Jump to Navigation

Kansas Records Retention Schedules

Results of Query:

Agency Code: 264 (Department of Health and Environment)

Page 4 of 4 showing 29 records of 329 total, starting on record 301
1 | 2 | 3 | 4



Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Office of Health Care Information

SERIES ID 0686-264 
TITLE Induced Termination of Pregnancy Report 
DESCRIPTION Report compiled by the provider facilities and submitted to the Secretary of Health and Environment relating to the number of induced termination of pregnancies performed as required by KSA 65-445. 
RETENTION See Comments 
COMMENTS Retain hard copy 1 year after current report year, then destroy. Retain raw computer data until no longer useful, then delete. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) & 65-436 
APPROVED 1997-07-10 
K.A.R. NUMBER 53-2-112 

SERIES ID 0097-264 
TITLE Manpower Statistics 
DESCRIPTION Documents relating to demographic data on physicians, dentists, dental hygienists, physical therapists, occupational therapists, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0098-264 
TITLE Medical Doctor/Doctor of Osteopathy Annual Renewal Survey 
DESCRIPTION Documents used to identify medical doctors and doctors of osteopathy by name, address, practice location, hours worked, and other demographic/statistical data gathered as required by statute. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Vital Statistics

SERIES ID 0149-264 
TITLE Administrative Files 
DESCRIPTION Variety of documents relating to the administration of the bureau including: general correspondence for VS, budget material, personnel files, contracts, individual county correspondence files, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0150-264 
TITLE Adoption Files 
DESCRIPTION Documents used in the process of adoption including: form letters, blank forms, copy rules and regulations, foreign born adoption index, etc. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0152-264 
TITLE Applications for Vital Records 
DESCRIPTION Applications for birth, death, marriage, divorce and stillbirth certificates including: names, dates of events, places, parents, relationship of person or reason for having record, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0153-264 
TITLE Coding Material for Occupation and Industry on Death Certificate 
DESCRIPTION Documents relating to coding the occupation and industry of the deceased on current death certificates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0154-264 
TITLE Corrections or Changes Files 
DESCRIPTION Letters, notes, requests for corrections/changes on original records, returned certified copies, etc. relating to requests for changes or corrections on recent birth and death certificates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0156-264 
TITLE Death Certificate Material 
DESCRIPTION Documents relating to death certificate registration material used to register and code current death records. 
RETENTION See Comments 
COMMENTS Retain until updated, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0157-264 
TITLE Delayed Birth Certificate Registration 
DESCRIPTION Documents used to establish delayed birth registration in Kansas including: fed. census forms, copies of statutes, sample letters, D.B. index, book of dead town list, original D.B. certificates, etc. 
RETENTION Permanent 
COMMENTS Retain original copy and microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0158-264 
TITLE General Office Files 
DESCRIPTION Variety of documents, generally office copies, used in the daily activities of the division. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0159-264 
TITLE Hospital and Funeral Home Monthly Report 
DESCRIPTION Documents relating to hospital reports of all births and stillbirths which occur in the state. 
RETENTION See Comments 
COMMENTS Retain until all records are accounted for and report is microfilmed, then destroy hard copy. Retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0160-264 
TITLE Indexes for Certificates and Microfilm Off-Site Storage 
DESCRIPTION Indexes used to locate certificates and microfilm that are stored off-site. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0161-264 
TITLE Indexing Materials 
DESCRIPTION Microfiche, death index books, computer printouts, etc. used to locate state file numbers on records in order to retrieve and process certified copies. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0162-264 
TITLE Indexing Resources 
DESCRIPTION Indexing material used to locate state file number on certificates needed for retrieval and reproduction including: names, date of event, place of event code, index number, type of record, etc. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0163-264 
TITLE Original Birth, Death, Marriage, Divorce and Stillbirth Records 
DESCRIPTION Original records of events which have occurred in Kansas including: names, dates, places, type of records, parents, addresses, occupation, medical info, marital status, social security numbers, etc. 
RETENTION Permanent 
COMMENTS Retain original and microfilm permanently, originals go to off-site storage. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0165-264 
TITLE Preparation Files 
DESCRIPTION Documents used to help prepare original birth, death, marriage divorce, stillbirth and delayed birth registrations. 
RETENTION Permanent 
COMMENTS After microfilming, destroy hard copy, retain microfilm permanently. 
DISPOSITION Permanent 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0168-264 
TITLE Reports - Special Projects 
DESCRIPTION Reports produced by the section relating to special projects. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0169-264 
TITLE Subject Files 
DESCRIPTION Variety of documents used to register vital events, local register files, reports to NCHS, hospital delinquency reports, individual funeral home files, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

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 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 
1 | 2 | 3 | 4

New Search