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Kansas Records Retention Schedules

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Agency Code: 264 (Department of Health and Environment)

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Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services Section

SERIES ID 0282-264 
TITLE Clinic Reports 
DESCRIPTION Individual client medical reports listing the status of the disease and other personal information. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Director's Office

SERIES ID 0368-264 
TITLE Administrative Files 
DESCRIPTION Documents used in the daily operation of the bureau including: correspondence, meetings, on-going projects, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Health Facility Regulation Bureau
Health Occupations Credentialing

SERIES ID 0203-264 
TITLE Child Care Regulatory Files 
DESCRIPTION Inspection reports and correspondence relative to the licensing or the registration of child care facilities regulated by the Kansas Department of Health and Environment. 
RETENTION See Comments 
COMMENTS Files with only an application and self-evaluation, destroy after 1 year. The remainder retain after facility is closed 7 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0799-264 
TITLE Correspondence - CNA, CMA, HHA 
DESCRIPTION Incoming and outgoing letters and memoranda relating to routine matters concerning the CAN, CMA, and HHS certified professions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-126 

SERIES ID 0218-264 
TITLE Health Care Facilities Risk Management Plans 
DESCRIPTION Documents submitted annually by health care facilities relating to their risk management plans and site review reports. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0803-264 
TITLE Legal Investigations and Action Files 
DESCRIPTION Correspondence, hearing records, legal orders, affidavits, etc. relating to investigations of alleged violations of the Health Occupations Credentialing Act. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

SERIES ID 0224-264 
TITLE Medical Care Facilities Files 
DESCRIPTION Survey reports, correspondence, etc. relating to the medical care facilities inspections conducted by the agency to ensure compliance with state and federal requirements. 
RETENTION 005 fisc yrs 
COMMENTS Meets federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0806-264 
TITLE Nursing Facility Abuse Files 
DESCRIPTION Complaint, correspondence, hearing documents, etc. relating to investigations of abuse of residents by long term care nursing facilities employees. 
RETENTION 040 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 39 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

SERIES ID 0238-264 
TITLE Subject Files - Health Occupations Credentialing Act 
DESCRIPTION Correspondence, reports, topical information, etc. relating to the health planning and statewide health coordinating council and Health Occupations Credentialing committee. 
RETENTION 005 cldr yrs 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

SERIES ID 0240-264 
TITLE Subject Files - Health Planning & Statewide Health Coordinating Council 
DESCRIPTION Subject files pertaining to health planning and Statewide Health Coordinating Council including: reports, correspondence, and miscellaneous information. 
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 0239-264 
TITLE Subject Files - Licensing Programs 
DESCRIPTION Variety of documents relating to the development and operating of various licensing programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

Agency Number: 264-003
Department of Health and Environment
Health Division
Office of Health Promotion

SERIES ID 0295-264 
TITLE Seat Belt Files 
DESCRIPTION Documents relating to the institution and administration of the Seat Belt Program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0298-264 
TITLE Subject Files - Health Promotion Administrator 
DESCRIPTION Documents used in the day to day work of the position including: work in progress, narrative descriptions, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then file in appropriate program file. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Special Health Services
Children and Families Section

SERIES ID 0301-264 
TITLE Children Deceased and 21 Years Old 
DESCRIPTION Documents of children who have died or turned 21 years of age including: SHS applications, financial, insurance, reports, bills, health care plans, authorization, correspondence, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories

SERIES ID 0400-264 
TITLE Breath Alcohol Certification Records 
DESCRIPTION Documents relating to the certification of breath testing instruments and individual law enforcement operators, and used to verify the status of operators and instruments for court cases on DUIs. 
RETENTION See Comments 
COMMENTS Retain 18 months after instrument or operator is recertified or replaced, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0807-264 
TITLE Radiochemistry Laboratory Public Drinking Water and non-Wolf Creek Records 
DESCRIPTION Sample collection forms, reports, and raw data of public water monitoring and radiological surveillance programs other than Wolf Creek Nuclear Power Generating Station. 
RETENTION 010 cldr yrs 
COMMENTS Retain in lab for 3 years, transfer to the records center for 7 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-07-13 
K.A.R. NUMBER 53-2-148 

SERIES ID 0808-264 
TITLE Radiochemistry Laboratory Wolf Creek Records 
DESCRIPTION Sample collection forms, reports, quality control data, etc. relating to the monitoring of the Wolf Creek Nuclear Power Generating Station. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories
Information and Reporting Section

SERIES ID 0402-264 
TITLE Clinical Laboratory Certification Records 
DESCRIPTION Documents concerning hospital and clinical laboratories surveyed for Medicare certification, hospital licensure and syphilis serology approval, including survey reports, & proficiency testing results. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0403-264 
TITLE Diagnostic Microbiology Laboratory Records 
DESCRIPTION Laboratory logs of results of laboratory tests and laboratory activity includes: quality control of media, specimen logsheets with laboratory numbers and patient names, etc. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0573-264 
TITLE Inorganic and Air Quality Laboratory Records 
DESCRIPTION Results of laboratory tests conducted on a variety of environmental samples which are used for monitoring public water supplies and ambient water quality to ensure compliance with standards. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-140 

SERIES ID 0574-264 
TITLE Organic Chemistry Records 
DESCRIPTION Results of laboratory tests conducted on a variety of environmental samples maintained to monitor public water supplies to ensure compliance with standards. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 1 year, transfer to the records center for 4 years, then destroy. Conforms to EPA requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-01-12 
K.A.R. NUMBER 53-2-140 

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories
Office of Sample and Data Management

SERIES ID 0789-264 
TITLE Environmental Chemistry Laboratory Logs 
DESCRIPTION Raw data and logs of environmental water samples laboratory tests conducted on public and private drinking water supplies. 
RETENTION See Comments 
COMMENTS Retain in lab 1 year, transfer to the records center for 4 years. Agency records officer will notify the Bureau of Environmental Remediation and transfer possession of these records to the Bureau if they wish to retain longer, otherwise destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0790-264 
TITLE Environmental Chemistry Laboratory Reports 
DESCRIPTION Reports of laboratory tests conducted on a variety of environmental samples which are used for monitoring public water supplies and ambient water quality to ensure compliance with standards. 
RETENTION 005 cldr yrs 
COMMENTS Some information maintained electronically in the Kansas Water Database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0404-264 
TITLE Environmental Laboratory Certification Records 
DESCRIPTION Applications and annual renewal certificates, etc. relating to all laboratories certified in the Environmental Division certification program. 
RETENTION 005 cldr yrs 
COMMENTS Retain in lab for 3 years, transfer to the records center for 7 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0405-264 
TITLE Environmental Microbiology Laboratory Logs 
DESCRIPTION Raw data and logs of sample tests conducted on samples collected from various environmental sites such as private and public water supplies, landfills, ambient water sites, remediation sites, pollution sites, etc. to ensure compliance with federal and state standards and regulations. 
RETENTION 005 cldr yrs 
COMMENTS Retain originals in lab for 1 year, transfer to the records center for 4 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0572-264 
TITLE Environmental Microbiology Laboratory Reports 
DESCRIPTION Reports of laboratory tests conducted by the Microbiology Laboratory of public and private drinking water supplies to detect the coliform levels for compliance with standards. 
RETENTION 005 cldr yrs 
COMMENTS Some information maintained in the Kansas Water Database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0575-264 
TITLE Laboratory Submission Forms and Reports  
DESCRIPTION Universal health submission and blood lead analysis forms and reports of analysis, including amended reports, regarding screenings performed on individually identifiable individuals from physicians, hospitals, clinics, and county health departments.  
RETENTION See comments 
COMMENTS Destroy paper copies and delete data 2 calendar years after date received for all forms and reports, except HIV reports of analysis, which must be retained 5 calendar years from date received. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3), HIPAA 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0570-264 
TITLE Neonatal Screening and Environmental Toxicology Laboratory records 
DESCRIPTION Submission forms and reports of analysis, including any amended reports, regarding newborn screening performed by the KDHE laboratory on individually identifiable newborns. Data is entered into the Informix database and forms have been scanned into either DocuWare or ImageNow systems. 
RETENTION See Comments 
COMMENTS Retain for 21 years, then destroy. Records are scanned and data is entered into database, but the paper copy remains the record copy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3), HIPAA 
APPROVED 2012-04-19 
K.A.R. NUMBER 53-2-171 

SERIES ID 0576-264 
TITLE Virology and Serology Laboratory Logs 
DESCRIPTION Raw data and logs containing results of laboratory tests and related laboratory activities. 
RETENTION See Comments 
COMMENTS Retain syphilis and febrile agglutination records in lab for 2 years, then destroy. Retain virus records in lab 5 years, then destroy. Retain all original clinical sample submission forms in lab for 6 months after scanning, then destroy. Destroy all original clinical sample submission forms older than 5 years. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & KSA 65-6002 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

SERIES ID 0728-264 
TITLE Water Sample Cards 
DESCRIPTION Information cards submitted by water collectors to the agency testing the coliform levels of private and public drinking water supplies to ensure compliance with state and federal health standards. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-10-14 
K.A.R. NUMBER 53-2-140 

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Director's Office

SERIES ID 0104-264 
TITLE Director's Administrative Files 
DESCRIPTION Variety of documents related to the administration of the division of information systems including: personnel files, copies of purchase requests, copies of administrative memos, 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 Portions per KSA 45-221(a) 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0105-264 
TITLE Division Files 
DESCRIPTION Documents related to the activities within each office and section of the division including: research and analysis, data processing, activities of state registrar, speaking materials, 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 0106-264 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities of the bureau including: memos, contracts, budget file, health information files, office equipment files, travel files, secretary minutes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
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
Office of Health Care Information

SERIES ID 0081-264 
TITLE Accidental Death Transcripts 
DESCRIPTION Documents listing relevant statistics for accidental death reporting system including: name, date of death, statistical information about cause of accidental death and relevant death certificates. 
RETENTION See Comments 
COMMENTS These should be transferred to the Office of Vital Statistics for permanent retention when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0082-264 
TITLE Annual Tables 
DESCRIPTION Annual tables of births, deaths, marriages and divorces including: births, deaths, marriages, divorces by county, age group, sex, race, etc. 
RETENTION See Comments 
COMMENTS Retain in office permanently or transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0083-264 
TITLE Annual Vital Statistics Tables 
DESCRIPTION Birth, death, marriage, divorce, and abortion data compiled on an annual basis. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0087-264 
TITLE Dentists/Dental Hygienists Surveys 
DESCRIPTION Surveys of dentists and dental hygienists listing name, address, sex, age, practice related questions, race, 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 0088-264 
TITLE Elderly Kansans Survey 
DESCRIPTION Documents relating to health assessment of elderly Kansans including: name, age, address, sex, race, 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 0090-264 
TITLE Expenditure Study 
DESCRIPTION Documentation for worksheets of health expenditures study including: publications, data table, memos, letters, worksheets and drafts of study, correspondence, notes, 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 0092-264 
TITLE General Office Files 
DESCRIPTION Documents relating to the daily operation of the unit including: memos, applications, budget documents, general data, 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 0093-264 
TITLE General Statistical Reference Files 
DESCRIPTION Documents related to statistical compilations used for requests including: correspondence and data compilations related to births, deaths, marriages, divorces and abortions, stats. from other states. 
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 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 
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