-005
AgencyState General Retention and Disposition Schedule
Subagency1Personnel
Subagency2
Subagency3
Subagency4
TitleRecruitment Files
SeriesID0096-000
DescriptionVariety of documents relating to the recruitment process for hiring employees to fill vacant positions.
StatusApproved
Approved18-Jan-96
Retention003 cldr yrs
DispositionDestroy
RetrictionsPortions per K.S.A. 45-221(a)(4)
Comments
Authority
KAR53-2-107
FormatUnknown
LastSurvey30-Oct-95
AgencyCode 000-006
AgencyState General Retention and Disposition Schedule
Subagency1Purchasing/Procurement
Subagency2
Subagency3
Subagency4
TitleBid Records
SeriesID0014-000
Description"Documents related to requests for proposals, bids, quotations, or estimates."
StatusApproved
Approved9-Jan-97
Retention005 fisc yrs
DispositionDestroy
RetrictionsNone
Comments"See also Purchasing Records, Vouchers - Purchase, Accounts Payable Records, Contracts, and Vendor Files."
Authority
KAR53-2-110
FormatUnknown
LastSurvey3-Dec-96
AgencyCode 000-006
AgencyState General Retention and Disposition Schedule
Subagency1Purchasing/Procurement
Subagency2
Subagency3
Subagency4
TitleContracts
SeriesID0026-000
Description"Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until expiration of contract plus 5 calendar years, then destroy. See also Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers - Purchase."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-006
AgencyState General Retention and Disposition Schedule
Subagency1Purchasing/Procurement
Subagency2
Subagency3
Subagency4
TitlePurchasing Records
SeriesID0093-000
Description"Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc."
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsPortions may be restricted
Comments"See Vouchers - Purchase, Accounts Payable Records, Bid Records, Contracts, Ledgers - General, and Vendor Files. NOTE: Retain for 5 fiscal years if record is subject to KSA 75-3740(e)."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-006
AgencyState General Retention and Disposition Schedule
Subagency1Purchasing/Procurement
Subagency2
Subagency3
Subagency4
TitleSupply Requests - Internal
SeriesID0109-000
DescriptionDocuments used by subordinate organizations to order expendable supplies for central supply rooms.
StatusApproved
Approved17-Aug-00
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-006
AgencyState General Retention and Disposition Schedule
Subagency1Purchasing/Procurement
Subagency2
Subagency3
Subagency4
TitleVendor Files
SeriesID0121-000
Description"Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc."
StatusApproved
Approved14-Jul-88
Retention003 fisc yrs
DispositionDestroy
RetrictionsNone
Comments"See Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. NOTE: Retain for 5 fiscal years if record is subject to KSA 75-3740(e)."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-007
AgencyState General Retention and Disposition Schedule
Subagency1Public Relations
Subagency2
Subagency3
Subagency4
TitlePrograms and Invitations
SeriesID0089-000
DescriptionDocuments related to official agency functions.
StatusApproved
Approved26-Mar-15
RetentionSee Comments
DispositionSee comments
RetrictionsNone
Comments"Retain all event planning materials for 3 fiscal years, then transfer 1 copy of program/invitation/final product(s) to the State Archives, destroy the remaining materials."
Authority
KAR53-2-184
FormatUnknown
LastSurvey22-Feb-15
AgencyCode 000-007
AgencyState General Retention and Disposition Schedule
Subagency1Public Relations
Subagency2
Subagency3
Subagency4
TitleClippings Files
SeriesID0021-000
DescriptionNewspaper clippings compiled regarding agency activities.
StatusApproved
Approved14-Jul-98
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
Comments"Retain until no longer useful, then contact the archives for appraisal -- if not accepted, then destroy."
Authority
KAR53-2-116
FormatUnknown
LastSurvey
AgencyCode 000-007
AgencyState General Retention and Disposition Schedule
Subagency1Public Relations
Subagency2
Subagency3
Subagency4
TitlePress Releases
SeriesID0086-000
DescriptionPublic information issued to the news media.
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-007
AgencyState General Retention and Disposition Schedule
Subagency1Public Relations
Subagency2
Subagency3
Subagency4
TitleSpeeches and Writings
SeriesID0103-000
Description"Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences."
StatusApproved
Approved13-Apr-00
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
Authority
KAR53-2-123
FormatUnknown
LastSurvey01 March 0200
AgencyCode 000-008
AgencyState General Retention and Disposition Schedule
Subagency1Reference
Subagency2
Subagency3
Subagency4
TitlePhotographic and Video Materials
SeriesID0083-000
Description"Photo-prints, negatives, slides, films, and videotapes."
StatusApproved
Approved14-Jul-88
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
Comments"Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives then destroy."
Authority
KAR53-2-075
FormatUnknown
LastSurvey
AgencyCode 000-008
AgencyState General Retention and Disposition Schedule
Subagency1Reference
Subagency2
Subagency3
Subagency4
TitleProcedures Manuals
SeriesID0087-000
DescriptionOriginal copies of agency procedures issued in a collective manual.
StatusApproved
Approved17-Aug-00
RetentionSee Comments
DispositionSee Comments
RetrictionsNone
Comments"Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
AgencyCode 000-008
AgencyState General Retention and Disposition Schedule
Subagency1Reference
Subagency2
Subagency3
Subagency4
TitleTechnical Reference Files
SeriesID0113-000
Description"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."
StatusApproved
Approved18-Jan-96
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
Authority
KAR53-2-107
FormatUnknown
LastSurvey27-Dec-95
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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 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
RetrictionsNone
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
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
RetrictionsNone
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
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
RetrictionsNone
Comments"Retain until no longer of administrative value to the agency, then destroy."
Authority
KAR53-2-124
FormatUnknown
LastSurvey
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsNone
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
RetrictionsK.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
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2
Subagency3
Subagency4
TitleGeneral Educational Development or High School Equivalency Diploma/Certificate Test Results
SeriesID0106-561
DescriptionIndividual student General Educational Development (GED) or High School Equivalency Diploma/Certificate test result data submitted from testing centers.
StatusApproved
Approved18-Jul-13
Retention050 cldr years
DispositionDestroy
Retrictions" All student-specific records are private and confidential under the Family Educational Rights and Privacy Act of 1974, ""FERPA,"" 20 U.S.C. 1232g and 34 C.F. 99; KSA 2012 Supp. 45-221 (a)(30)"
Comments"Record copy may be paper or electronic. These records are typically submitted to KBOR by the GED testing centers or adult education program providers; KBOR may also receive them if the program closes or is discontinued. As data is entered into system and verified, paper is retained until quality assurance is performed, then destroyed. Data is retained by outside vendor and backups are sent to Regents."
AuthorityAgency schedule
KAR53-2-177
Format"Paper, Electronic"
LastSurvey23-May-13
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2
Subagency3
Subagency4
TitleStudent Financial Aid Records
SeriesID0105-561
Description"Applications, individual's financial information, correspondence, and other documents related to students who apply to receive one of the scholarships funded by the state and administered by the Board."
StatusApproved
Approved27-Jan-11
Retention005 fiscal years
DispositionDestroy
Retrictions"Portions may be closed pursuant to K.S.A. 45-221(a)(1)(14)(30); 20 U.S.C. § 1232g; 34 CFR Part 99,"
Comments
AuthorityAgency
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Adult Education
Subagency3
Subagency4
TitleClosed Adult Education Program Student Records
SeriesID0107-561
Description"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, and other related records."
StatusApproved
Approved10-Jan-13
Retention003 cldr years from due date of program's final expenditure report
DispositionDestroy
Retrictions"All student-specific records are private and confidential under the Family Educational Rights and Privacy Act of 1974, ""FERPA,"" 20 U.S.C. 1232G and 34 C.F. 99; KSA 2012 Supp. 45-221 (a)(30)"
CommentsThese records are typically possessed by the adult education program providers; KBOR receives them if the program closes or is discontinued.
AuthorityAgency schedule
KAR53-2-175
FormatPaper
LastSurvey29-Nov-12
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Community Colleges
Subagency3
Subagency4
TitlePresidents' Files
SeriesID0021-561
Description"Copies of policies, memos, procedures, etc. compiled by the board and distributed to all the community colleges presidents."
StatusApproved
Approved12-Apr-01
Retentionsee comments
Dispositionsee comments
RetrictionsNone
Comments"Retain until no longer useful, then transfer one copy to the archives for purging and destroy the remainder."
AuthorityAgency Schedule
KAR53-2-126
FormatUnknown
LastSurvey18-Jan-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Community Colleges
Subagency3
Subagency4
TitleSchool Files
SeriesID0022-561
Description"Correspondence, program appeals, etc. relating to the business operation of community colleges."
StatusApproved
Approved12-Apr-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-126
FormatUnknown
LastSurvey18-Jan-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Community Colleges and Technical Colleges
Subagency3
Subagency4
TitleState Accreditation Files
SeriesID0023-561
Description"Correspondence, reports, regulations, etc. relating to the accreditation process of community and technical colleges to ensure that educational standards are met and maintained."
StatusApproved
Approved27-Jan-11
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Community and Technical Colleges
Subagency3
Subagency4
TitleHistory Files
SeriesID0016-561
Description"Accreditation documents, audits, reports, correspondence, evaluations, etc. relating to community and technical colleges."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionArchives
RetrictionsNone
CommentsTransfer to the archives immediately for purging.
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey10-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Community and Technical Colleges
Subagency3
Subagency4
TitleLog Sheet
SeriesID0017-561
Description"Log listing the title, date, and location of approved classes for each community and technical college and maintained for tracking purposes."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful or superseded, then destroy."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey10-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Community and Technical Colleges
Subagency3
Subagency4
TitleOut District Instruction Forms
SeriesID0019-561
DescriptionForm submitted to the Board of Regents by community and technical colleges seeking approval to teach classes off campus.
StatusApproved
Approved27-Jan-11
Retention005 fisc yrs
DispositionDestroy
RetrictionsNone
Comments
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey10-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Executive Director
Subagency3
Subagency4
TitlePresidents' and Chancellors' Goals
SeriesID0024-561
DescriptionStatements 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.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionSee Comments
RetrictionsPortions may be closed under K.S.A. 45-221(a)(4)
CommentsTransfer to University Presidents' and Chancellor's Employee Personnel Files when no longer useful and retain accordingly.
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Executive Director
Subagency3
Subagency4
TitleSubject Files
SeriesID0025-561
DescriptionVarious documents relating to major issues addressed by the Board of Regents.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain in office until no longer useful, then transfer to archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey20-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleBudget Requests - Universities
SeriesID0032-561
Description"Copies of budget requests submitted to the Board of Regents, Division of Budget, and the Legislature requesting funding; maintained for convenience of reference."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy. Record copy is maintained by individual institutions."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
Title"Crumbling Classrooms, University Renovation, or Deferred Maintenance Files"
SeriesID0036-561
DescriptionBudget and related materials concerning renovations at regents institutions used to monitor and ensure fulfillment of spending requirements.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain in office until renovation project is completed, and three years after any related bonds are redeemed, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
Title"Data Collection Reporting, Work Papers"
SeriesID0029-561
DescriptionCopies of reports prepared by individual universities and submitted to the American Association of University Professors and the Board of Regents providing information about faculty salaries.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy. This information is summarized and compiled in a Databook or similar publication."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleACT Class Profile Reports
SeriesID0028-561
DescriptionFreshman class scores produced by ACT reflecting average scores for students who submit their scores to a particular university and maintained for convenience of reference.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy. Information is compiled in a Databook or similar publication."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleAttrition and Graduation Reports
SeriesID0030-561
DescriptionData compiled by each university about the number and rate of students leaving school through graduation or other means and maintained for convenience of reference.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy. Information is compiled in a Databook or similar publication."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleConsolidated Faculty Tables
SeriesID0034-561
Description"Statistics and information concerning faculty salary, benefits, tenure, percentage change in number of faculty at an institution and formerly known as Academic Planning Tables."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"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."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleDegree Inventory Reports
SeriesID0037-561
DescriptionInventory of degrees offered throughout the regents institutions system.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleDegrees Awarded - Reports and Work Papers
SeriesID0038-561
DescriptionReports and summary information on the number of degrees awarded by school and discipline and maintained for convenience of reference.
StatusApproved
Approved11-Jul-01
Retention010 cldr yrs
Dispositiondestroy
RetrictionsNone
Comments"Retain in office for 10 calendar years, then destroy. Data is summarized in databook and/or special reports."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleFaculty Salary Surveys - Work Papers
SeriesID0040-561
DescriptionWorking papers used in gathering and compiling faculty salary information to be included in the AAUP Annual Salary Report.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleFaculty Workload Survey
SeriesID0041-561
Description"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."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionsee comments
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy. Transfer 1 copy of final report to the archives."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey20-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleIntegrated Post-Secondary Education Data System (IPEDS) Reports
SeriesID0044-561
Description"Information compiled by each regents institution concerning institutional characteristics, enrollment statistics, staff demographics, etc. using the Integrated Post-Secondary Education Data System."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"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."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey20-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleSpecial Studies and Task Force Reports
SeriesID0048-561
Description"End results, summaries, or reports of special studies, projects, or task force findings."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain in office until no longer useful, then transfer to the archives."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleSpecial Studies and Task Force Reports - Work Papers
SeriesID0049-561
DescriptionInformation used in compiling reports for special projects or task forces.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey20-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleUniversity Demographic Reports
SeriesID0052-561
Description"Statistical reports submitted by each university, each semester, summarizing the student body in terms of ethnicity, gender, age, etc. and used in compiling a comprehensive report."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy. Data is summarized in databook and/or special reports."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey29-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Fiscal
Subagency3
Subagency4
TitleUniversity Enrollment Reports
SeriesID0053-561
Description"Reports of enrollment statistics submitted by each university and used in compiling summary reports for all institutions in the form of a Databook, Enrollment Report, or other published report."
StatusApproved
Approved11-Jul-01
Retention see comment
Dispositiondestroy
RetrictionsNone
Comments"Retain in office until no longer useful, then destroy."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey20-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleInstitution Revenue Bond Files
SeriesID0062-561
Description"Correspondence, resolution, agenda, drafts, final transcript etc. relating to the sale of bonds by regents institutions for capital improvement projects."
StatusApproved
Approved16-Oct-14
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain supporting documentation and transcript until bond is paid in full, then destroy. "
AuthorityAgency Schedule
KAR53-2-182
FormatPaper
LastSurvey11-Jul-14
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleLegal Inquiries Files - Internal
SeriesID0059-561
DescriptionCorrespondence and supporting documentation relating to legal inquiries made within the agency and requesting a legal opinion.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionArchives
Retrictions"Portions may be closed as attorney client communications and/or attorney work product, pursuant to K.S.A. 45-221(a)(2), K.S.A. 60-426 and K.S.A. 45-221(a)(25)."
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleLegal Review Files
SeriesID0061-561
Description"Copies of correspondence, affidavits, etc. relating to various lawsuits suing regents institutions and maintained for convenience of reference."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(2)(4)(25) and K.S.A. 60-426
Comments"Retain five years after litigation is closed, then destroy. Originals are maintained in the Litigation Division of the Attorney General's Office."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleMerger Files
SeriesID0045-561
DescriptionDocuments concerning the merger of one public postsecondary educational institution with another.
StatusApproved
Approved27-Jan-11
Retention003 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 3 calendar years, then transfer to archives."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleReciprocal Agreement Files
SeriesID0046-561
Description"Agreements, routine correspondence, reports, etc. concerning the reciprocal exchange of tuition rates for Kansas residents and residents of other states."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain for minimum of 3 fiscal years or until no longer useful, whichever is longest, then destroy."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleSubject Files - State Universities
SeriesID0066-561
Description"Correspondence, drafts, orders, copies of leases, etc. relating to the administration and operation of the state universities."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionSee Comments
RetrictionsSome Portions may be closed pursuant to K.S.A. 45-221(a)(20).
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleIndex to Abstracts and Deeds
SeriesID0058-561
DescriptionLog listing the abstracts and deeds of property owned by regents institutions.
StatusApproved
Approved11-Jul-01
Retentionsee comment
Dispositionsee comments
RetrictionsNone
CommentsRetain in conjunction with the general schedule entry Deeds for Real Estate.
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleSubject Files - Board of Regents
SeriesID0065-561
Description"Correspondence, policies, etc. relating to the board's legal interests impacting all universities."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey7-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Legal
Subagency3
Subagency4
TitleSubject Files - Topical
SeriesID0067-561
DescriptionVariety of documents relating to legal interest and possible impact on the board for all regents institutions.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Personnel
Subagency3
Subagency4
TitleTechnical Reference Files
SeriesID0013-561
Description"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."
StatusApproved
Approved11-Jan-01
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
AuthorityGeneral Schedule
KAR53-2-125
FormatUnknown
LastSurvey20-Nov-00
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Private or Out-of-State Postsecondary Educational Institutions
Subagency3
Subagency4
TitleComplaint Files
SeriesID0068-561
DescriptionDocuments relating to complaints lodged against a private or out-of-state postsecondary educational institution which did not result in an investigation.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain until no longer useful, then destroy."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Private or Out-of-State Postsecondary Educational Institutions
Subagency3
Subagency4
TitleMinutes - Advisory Committee on Schools
SeriesID0069-561
DescriptionMinutes and agendas of regular or special meetings of the Advisory Committee on Schools.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives."
AuthorityGeneral Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Private or Out-of-State Postsecondary Educational Institutions
Subagency3
Subagency4
TitlePrivate or Out-of-State Postsecondary Educational Institutions Files
SeriesID0071-561
Description"Applications, annual renewals, and supporting documentation submitted by private or out-of-state postsecondary educational institutions seeking authorization to operate a school or solicit students in the state of Kansas."
StatusApproved
Approved27-Jan-11
Retention050 fisc yrs
DispositionSee Comments
RetrictionsNone
Comments"Retain in office 50 years, then transfer files for Kansas schools to the archives for purging and destroy the remainder."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Private or Out-of-State Postsecondary Educational Institutions
Subagency3
Subagency4
TitleProblem Private or Out-of-State Postsecondary Educational Institutions Files
SeriesID0070-561
Description"Correspondence, brochures, etc. relating to private or out-of-state postsecondary educational institutions operating in violation of the Kansas Proprietary School Act."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsNone
Comments"Retain for two years past date of problem resolution, then destroy."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Private or Out-of-State Postsecondary Educational Institutions
Subagency3
Subagency4
TitleStudent Files - Private or Out-of-State Postsecondary Educational Institutions
SeriesID0072-561
Description"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."
StatusApproved
Approved10-Jan-13
RetentionSee Comments
DispositionSee Comments
RetrictionsKSA 45-221(a)(1); 20 U.S.C. § 1232g; 34 CFR Part 99
Comments"Record copy may be paper or electronic. As paper documents are scanned into system, paper is retained until quality assurance is performed, then destroyed. Retain financial aid information and other related records for 3 fiscal years, then destroy. Retain record copy for 50 years."
AuthorityAgency Schedule
KAR53-2-175
Format"Paper, Electronic"
LastSurvey3-Jan-13
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2Private or Out-of-State Postsecondary Educational Institutions
Subagency3
Subagency4
TitleTranscripts - Copies
SeriesID0073-561
DescriptionCopies 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.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsKSA 45-221(a)(1); 20 U.S.C. § 1232g; 34 CFR Part 99
Comments"Retain until no longer useful, then destroy."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleAccess Reports
SeriesID0074-561
Description"Correspondence, reports, etc. submitted by state universities detailing continuing education courses offered by state universities and used to compile the final report."
StatusApproved
Approved27-Jan-11
Retention005 cldr yrs
DispositionSee Comments
RetrictionsNone
Comments"Retain until no longer useful, then destroy supporting documentation. Transfer 1 copy of final report to the archives and destroy the remainder. A.K.A. Academic Extension Files."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleAccreditation Files
SeriesID0075-561
DescriptionDocuments relating to the accreditation process for state university programs by various commissions or boards.
StatusApproved
Approved27-Jan-11
Retention005 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleDegree Granting Authority Files
SeriesID0079-561
Description"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."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleDegree and Certificate Inventory Files
SeriesID0078-561
DescriptionDocuments used to track the degree programs and certificates offered by state universities.
StatusApproved
Approved27-Jan-11
Retention002 cldr yrs
DispositionSee Comments
RetrictionsNone
Comments"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."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleNew Degree Proposal Files
SeriesID0087-561
DescriptionDocuments relating to state university proposals for new degree programs which require approval by the Board of Regents.
StatusApproved
Approved27-Jan-11
Retention002 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 2 calendar years, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleProgram Proposals Files
SeriesID0088-561
Description"Correspondence, proposal form, minutes, etc. relating to requests from state universities to offer program concentrations, program name changes, new programs, etc. for approval."
StatusApproved
Approved27-Jan-11
Retention002 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 2 calendar years, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleProgram Review Files
SeriesID0089-561
Description"Correspondence, reports, statistical reviews, etc. compiled to monitor degree programs and quality at state universities."
StatusApproved
Approved27-Jan-11
Retention002 cldr yrs
DispositionArchives
RetrictionsNone
Comments"Retain in office 2 calendar years, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleRegents Qualified Admissions Curricula Files
SeriesID0091-561
Description"Correspondence, course lists, form, log sheets, etc. relating to establishing admission standards for freshman applicants to state universities."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleStaff Vitae
SeriesID0093-561
DescriptionDocuments relating to university program staff's vitae and maintained for convenience of reference.
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionDestroy
RetrictionsK.S.A. 45-221(a)(4)
Comments"Retain until no longer useful or superseded, then destroy."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleUniversity Libraries Files
SeriesID0101-561
Description"Correspondence, studies, requests, etc. relating to the state universities libraries' efforts to increase funding."
StatusApproved
Approved27-Jan-11
RetentionSee Comments
DispositionArchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-166
FormatUnknown
LastSurvey19-Jan-11
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleAssessment Reports Files
SeriesID0076-561
Description"Reports, minutes, correspondence, etc. relating to the student achievement in basic skills and general education."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleEisenhower Advisory Committee Files
SeriesID0081-561
Description"Correspondence, board letters, minutes, applications, etc. relating to grant funding under the Dwight D. Eisenhower Professional Development Program."
StatusApproved
Approved11-Jul-01
Retention003 cldr yrs
Dispositionarchives
RetrictionsNone
Comments"Retain in office 3 calendar years, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleExecutive Board of Kansas Math/Science Education Coalition Files
SeriesID0082-561
Description"Correspondence, agendas, minutes, etc. relating to improvement of student achievement and participation in the math and sciences fields."
StatusApproved
Approved11-Jul-01
Retention002 cldr yrs
Dispositionarchives
RetrictionsNone
Comments"Retain in office 2 calendar years, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleQualified Admissions Files
SeriesID0090-561
Description"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."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleStudent Activities Files
SeriesID0095-561
Description"Agendas, correspondence, surveys, minutes, etc. relating to a variety of student issues and perceptions."
StatusApproved
Approved11-Jul-01
Retention003 cldr yrs
Dispositionarchives
RetrictionsNone
Comments"Retain in office 3 calendar years, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleSubcommittee on Regents Distinguished Professors Files
SeriesID0096-561
Description"Correspondence, board actions, guidelines, etc. relating to the funding, appointment, and evaluation and continuance of the program designed to attract established scholars."
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositionarchives
RetrictionsNone
Comments"Retain until no longer useful, then transfer to the archives for purging."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode 561-001
AgencyKansas Board of Regents
Subagency1
Subagency2University Programs
Subagency3
Subagency4
TitleSubject Files
SeriesID0097-561
DescriptionVariety of documents relating to various issues and concerns of the unit.
StatusApproved
Approved11-Jul-01
Retentionsee comments
Dispositiondestroy
RetrictionsNone
Comments"Retain until no longer useful or superseded, then destroy."
AuthorityAgency Schedule
KAR53-2-127
FormatUnknown
LastSurvey8-May-01
AgencyCode