Records Retention

A records retention and disposition schedule (records schedule) is an essential tool for any public library in establishing a solid records management program. Proper management of documents and records helps assure that vital records are identified and preserved, that the library complies with the Kansas Open records act, and that records are disposed of in a systematic and timely manner.

While the state records board at the Kansas Historical Society (KSHS) does not have authority to establish local level retention schedules, they are allowed to advise and recommend appropriate schedules. Most local agencies use the county or state general schedule to lay out their retention requirements. However, there may be more stringent laws in regards to state level agencies than for local governments.
 
A good place to start is on the board’s Retention Schedules page, where you can find retention schedules that are currently approved. Simply browse through the retention schedules or look at the general schedule entries to see if you would like to follow those retentions.
 
If you have any specific needs or requirements, the board is more than happy to help find some retention schedules you could follow. Simply send a short description of the records you would like to build a schedule for to Ryan Leimkuehler, Government Records archivist at KSHS.
 
You will also find other information helpful in creating an effective retention schedule on this KSHS page:
 
Records Management and the Law
 
Please bear in mind that these pages have a focus on state agencies and county governments that may not be applicable to other local government.

KSHS also offers web-based and in person records training to those who would like to take advantage of their training program. The training costs nothing, other than staff time, and usually take between 2-2.5 hours:
Records Management 101

–    Description/Purpose of Course: This course covers the basic information needed for records managers, Records Officers, or designees revising retention schedules for their agencies. The course also walks attendees through why records management is important, legal requirements, paper and electronic records, the State Records Board, and Electronic Records Committee. The course concludes with a hands on workshop designed to introduce attendees to revising and constructing retention schedules and helpful advice on how to start revisions of their agency's schedule.

Shared Drive Training

–    Description/Purpose of Course: This course covers the basics of cleaning up an agency or division shared drive. The course walks attendees through the process of how to identify what records are in the shared drive, who created them, retention requirements, and programs/software that will identify duplicate records and will clean up space for future use. The course will include a hands on demonstration of software used by the Historical Society in managing a shared drive.
For more information contact  Ryan Leimkuehler or Megan Rohleder.
 
Libraries may also wish to make use of the Record Retention Schedule for Public Libraries in Kansas developed by Chris Rippel (formerly of Central Kansas Library System) in 2008.

E-Rate Document Retention



If your library applies for discounted rates on Internet access or telephone services through the federal E-Rate program, you should be familiar with the specific document retention requirements as published in the Federal Register. Consider incorporating these into your general retention schedule.