Kansas Records Retention Schedules

171 Schedule Entries Found:

Agency Number: 039-000
Department on Aging
All Divisions

SERIES ID	0001-039
TITLE	Administrative Regulations Reference Files
DESCRIPTION	Variety of documents relating to proposed changes in official Kansas Administrative Regulations pertaining to the Department on Aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0002-039
TITLE	Annual and Special Reports
DESCRIPTION	General and specific reports on agency activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0003-039
TITLE	Area Agencies on Aging - Permanent Files
DESCRIPTION	Copies of documents maintained by the Dept. on Aging that establish policies for area agencies on aging: articles of incorporation, by-laws, policy manuals, affirmative action plans, sample contracts.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0004-039
TITLE	Area Plans
DESCRIPTION	Plans submitted by area agencies on aging, used as the basis for grant funding decisions, that contain information on aging program characteristics, objectives, coordination, and service levels.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0005-039
TITLE	Assessment Reports - Federal Administration on Aging
DESCRIPTION	Reports and correspondence related to the Dept. of Health and Human Services' Administration on Aging's evaluations of the services provided by the Kansas Department on Aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0006-039
TITLE	Assessments - Area Agencies on Aging
DESCRIPTION	Assessment reports, correspondence, and other documents relating to the Department on Aging's periodic evaluations of the effectiveness of each area agency on aging.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0007-039
TITLE	Audit Reports
DESCRIPTION	Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0008-039
TITLE	Audit Reports - Area Agencies on Aging
DESCRIPTION	Results of audits of area agencies on aging or other contractors conducted by independent auditors.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0009-039
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0010-039
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0011-039
TITLE	Correspondence - Area Agencies on Aging (Central File)
DESCRIPTION	Incoming and outgoing letters relating to requests for information, the administration of grant funded aging programs, and all other agency activities.
RETENTION	See Comments
COMMENTS	Retain in office 2 years after the end of the grant period, transfer to the records center for 3 years, then transfer to the archives. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0012-039
TITLE	Correspondence - Department of Administration
DESCRIPTION	Incoming and outgoing letters and memoranda relating to purchasing and other support services provided to the agency by the Department of Administration.
RETENTION	See Comments
COMMENTS	Retain purchasing records in accordance with general schedule entry for "Purchasing Records." Retain remainder until no longer useful, then destroy. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0013-039
TITLE	Correspondence - Federal Administration on Aging
DESCRIPTION	Incoming and outgoing letters and memoranda between the Dept. on Aging and the Dept. of Health and Human Services' Administration on Aging Regional Office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0014-039
TITLE	Correspondence - Information Requests
DESCRIPTION	Incoming and outgoing letters and memoranda relating to requests for information or publications received by the Dept. on Aging and agency responses to the requests.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0015-039
TITLE	Correspondence - Internal
DESCRIPTION	Internal memoranda exchanged by Department on Aging staff relating to agency policies, activities, and concerns.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0016-039
TITLE	Correspondence - Miscellaneous Organizations
DESCRIPTION	Incoming and outgoing letters and memoranda between the Dept. on Aging and various public and private organizations with an interest in aging issues.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0017-039
TITLE	Correspondence - State Agencies
DESCRIPTION	Incoming and outgoing letters and memoranda between the Department on Aging and other Kansas state agencies.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0018-039
TITLE	Food Service Contracts
DESCRIPTION	Copies of agreements, submitted for Department on Aging approval, between area agencies on aging and private food service caterers providing meals to the elderly as part of nutrition programs.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0019-039
TITLE	Governor's Conference on Aging Files
DESCRIPTION	Variety of documents pertaining to the planning of a biennial educational conference held for Kansas seniors and professionals involved in the field of aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0020-039
TITLE	In-Home Nutrition Program Purchase Agreements Files
DESCRIPTION	Documents related to agreements between the Department on Aging and providers of state funded in-home meals for the elderly.
RETENTION	See Comments
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 and Requisitions.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0021-039
TITLE	Kansas State Advisory Council on Aging Files
DESCRIPTION	Minutes, correspondence, reports, and other documents related to the activities of the Advisory Council on Aging which reviews and comments upon Dept. on Aging programs, policies, and operations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0022-039
TITLE	Legislative Relations Files
DESCRIPTION	Copies of bills and statutes, drafts of legislation, notes, correspondence, testimony, and other miscellaneous documents related to various legislative activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0023-039
TITLE	Memoranda of Understanding or Agreement - Interagency
DESCRIPTION	Formal agreements reached between state, local, and/or federal agencies.
RETENTION	See Comments
COMMENTS	Retain until agreements becomes inactive plus 5 calendar years, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0024-039
TITLE	Nutrition Plans
DESCRIPTION	Plans submitted by local area agencies, used as the basis for grant funding decisions, that contain information on nutrition program characteristics, objectives, coordination, and service levels.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0025-039
TITLE	Oil Overcharge Program Files
DESCRIPTION	Documents relating to the Dept. on Aging's administration of Oil Overcharge Program grants to local governments and organizations for the purchase of used vehicles to transport elderly persons.
RETENTION	See Comments
COMMENTS	Retain in office 10 fiscal years after the end of the grant period, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0026-039
TITLE	Program Reports - Older Americans Act Grants
DESCRIPTION	Interim and final reports submitted to the Department on Aging by area agencies on aging used to monitor the progress of federally funded grant projects to provide services for the elderly.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0027-039
TITLE	Program Reports - State In-Home Nutrition Programs
DESCRIPTION	Monthly reports submitted to the Department on Aging by providers of state funded in-home nutrition services for the elderly.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0028-039
TITLE	Retired Senior Volunteer Program Files
DESCRIPTION	Applications, correspondence, reports, and other documents relating to the Dept. on Aging's administration of grants for programs to encourage elderly Kansans to participate in volunteer activities.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0029-039
TITLE	State Plan on Aging Files
DESCRIPTION	Documents relating to the formulation of the State Plan on Aging submitted to the federal Administration on Aging as required by Title III of the Older Americans Act.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0030-039
TITLE	State Program Reports - Title III Older Americans Act
DESCRIPTION	Annual report submitted by the Dept. on Aging to the federal Administration on Aging providing aggregate statistical data on services provided to older Kansans under OAA Title III.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0031-039
TITLE	Subaward Files
DESCRIPTION	Documents relating to Department on Aging efforts to monitor by area agencies on aging disbursement of grant funds to local subgrantees operating specific programs for the elderly.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0032-039
TITLE	Subject Files - Central
DESCRIPTION	Variety of documents related to specific agency activities and concerns and to general issues affecting the elderly.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0033-039
TITLE	Subject Files - Federal Government
DESCRIPTION	Correspondence, reports, publications, and other documents relating to the Department on Aging's interaction with the legislative and administrative branches of the federal government.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0034-039
TITLE	Training Grants Files - Title IV-A Older Americans Act
DESCRIPTION	Applications, reports, correspondence and other documents related to Dept. on Aging applications for and implementation of federal grants to fund training programs for personnel in the aging field.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0035-039
TITLE	Training/Meeting/Field Reports
DESCRIPTION	Reports prepared by staff members summarizing the content of meetings attended, training sessions conducted, or field work performed and maintained to monitor staff activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-001
Department on Aging
Office of the Secretary

SERIES ID	0152-039
TITLE	Assessment Reports - Area Agencies
DESCRIPTION	Assessment report created by the Department on Aging based upon the periodic evaluation of the effectiveness of each area agency on aging.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0154039
TITLE	Assessments - Working Files
DESCRIPTION	Correspondence, notes, drafts, etc. relating to the preparation of the reports on the periodic evaluation of the effectiveness of each agency on aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0036-039
TITLE	Correspondence - Constituent Concerns
DESCRIPTION	Correspondence and other documents pertaining to concerns expressed by individuals on aging related issues and the agency's responses to the complaints.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence."
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0037-039
TITLE	Employee Grievance Files
DESCRIPTION	Variety of documents related to grievances filed by employees against the agency under state civil service and civil rights protection statutes. These are not EEO grievance files.
RETENTION	See Comments
COMMENTS	Retain 5 years after grievance is settled, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(11)(25)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0038-039
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 calendar years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0039-039
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0040-039
TITLE	Employee Time Report Records
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.
RETENTION	005 fisc yrs
COMMENTS	Internal agency forms. See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0041-039
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0042-039
TITLE	Subject Files - Administrative Assistant to the Secretary
DESCRIPTION	Correspondence, reports, notes, publications, and other documents relating to the activities and interests of the agency secretary.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0043-039
TITLE	Subject Files - Secretary
DESCRIPTION	Variety of documents relating to the administration and operation of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0044-039
TITLE	Working Files - Personnel
DESCRIPTION	Variety of documents relating to personnel administration in the Department on Aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-001
Department on Aging
Office of the Secretary
Accounting Unit

SERIES ID	0157039
TITLE	Cost Allocations - Health and Human Services
DESCRIPTION	Applications and supporting documentation submitted to state or federal grantor agencies to support the department's plan for allocating costs for administering its programs.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0156-039
TITLE	Income Eligible and Senior Care Act Program Files
DESCRIPTION	Application, correspondence, budgets, contracts, etc. relating to the establishment and implementation of the program designed to provide in-home services for senior citizens.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 years, transfer to the records center for 5 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

SERIES ID	0155039
TITLE	Medicaid - Centers for Medicaid & Medicare Services/Health Care Financing Admin
DESCRIPTION	Correspondence, contracts, financial expenditures, estimated expenditures, etc. relating to the financial management of the Medicaid program between or submitted to SRS and/or HHS.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-01-10
K.A.R. NUMBER	53-2-129

Agency Number: 039-001
Department on Aging
Office of the Secretary
Nursing Facility Program

SERIES ID	0045-039
TITLE	Correspondence - Routine
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.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0046-039
TITLE	Nursing Facility Program Files
DESCRIPTION	Application, correspondence, provider agreement, certification and transmittals, etc. relating to nursing care facilities' eligibility to participate in the Medicare & Medicaid reimbursement program.
RETENTION	010 cldr yrs
COMMENTS	Retain in office 3 calendar years, transfer to the records center for 7 calendar years, then destroy. The provider agreement is the only original document, the remainder are copies received from KDHE.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

Agency Number: 039-003
Department on Aging
Operations

SERIES ID	0047-039
TITLE	Contracts
DESCRIPTION	Legal agreements with individuals and organizations. Includes all associated documents, e.g.. DA-146 series.
RETENTION	See Comments
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.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0048-039
TITLE	Employment Programs Grant Files
DESCRIPTION	Correspondence, reports, proposals, and other materials relating to the Dept. on Aging's administration of state and federal grants for employment programs for older Kansans.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0049-039
TITLE	Grant Administration Files
DESCRIPTION	Notices of grant awards, financial status reports, correspondence, and other documents relating to the administration of grant funds distributed by the agency to area agencies on aging.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0050-039
TITLE	Grant Application Files
DESCRIPTION	Applications and supporting documentation relating to agency efforts to secure federal and private grants.
RETENTION	See Comments
COMMENTS	Retain 5 years after the end of the grant period, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0051-039
TITLE	Grant Payment Vouchers
DESCRIPTION	Documents relating to agency disbursement of grant funds to area agencies on aging including DA 120 forms and advance cash request forms.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0052-039
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0053-039
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Documents related to the leasing of real estate and equipment.
RETENTION	See Comments
COMMENTS	Retain until superseded or inactive plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0054-039
TITLE	Ledgers - General
DESCRIPTION	General records maintained by agencies of financial receipts and expenditures normally used to monitor, manage, and verify agency budget.
RETENTION	003 fisc yrs
COMMENTS	This series includes only internal documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0055-039
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Direct Deduction Authorization Records - General.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0056-039
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0057-039
TITLE	Project CARE Files
DESCRIPTION	Correspondence, reports, and other documents relating to the Dept. on Aging's administration of federal Project CARE grants to fund local coalitions to investigate the needs of the elderly.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after end of grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0058-039
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0059-039
TITLE	Purchasing Records
DESCRIPTION	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0060-039
TITLE	STARS Reports: Daily Financial
DESCRIPTION	Computer 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 System.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0061-039
TITLE	STARS Reports: Monthly Financial
DESCRIPTION	Computer 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 System.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0062-039
TITLE	STARS Reports: Yearly Financial
DESCRIPTION	Computer 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 System.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0063-039
TITLE	Subject Files - Fiscal
DESCRIPTION	Variety of documents relating to fiscal issues affecting the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0064-039
TITLE	Telephone Billing Records
DESCRIPTION	Copies of computer billings received from the Department of Administration and supporting documents concerning the use of the KANS-A-N telephone service.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0065-039
TITLE	Vehicle Operation Records
DESCRIPTION	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0066-039
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 cldr yrs
COMMENTS	Retain for 5 fiscal years if record is subject to KSA 75-3704(e). See also Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0068-039
TITLE	Vouchers - Purchase
DESCRIPTION	Copies of documents used to order and pay for goods and services: DA forms 100 thru 109 and DA 120.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0067-039
TITLE	Vouchers - Travel
DESCRIPTION	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-003
Department on Aging
Operations
Community Based Services

SERIES ID	0159-039
TITLE	Home and Community Based Cost Cap Exception Files
DESCRIPTION	Application and supporting documentation relating to older Kansans applying for Medicaid assistance above the normal cost of regular planning care.
RETENTION	See Comments
COMMENTS	Retain in office until case is closed, transfer to the records center for 5 years, then destroy
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy

SERIES ID	0172-039
TITLE	Correspondence - Partnership Loan Program
DESCRIPTION	Incoming and outgoing letters and memoranda relating to the Partnership Loan Program.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 2 years, transfer to the records center for 3 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0171-039
TITLE	Kansas Senior Pharmacy Assistance Program Files
DESCRIPTION	Applications, pharmacy printouts, payment reports, program summaries, etc. relating to a program designed to assist elderly citizens with pharmaceutical costs.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer program summaries to the archives. Destroy remaining files.
DISPOSITION	Archives
RESTRICTIONS	42 CFR Part 460
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0069-039
TITLE	Newsletters - Aging Organizations
DESCRIPTION	Variety of newsletters produced by both in and out of state aging organizations maintained for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer in-state newsletters to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0158-039
TITLE	Older Kansans Employment Program Files
DESCRIPTION	Application, correspondence, monthly reports, vouchers, etc. relating to a state and federally funded program designed to assist older citizens with employment opportunities.
RETENTION	See Comments
COMMENTS	Obsolete series, transfer to the archives immediately for purging. Dept. on Aging no longer oversees this program.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0170-039
TITLE	Partnership Loan Program Application Files - Denied
DESCRIPTION	Application and supporting documentation relating to the denial of loans to submitting nursing facilities.
RETENTION	See Comments
COMMENTS	Retain in office for 2 years after the date of final disposition, transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0169-039
TITLE	Partnership Loan Program Files - Approved
DESCRIPTION	Application and supporting documentation relating to nursing facilities applying and receiving loans to support expansion of services and housing alternatives for senior Kansans.
RETENTION	See Comments
COMMENTS	Retain in office for 3 years, transfer to the records center until 7 years after the end date of the loan, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0168-039
TITLE	Program for All-inclusive Care for the Elderly (PACE) Files
DESCRIPTION	Registration form, monthly financial statements, service utilization reports, outcome based efficiency reports, payment reports, etc. relating to a program designed to provide comprehensive medical and social services managed care benefits for the frail elderly.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	42 CFR Part 460
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0070-039
TITLE	Silver Haired Legislature Files
DESCRIPTION	Correspondence, copies of testimony, copies of proceedings, and other documents related to the Silver Haired Legislature which offers recommendations to the legislature and governor on aging issues.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0071-039
TITLE	State Plan on Aging - Working Files
DESCRIPTION	Correspondence, notes, drafts, and other documents pertaining to the formulation of the State Plan on Aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0072-039
TITLE	State Plan on Aging Monitoring Reports
DESCRIPTION	Reports summarizing actions taken by the Department on Aging to implement the objectives defined in the State Plan on Aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy
Aging Network Specialist

SERIES ID	0073-039
TITLE	Case Management Grant Files
DESCRIPTION	Documents related to case management grants to area agencies on aging used by the department to make award decisions and to administer the state grants for aging services case management.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0074-039
TITLE	Case Management Working Files
DESCRIPTION	Copies of correspondence, portions of area plans, budget data, and other documents relating to the administration of the case management program for aging services provided by area agencies on aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0075-039
TITLE	Pre-Admission Assessment Files
DESCRIPTION	Correspondence, notes, and other documents relating to the agency's involvement with the state program that requires nursing home applicants to have their needs assessed prior to admission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy
Director's Office

SERIES ID	0076-039
TITLE	Correspondence - Routine
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.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0077-039
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the operations, activities, and concerns of the Aging Policy, Planning, and Advocacy unit.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy
Home and Community Based Services

SERIES ID	0166-039
TITLE	Home and Community Based Services Resident Status Review Files
DESCRIPTION	Level of care score reviews conducted upon residents in nursing facilities to determine whether their needs could be served within the community.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0165-039
TITLE	Home and Community Based Services Resident Status Review Training Materials
DESCRIPTION	Manuals, forms, handouts, etc. relating to the preparation of Resident Status Review training.
RETENTION	See Comments
COMMENTS	Retain until training program is obsolete, then transfer one copy of each manual, syllabus, textbook and/or handouts to the archives. Destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy
Legal Services Developer

SERIES ID	0078-039
TITLE	Americans With Disabilities Act Files
DESCRIPTION	Correspondence, self-assessments, outside publications and other materials relating to the Department on Aging's response to the Americans With Disabilities Act.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0079-039
TITLE	Continuing Legal Education Materials
DESCRIPTION	Variety of materials relating to continuing legal education conferences and seminars attended by the Legal Services Developer.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0080-039
TITLE	Employment Application Process Files
DESCRIPTION	Applications of unsuccessful applicants for employment and interview notes, correspondence, rating forms, and other materials relating to the application/interview process for all job applicants.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0081-039
TITLE	Equal Employment Opportunity Plans
DESCRIPTION	Documents related to agency compliance with laws and regulations concerning EEO/AA plans including the agency characteristic plan.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0082-039
TITLE	Estate Recovery Files
DESCRIPTION	Regulations, legislative testimony, and other materials pertaining to the state plan to place a claim on the assets of a Medicaid recipient following the recipient's and his/her spouse's death.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0083-039
TITLE	Legal Services Reports
DESCRIPTION	Quarterly reports submitted by providers containing demographic data on the participants in the legal services program and the nature of services provided to older Kansans through the program.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0084-039
TITLE	Medicaid Income Cap Files
DESCRIPTION	Correspondence, regulations, legislative testimony, newsclippings, and other documents pertaining to state efforts to limit the use of Medicaid funds for long term care.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0085-039
TITLE	Newsletters
DESCRIPTION	Variety of newsletters relating to legal issues affecting older Americans.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0086-039
TITLE	Subject Files - Elder Abuse
DESCRIPTION	External publications, reports, and other material relating to elder abuse issues maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0087-039
TITLE	Subject Files - General
DESCRIPTION	External publications, reference material, and other documents relating to the activities and concerns of the Legal Services Developer.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0088-039
TITLE	Subject Files - Public Benefits
DESCRIPTION	Reference material relating to a variety of public benefits available to older Americans including Medicare, Medicaid, Social Security, Supplemental Security Income, and veterans benefits.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0089-039
TITLE	Team Assessment Reports Working Files
DESCRIPTION	Notes, drafts, and other documents related to the preparation of Department on Aging team assessments of area agencies on aging.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(20)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0090-039
TITLE	Telephone Log
DESCRIPTION	Register summarizing the content of telephone calls from individuals seeking advice on legal issues affecting older Kansans.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Supersedes general schedule retention requirements for "Telephone and Visitors Logs."
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0091-039
TITLE	Training Materials - Equal Employment Opportunity Issues
DESCRIPTION	Documents related to training sessions conducted on employment discrimination issues for aging services providers throughout the state.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0092-039
TITLE	Training Materials - Legal Issues
DESCRIPTION	Handouts, presentation notes, and other materials related to training sessions conducted on living wills, elder abuse, durable powers of attorney, and other legal issues affecting older Kansans.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy
Planner

SERIES ID	0093-039
TITLE	Subject Files - Energy
DESCRIPTION	Publications, reports, notes, and other material relating to energy issues affecting the elderly maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0094-039
TITLE	Subject Files - Housing
DESCRIPTION	Publications, reports, notes, and other material relating to housing issues affecting the elderly maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0095-039
TITLE	Subject Files - Taxes
DESCRIPTION	Publications, reports, notes, and other material relating to tax issues affecting the elderly maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy
Public Health Educator

SERIES ID	0096-039
TITLE	Correspondence - Routine
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.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0097-039
TITLE	Kansas Alzheimer's and Related Diseases Task Force Files
DESCRIPTION	Correspondence, draft reports, and other documents related to the activities of the state task force charged with examining Kansas' services for persons with Alzheimer's and related diseases.
RETENTION	See Comments
COMMENTS	Obsolete series. Transfer to the archives immediately.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0098-039
TITLE	Press Releases
DESCRIPTION	Public information issued to the news media.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0099-039
TITLE	Publications - Public Health Education
DESCRIPTION	Publications produced and distributed by the Department on Aging on health issues affecting older Kansans.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer two copies of each publication to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0100-039
TITLE	Subject Files - Alzheimer's Disease
DESCRIPTION	External publications, research data, bibliographies, and other materials relating to Alzheimer's disease maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0101-039
TITLE	Subject Files - General Diseases
DESCRIPTION	External publications, research data, bibliographies, and other materials relating to diseases involving dementia maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0102-039
TITLE	Subject Files - Huntington's Disease
DESCRIPTION	External publications, research data, bibliographies, and other materials relating to Huntington's disease maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0103-039
TITLE	Subject Files - Parkinson's Disease
DESCRIPTION	External publications, research data, bibliographies, and other materials relating to Parkinson's disease maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0104-039
TITLE	Telecommunications Logs
DESCRIPTION	Log of incoming calls to the Alzheimer's helpline maintained to track productivity and the nature of information requests and responses.
RETENTION	006 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-004
Department on Aging
Aging Policy, Planning, and Advocacy
Senior Care Act Coordinator

SERIES ID	0105-039
TITLE	Senior Care Act Grant Files
DESCRIPTION	Documents related to Senior Care Act grants to area agencies on aging used by the department to make award decisions and to administer state grants for in-home services for the elderly.
RETENTION	See Comments
COMMENTS	Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files."
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0106-039
TITLE	Senior Care Act Program Evaluations
DESCRIPTION	Independent studies of the Senior Care Act program produced to evaluate the effectiveness of the program that provides state grant funds for in-home services for older Kansans.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0107-039
TITLE	Senior Care Act Program Files
DESCRIPTION	Variety of documents related to the establishment and implementation of the Senior Care Act program that provides in-house assistance to the elderly.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0108-039
TITLE	Subject Files - General
DESCRIPTION	Copies of publications, reports, correspondence, and other documents related to aging issues maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0109-039
TITLE	Subject Files - Health Promotion
DESCRIPTION	Variety of documents relating to erotological health issues maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0110-039
TITLE	Subject Files - Long Term Care
DESCRIPTION	Variety of documents related to long term care issues maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-005
Department on Aging
Client, Assessment and Referral Program

SERIES ID	0111-039
TITLE	Annual Report Drafts
DESCRIPTION	Working files compiled and used to produce the agency annual report.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0112-039
TITLE	Annual Reports
DESCRIPTION	Reports generated detailing agency activities for the year.
RETENTION	See Comments
COMMENTS	Transfer 2 copies to the archives yearly and destroy the remainder after 5 fiscal years.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0113-039
TITLE	CARE Level I Contract and Rate Applications
DESCRIPTION	Application and supporting documentation submitted by Area Agencies on Aging to provide services with the Department on Aging and maintained to ensure compliance with the contract.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0114-039
TITLE	CARE Level I Monthly Billing and CARE Reports
DESCRIPTION	Monthly billing reports submitted by Area Agencies on Aging to the Department on Aging for reimbursement to nursing home facilities operating at CARE Level I.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0115-039
TITLE	CARE Level II Assessors File
DESCRIPTION	Application and supporting documentation relating to state required qualifications to work as a mental illness or mental retardation assessor and make recommendations regarding placement.
RETENTION	See Comments
COMMENTS	Retain in conjunction with PASARR Files.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0116-039
TITLE	CARE Level II Monthly Billing and CARE Reports
DESCRIPTION	Monthly billing reports submitted by Area Agencies on Aging to the Department on Aging for reimbursement to nursing home facilities operating at CARE Level II.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER	53-2-123

SERIES ID	0117-039
TITLE	Correspondence - Policy Related
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.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0118-039
TITLE	Correspondence - Routine
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.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0119-039
TITLE	End of Year Data
DESCRIPTION	Statistical data compiled as required for Health Care Finance Administration reporting.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0120-039
TITLE	Minutes - CARE Coordinators
DESCRIPTION	Proceeding of regular or special meetings of the CARE coordinators.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0121-039
TITLE	Minutes - CARE Oversight Council
DESCRIPTION	Proceedings of regular or special meetings of the CARE Oversight Council.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0122-039
TITLE	Policy Statements
DESCRIPTION	Original copies of formal explanations of agency policies and procedures issued in collective manual or individual statement formats.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0123-039
TITLE	Preadmission Screenings and Annual Resident Reviews (PASARR)
DESCRIPTION	Correspondence, medical records, assessments, etc. made on individuals diagnosed with either a mental illness or mental retardation to determine the level of care.
RETENTION	80 fisc yrs
COMMENTS	Retain in office 10 fiscal years, transfer to the records center for 70 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1999-04-15
K.A.R. NUMBER	53-2-119

SERIES ID	0153039
TITLE	Procedures Manuals
DESCRIPTION	Original copies of agency procedures issued in a collective manual.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0124-039
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to staff interests and activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0125-039
TITLE	Working Files - Manual
DESCRIPTION	Working documents relating to the preparation of the field services manual for the CARE Level I and Level II program.
RETENTION	See Comments
COMMENTS	Retain in office until no longer useful, transfer to the records center for 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

Agency Number: 039-005
Department on Aging
Client, Assessment and Referral Program
Nursing Facilities

SERIES ID	0162-039
TITLE	Audit/Wage Pass Through Files
DESCRIPTION	Reports submitted by nursing facilities demonstrating how wage/staff enhancements dollars were spent.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0161-039
TITLE	Nutrition Task Force Files
DESCRIPTION	Documents relating to a task force designed to review and possibly revise current nutritional guidelines for older citizens
RETENTION	See Comments
COMMENTS	Obsolete series-immediately transfer to the archives for purging
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0160-039
TITLE	Planning and Service Area Menus
DESCRIPTION	Menus designed by the Nutrition Project dietitian as a guide for the Area Agencies on Aging and submitted to the Department on Aging for review.
RETENTION	003 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 2 calendar years, then destroy
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 039-006
Department on Aging
Budget, Finance, and Analysis

SERIES ID	0126-039
TITLE	Kansas Minority Resource Directory Working Files
DESCRIPTION	Documents related to the preparation of a directory listing organizations that either serve or are composed of minorities that assists area agencies on aging in increasing minority participation.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0127-039
TITLE	Participation Statistics Reports Working Files
DESCRIPTION	Documents related to the preparation of reports containing statistics on participation in aging programs by race for each planning and service area in the state.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0128-039
TITLE	Payments for Frail and Elderly Services
DESCRIPTION	Documents relating to the reconciliation of Blue Cross, STARS, and SRS payments made under the Frail and Elderly Waiver.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 6 fiscal years, then destroy. Meets Health Care Finance Administration requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-01-13
K.A.R. NUMBER	53-2-118

SERIES ID	0129-039
TITLE	Population Statistics
DESCRIPTION	Census statistics gathered to determine minority population percentages in each planning and service area and used to calculate target minority participation rates for aging programs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0130-039
TITLE	Rules and Regulations Working Files
DESCRIPTION	Notes, staff suggestions, copies of regulations, and other documents relating to the process of revising the agency's administrative regulations.
RETENTION	004 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 2 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

SERIES ID	0131-039
TITLE	Subject Files - Minorities
DESCRIPTION	Variety of materials relating to racial or ethnic groups maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 039-006
Department on Aging
Budget, Finance, and Analysis
Accounting and Financial Management

SERIES ID	0163-039
TITLE	Revisions of Financial Reports
DESCRIPTION	Correspondence, reports, work papers, etc. relating to the carryover of state and federal funds as computed by the agency based upon corrections of errors in calculating the Project Income Match.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 6 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 039-006
Department on Aging
Budget, Finance, and Analysis
Audit

SERIES ID	0132-039
TITLE	Nursing Facilities Central Office Files
DESCRIPTION	Documents relating to the distribution of costs among multiple nursing care facilities owned by a corporation as calculated by its central office.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0133-039
TITLE	Nursing Facility Audit Reports
DESCRIPTION	Audit reports, supporting documentation and copies of nursing facility program files reviewed both within the agency and by the Health Care Finance Administration to ensure accountability.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, purge files and transfer audit reports and supporting documentation to the records center for 3 years, then destroy. Retain ownership papers until closure plus 5 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

Agency Number: 039-006
Department on Aging
Budget, Finance, and Analysis
Reimbursement

SERIES ID	0134-039
TITLE	Appeals Files
DESCRIPTION	Documents relating to nursing care providers that appeal reimbursement actions established by the Department on Aging.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. SRS Fair Hearings Section retains the originals.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(25)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0135-039
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0136-039
TITLE	Budget Requests and Appeals - Annual
DESCRIPTION	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 thru 518 and associated supporting documents.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0137-039
TITLE	Case Mix Project Files
DESCRIPTION	Documents relating to the reimbursement proportion established for nursing care providers based upon the case mix.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0138-039
TITLE	Heavy Care Summary Report
DESCRIPTION	Computer printout listing those nursing facility residents who require additional services.
RETENTION	005 fisc yrs
COMMENTS	Obsolete series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0139-039
TITLE	Home and Community Based Services
DESCRIPTION	Copies of annual reports submitted by nursing care providers to the Health Care Finance Administration along with reimbursement information and maintained for convenience of reference.
RETENTION	005 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0140-039
TITLE	Litigation Case Files - Reimbursement
DESCRIPTION	Copies of documents relating to lawsuits filed in state and federal courts which usually involve but are not limited to reimbursement and audit actions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(29)
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0141-039
TITLE	Nursing Facility Finding Files
DESCRIPTION	Documents used to establish reimbursement rates allowed by the Health Care Finance Administration to nursing care providers.
RETENTION	006 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0142-039
TITLE	Nursing Facility Reimbursement Files
DESCRIPTION	Cost reports and copies of the nursing facility program file which the reimbursement division reviews and uses to establish reimbursement rates for nursing care providers.
RETENTION	010 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0143-039
TITLE	Nursing Facility Waiver Files
DESCRIPTION	Documents relating to nursing care providers waiving the option of participation in the state plan authorized by the Health Care Finance Administration.
RETENTION	010 fisc yrs
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-10-17
K.A.R. NUMBER	53-2-132

SERIES ID	0144-039
TITLE	Post-Payment Reports
DESCRIPTION	Monthly computer printouts generated by EDS or Blue Cross listing claim payment data from nursing care providers.
RETENTION	007 fisc yrs
COMMENTS	Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0145-039
TITLE	Provider Rate Table
DESCRIPTION	Computer printout detailing the provider rates of nursing facilities which participate in the Medicare and Medicaid reimbursement program.
RETENTION	001 fisc yr
COMMENTS	Obsolete series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0146-039
TITLE	Quality Indicator Profile Reports
DESCRIPTION	Computer report detailing the aggregate data on case distribution in each nursing facility which is used to determine reimbursement rates.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0147-039
TITLE	Rate Schedules - Book Copy
DESCRIPTION	Compilation of computer printouts generated summarizing cost report data which is used to determine reimbursement rates for nursing care providers and maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0148-039
TITLE	Resident Level Summary Report
DESCRIPTION	Computer printout generated quarterly and used to indicate the level of risk of residents in each nursing facility.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0149-039
TITLE	Resident Listing Report
DESCRIPTION	Quarterly computer printout listing the residents living in each nursing facility.
RETENTION	005 fisc yrs
COMMENTS	Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0150-039
TITLE	State Plan Files
DESCRIPTION	Comprehensive plan developed in conjunction with the Health Care Finance Administration to establish methods, standards, and reimbursement rates for nursing care providers.
RETENTION	013 cldr yrs
COMMENTS	Retain in office 10 calendar years, transfer to the records center for 3 calendar years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

SERIES ID	0151-039
TITLE	Subject Files - Director
DESCRIPTION	Variety of documents relating to the operation and administration of the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1998-07-14
K.A.R. NUMBER	53-2-116

Agency Number: 039-007
Department on Aging
Senior Health Insurance Counseling for Kansas

SERIES ID	0174-039
TITLE	Senior Health Insurance Counseling (SHICK) Files
DESCRIPTION	Documents relating to assistance provided by community volunteers to seniors regarding Medicare and other health care insurance issues.
RETENTION	002 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3)
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

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