Kansas Records Retention Schedules
| Agency: | Board of Emergency Medical Services. |
27 Schedule Entries Found:
Agency Number: 206-001
Board of Emergency Medical Services
| SERIES ID | 0024-206 | | TITLE | Ambulance Inspection Files | | DESCRIPTION | Documents relating to the inspection of ambulances and rescue vehicle companies to ensure their compliance with public safety standards established by the board. | | RETENTION | See Comments | | COMMENTS | Retain in office for 1 year (or longer for problem companies, until no longer useful). Transfer to digital archive and destroy hard copies after performance of quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0001-206 | | TITLE | Ambulance Service Files | | DESCRIPTION | Documents relating to the licensure and renewal process for ambulances and rescue vehicles to ensure their compliance with requirements established by the board. | | RETENTION | See Comments | | COMMENTS | Retain in office for 1 year (or longer for problem companies, until no longer useful). Transfer to digital archive and destroy hard copies after preforming quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0001-206 | | TITLE | Ambulance Service Files | | DESCRIPTION | Documents relating to the licensure and renewal process for ambulances and rescue vehicles to ensure their compliance with requirements established by the board. | | RETENTION | See Comments | | COMMENTS | Retain in office until expired, then transfer to the records center for 5 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0002-206 | | TITLE | Attendant Certification Files | | DESCRIPTION | Application and supporting documentation relating to the issuance of licenses to qualified emergency medical technicians, first responders, and mobile intensive care technicians. | | RETENTION | See Comments | | COMMENTS | Retain in office until expiration of certification, transfer to the records center for 5 calendar years, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0002-206 | | TITLE | Attendant Certification Files | | DESCRIPTION | Application and supporting documentation relating to the issuance of licenses and renewals to qualified emergency medical technicians, first responders, and mobile intensive care technicians. | | RETENTION | See Comments | | COMMENTS | Retain in office for one renewal cycle (2 years); transfer to digital archive and then destroy paper-based records after performance of quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | 5 USC Sec. 552a | | APPROVED | 2009-10-21 | | K.A.R. NUMBER | 53-2-161 |
| SERIES ID | 0025-206 | | TITLE | Complaint Files | | DESCRIPTION | Complaints lodged by consumers regarding a licensed individual or ambulance and rescue vehicle service company and subsequent resolution by the board. | | RETENTION | See Comments | | COMMENTS | Retain until no longer immediately needed, Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0003-206 | | TITLE | Continuing Education Files | | DESCRIPTION | Documents relating to mandatory continuing educational credits required for attendants to maintain certification. Also includes records relating to long-term and short-term Program Providers and Sponsors of Continuing Education and Initial Education. A.K.A. "Program Provider Files." | | RETENTION | See Comments | | COMMENTS | Retain in office for 2 years, transfer to digital archive and then destroy
paper-based record after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-10-21 | | K.A.R. NUMBER | 53-2-161 |
| SERIES ID | 0004-206 | | TITLE | Contracts | | DESCRIPTION | Legal agreements with individuals and organizations. Includes all associated documents, eg. DA-146 series. | | RETENTION | See Comments | | COMMENTS | Retain until expiration of contract. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0005-206 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0006-206 | | 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 immediately needed. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 3 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0007-206 | | TITLE | Employee Personnel Files | | DESCRIPTION | Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0008-206 | | 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 | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0009-206 | | TITLE | Examination Files | | DESCRIPTION | Copies of examinations given to candidates applying for a license to practice in the state as required by KSA 65-6129. | | RETENTION | See Comments | | COMMENTS | Retain until no longer immediately needed, transfer to digital archive and then destroy paper-based record after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | KSA 45-221(a)(9) | | APPROVED | 2009-10-21 | | K.A.R. NUMBER | 53-2-161 |
| SERIES ID | 0010-206 | | TITLE | Examiner and Instructor Files | | DESCRIPTION | Documents relating to performance ratings given and complaints filed against course examiners and instructors. | | RETENTION | See Comments | | COMMENTS | Retain in office 2 calendar years after expiration of the individual instructor or examiner certification or complaint is resolved. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 3 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0012-206 | | TITLE | Hearing and Meeting Transcripts and Electronic Media Recordings | | DESCRIPTION | Records of agency hearings and other meetings: transcripts, audiotapes, videotapes, notes, etc. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0013-206 | | TITLE | Historical Information Files | | DESCRIPTION | Variety of documents relating to the administration and operation of the board. | | RETENTION | See Comments | | COMMENTS | Retain until no longer useful, then transfer to the archives for purging. | | DISPOSITION | Archives | | RESTRICTIONS | None | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0014-206 | | TITLE | Initial Training Program Files | | DESCRIPTION | Documents relating to the development of criteria for course curricula and approval of the course of instruction for instructor-coordinators to ensure training programs meet board requirements. | | RETENTION | See Comments | | COMMENTS | Retain until no longer immediately needed, transfer to digital archive and then destroy paper-based record after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-10-21 | | K.A.R. NUMBER | 53-2-161 |
| SERIES ID | 0015-206 | | TITLE | Instructor-Coordinator and Training Officer Files | | DESCRIPTION | Documents relating to the certification and renewal process for instructor-coordinators and training officers authorized to coordinate training programs for attendants. | | RETENTION | See Comments | | COMMENTS | Retain until no longer immediately needed, transfer to digital archive and then destroy paper-based record after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-10-21 | | K.A.R. NUMBER | 53-2-161 |
| SERIES ID | 0016-206 | | TITLE | Inventory Records - Expendable Property | | DESCRIPTION | Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials. | | RETENTION | See Comments | | COMMENTS | Retain until no longer immediately needed. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0017-206 | | 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 no longer immediately needed. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 5 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0018-206 | | TITLE | Investigation Files | | DESCRIPTION | Documents relating to investigations into allegations of incompetence or illegal practice by attendants and any resulting action taken by the board against the individual. | | RETENTION | See Comments | | COMMENTS | Retain in office until case is closed, transfer to permanent digital archive and destroy hard copies after performing quality assurance. | | DISPOSITION | Permanent | | RESTRICTIONS | K.S.A. 45-221(a)(3) and (30), 45 CFR Parts 160 and 164 (HIPAA) | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0019-206 | | TITLE | Leave Requests | | DESCRIPTION | Internal forms used to request and authorize the taking of leave by employees. | | RETENTION | 005 fisc yrs | | COMMENTS | See also Employee Time Report Records. | | DISPOSITION | Destroy | | RESTRICTIONS | KSA 45-221(a)(4) | | APPROVED | 1997-01-09 | | K.A.R. NUMBER | 53-2-110 |
| SERIES ID | 0020-206 | | TITLE | Legal Recognition and Temporary Files | | DESCRIPTION | Applications and supporting documentation relating to temporary certification requests from non-resident attendants to practice in the state. | | RETENTION | See Comments | | COMMENTS | Retain until expiration of certificate. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 3 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0021-206 | | TITLE | Minutes | | DESCRIPTION | Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations. | | RETENTION | See Comments | | COMMENTS | Destroy audiotapes of proceedings following transcription. Retain until no longer immediately needed, transfer to permanent digital archives and retain paper-based record until performing quality assurance, then destroy. | | DISPOSITION | Permanent | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0011-206 | | TITLE | Supply Requests | | DESCRIPTION | Documents used by subordinate organizations to order expendable supplies from central supply rooms. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain until no longer immediately needed. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 3 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0023-206 | | 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 | Retain until no longer immediately needed. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 3 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 |
| SERIES ID | 0022-206 | | TITLE | Vouchers - Receipts | | DESCRIPTION | Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series. | | RETENTION | 003 fisc yrs | | COMMENTS | Retain until no longer immediately needed. Transfer to digital archive and destroy hard copies after performing quality assurance. Keep digital record for 3 years and then purge. | | DISPOSITION | See Comments | | RESTRICTIONS | None | | APPROVED | 2009-07-28 | | K.A.R. NUMBER | 53-2-160 | New search
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