Kansas Department of Administration, Office of General Services
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Accounts and Reports

DATE:  April 21, 2009
SUBJECT: Payroll Record Retention Change
EFFECTIVE DATE:   Immediately
A & R CONTACT: Nancy Ruoff (785) 296-2853 (Nancy.Ruoff@da.ks.gov)
APPROVAL: Kent Olson

Payroll Record Retention Change

In order to increase data security, staff efficiency and provide consistency, the policy regarding record retention of payroll data has been changed. Effective immediately, the Division of Accounts and Reports, Payroll Services Section will maintain historical payroll data dating back ten full years (plus the current calendar year) and respond to documented requests for historical payroll data pertaining to that period of time. Prior to this change, fifty years of historical payroll data was maintained using various storage mediums. This data includes savings bond reports and W-2 records which contain personally identifiable information. Changing the retention schedule allows for the proper disposal of forty years of historical data and the increased protection of sensitive employee personal data. Staff research time for requests for employee historical data will also be more efficient. No legal obligation exists to maintain records or respond to requests greater than seven years old.

Questions regarding this policy change should be directed to Nancy Ruoff, Division of Accounts and Reports, Payroll Services, using the contact information noted above.