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Kansas Records Retention Schedules

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Agency Code: 264 (Department of Health and Environment)

Page 4 of 4 showing 11 records of 311 total, starting on record 301
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Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Vital Statistics

SERIES ID 0170-264 
TITLE Subject Files - Accounting 
DESCRIPTION Documents retained for accounting purposes for the issuance of vital records including: money receipts, date of transaction, type of record, amount of fees paid, name, date, place of event, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0171-264 
TITLE Subject Files - Corrections or Changes 
DESCRIPTION Documents used to make corrections or changes on original records. 
RETENTION Permanent 
COMMENTS Destroy hard copy after microfilming. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0172-264 
TITLE Subject Files - Marriage Licenses 
DESCRIPTION Variety of documents used to register marriage license issued in Kansas including the statistical portion of the license on microfilm the scanned image or the electronic file provided by the county district court. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS  
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0173-264 
TITLE Subject Files - Registration 
DESCRIPTION Variety of documents used to register birth, stillborn, divorce and annulment records which have occurred in Kansas. 
RETENTION Permanent 
COMMENTS Image records and retain permanently. Original paper copies are transferred to offsite storage and retained permanently. 
DISPOSITION Permanent 
RESTRICTIONS Portions per K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0173-264 
TITLE Subject Files - Registration 
DESCRIPTION Documents used to register birth, stillbirth and divorce or annulment records which have occurred in Kansas. 
RETENTION See Comments 
COMMENTS Retain stillbirth certificates permanently, the remainder retain until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0174-264 
TITLE Subject Files - Requests from SRS 
DESCRIPTION Requests from SRS for records which contain fees receipts, requests from SRS with no fees and awaiting receipt of fees, air-bill receipts, copies of vouchers, etc. 
RETENTION See Comments 
COMMENTS Retain for 1 year on pending receipts, the remainder retain 3 months, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0175-264 
TITLE Supervisory Files 
DESCRIPTION Variety of documents relating to supervisory activities including: memos, personnel files, training information, minutes, interview files, etc. 
RETENTION See Comments 
COMMENTS Retain personnel files 5 years after termination, then destroy. The remainder refer to general schedule or contact the archives for appraisal, if not accepted, destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-111
Department of Health and Environment
Division of Health Care Finance

This division initially began under the Department of Social and Rehabilitation Services and then became a separate agency, the Health Policy Authority, which also took over state self insurance duties from the Department of Administration. The KHPA became a sub-agency of KDHE in FY2012, as the Division of Health Care Finance.


SERIES ID 0709-629 
TITLE Consumer Eligibility Files 
DESCRIPTION Documents relating to health care assessments on individuals to determine the eligibility and type of service to be provided. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0706-629 
TITLE Estate Recovery Case Files 
DESCRIPTION Correspondence, eligibility history, probate pleadings, family agreements, etc. relating to legal action taken to recover assets from deceased medical assistance recipients' estates. 
RETENTION Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b & 45-221(a)(3) 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0700-629 
TITLE Medical Subrogation Case Files 
DESCRIPTION Medical reports, police reports, accident inquiries, correspondence, etc. relating to agency efforts to recover medical costs. 
RETENTION Retain 5 years after cased is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b & 45-221(a) (3) 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0723-629 
TITLE Provider Fraud/Review Files 
DESCRIPTION Documents relating to home care provider contracts that are monitored to ensure compliance and accountability of the charges. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, then transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
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