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Kansas Records Retention Schedules

Results of Query:

KAR Number: 53-2-188

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Agency Number: 264-002
Department of Health and Environment
Environment Division

SERIES ID 0654-264 
TITLE Special Projects Files 
DESCRIPTION Contain documents related to one time/ad hoc projects. May contain lab reports, correspondence, reports, and planning documents related to environmental issues within the state of Kansas. 
RETENTION 020 cldr yrs 
COMMENTS Contact state archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(14)(20) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Remediation

SERIES ID 0462-264 
TITLE County Environmental Reference Files 
DESCRIPTION Records documenting environmental conditions at locations where a Bureau of Environmental Remediation(BER) response was not warranted. Records are kept for future reference, and include complaints referred to other agencies, regional groundwater studies, reports for environmental assessment and response actions performed without BER oversight, background information and facility inventories related to industrial sector evaluations, unregulated dump or landfill information, and other related records. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0461-264 
TITLE Federally Funded Program Files 
DESCRIPTION All records related to work performed under a federal grant or cooperative agreement. Does not include records scheduled under Environmental Site Files. 
RETENTION 010 cldr years 
COMMENTS Maintain all financial and programmatic records, supporting documents, statistical records, and other records related to work performed under the grant or agreement for a minimum of 10 years following the submission of the final expenditure report, or for awards that are renewed quarterly or annually, from the date of the submission o the quarterly or annual financial report. If any litigation, claim, negotiation, audit, cost recovery, or other action has been initiated, the records must be retained until completion of such action and resolution of all issues which arise from it or until the end of the regular 10 year period, whichever is later. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221 (a)(1); 42 USCA 9601 et Sec. 113(k)(1) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0810-264 
TITLE Storage Tank Compliance Files 
DESCRIPTION Records documenting a facility's routine procedures such as leak detection, inventory control, tightness testing, monitoring, and other activities required to prevent product releases into the environment as required by the Underground Storage Tank Act. 
RETENTION 031 cldr years 
COMMENTS Records are scanned for convenience, but the paper copy remains the record copy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 65-34, 108 (d); KSA 45-221 (a)(1) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Radiation

SERIES ID 0624-264 
TITLE Central Interstate Compact (CIC) Low-Level Radioactive Waste Program Files 
DESCRIPTION Correspondence, reports, newsclippings, and other documents relating generally to the compact formed by Kansas, Nebraska, Oklahoma, Arkansas, and Louisiana to manage and dispose of the five states' low-level radioactive waste. 
RETENTION Until Compact Superseded 
COMMENTS Contact the State Archives for appraisal. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0391-264 
TITLE County Emergency Planning Committee Files 
DESCRIPTION Documents concerning Emergency Planning Committees including lists of members, correspondence, proceedings, and other supporting materials.  
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0392-264 
TITLE Hazardous Substance Facilities Reporting Files 
DESCRIPTION Documents resulting from the required reporting of the production, use, or storage of hazardous substances by industrial or commercial facilities under Federal statute. 
RETENTION 010 cldr yrs 
COMMENTS Includes reports required by Sections 302, 304, 311, 312, and 313 of the Superfund Amendments and Reauthorization Acts of 1986, Title III. See also "Material Safety Data Sheets." Contact State Archives for appraisal - if not accepted, then destroy 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water

SERIES ID 0601-264 
TITLE Agricultural Waste Facilities Files 
DESCRIPTION Plan sheets, correspondence, registration applications, reports, and other documents related to issuing permits and regulating waste water produced by animal feed lot facilities. 
RETENTION 010 cldr yrs  
DISPOSITION Archives 
RESTRICTIONS KSA 45-221 (a)(1); KSA 65-170g, KAR 28-46-23, 40 CFR 122.7 40 CFR 123.25 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0689-264 
TITLE Aquatic Macro-Invertebrate Sample Identification Sheets 
DESCRIPTION Records of the contents of water samples taken from sampling stations as regards aquatic organisms according to laboratory analysis. 
RETENTION 020 cldr yrs 
COMMENTS This data is available in the Water Quality Data for Kansas report and the EPA's STORET system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0634-264 
TITLE Chlorophyll A Analysis Sheets 
DESCRIPTION Chemical analysis data relating to tests for chlorophyll A in lakes and wetlands that is used to monitor levels and ensure compliance with water quality standards. 
RETENTION 020 cldr yrs 
COMMENTS Data is found in the EPA's STORET system and the Kansas University's Kansas Water Database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0466-264 
TITLE Chlorophyll Test Results 
DESCRIPTION Worksheets used to plot results of tests for chlorophyll content in water samples. 
RETENTION 005 cldr yrs 
COMMENTS Some of this information can also be found in the EPA's STORET system. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0268-264 
TITLE Drinking Water Program Files 
DESCRIPTION Documents relating to the radiation portion of the state drinking water program. 
RETENTION Until Superseded 
COMMENTS Contact the State Archives for appraisal. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0633-264 
TITLE Lake and Wetland Water Quality Monitoring Program Files 
DESCRIPTION Field forms, notes, and other documents related to data gathered by KDHE employees on routine lake and wetland water samples which are analyzed to ensure compliance with standards. 
RETENTION 020 cldr yrs 
COMMENTS Data is transferred to EPA's STORET system and Kansas University's Kansas Water Database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0497-264 
TITLE Sample Station Water Year Data Files (Ambient Water) 
DESCRIPTION Computerized laboratory reports containing results of the analysis of water samples taken monthly from sampling stations: chemical, biological, and radiological data. 
RETENTION 020 cldr yrs 
COMMENTS Some data is input into the EPA STORET computer system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0545-264 
TITLE State Nonpoint Source Management Plan Files 
DESCRIPTION Documents relating to the development and implementation of the state's plan to control nonpoint source pollution. 
RETENTION Until Plan is Superseded 
COMMENTS Contact State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0642-264 
TITLE Stream Chemistry Monitoring Program Records 
DESCRIPTION Field forms, notes, and other documents related to data gathered on routine stream water samples which are analyzed to ensure compliance with water quality standards. 
RETENTION 020 cldr yrs 
COMMENTS Some data is found in EPA's STORET system and Kansas University's Kansas Water Database. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0716-264 
TITLE U.S. Army Corps of Engineers 404 Permit Applications 
DESCRIPTION Applications by individuals and organizations for permission to engage in construction on waterways and lakes in Kansas, and the evaluation and approval/disapproval thereof per federal program. 
RETENTION 005 cldr yrs 
COMMENTS See also "Construction Notices" for records related to construction following permit approval. Contact State Archives staff for appraisal - if not accepted, then destroy. 
DISPOSITION See COmments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health

SERIES ID 0750-264 
TITLE Elevated Blood Lead Levels Case Management Files - Children 
DESCRIPTION Correspondence, environmental reports, lab results, and other documents relating to the identification, monitoring and medical management of children with elevated blood lead levels. 
RETENTION 001 cldr yr post age 17 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0782-264 
TITLE Environmental Lead Levels 
DESCRIPTION Record of environmental lead levels in soils using Housing and Urban Development (HUD) protocol or composites. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS  
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0240-264 
TITLE Health Planning & Statewide Health Coordinating Council Files 
DESCRIPTION Documents pertaining to health planning and Statewide Health Coordinating Council including: reports, correspondence, and miscellaneous information. 
RETENTION Until Superseded 
COMMENTS Contact State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Disease Control & Prevention

SERIES ID 0252-264 
TITLE Disease Outbreaks Investigation Reports 
DESCRIPTION Documents relating to study and report of disease outbreaks in an attempt to forestall future occurrences or to determine mode of spread. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0254-264 
TITLE General Communicable Disease Reports 
DESCRIPTION Documents of officially reported communicable disease reports as submitted by medical providers. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0740-264 
TITLE Immunization Coverage Reports 
DESCRIPTION Retrospective Immunization Coverage Study and the Immunization Coverage Assessment of County Health Departments in Kansas as provided by county health departments and schools. 
RETENTION 001 cldr yr 
COMMENTS NOTE: The reports contain no identifying information. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0257-264 
TITLE Kansas Certification of Immunization School Reports 
DESCRIPTION Documents listing the levels of immunization on individual children entering Kansas schools. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0258-264 
TITLE Monthly Immunization Reports 
DESCRIPTION Documents relating to the number of doses administered by age and type of vaccine from providers. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0259-264 
TITLE Quarterly Reports 
DESCRIPTION Quarterly reports to the Centers for Disease Control regarding the progress and compliance with grant requirements. 
RETENTION 005 cldr yrs post completion 
COMMENTS Contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0738-264 
TITLE Ryan White Title II Case Files 
DESCRIPTION Files containing various notes, records, correspondence, and other documents related to the eligibility and treatment case management activities of a case, including identifying and confidential medical information. As established, the Ryan White AIDS/HIV program Title II provides states with a variety of mechanisms to provide HIV care and support to their residents, including grants for home- and community-based services, health insurance continuation, and care consortia to provide a wide range of medical and support services 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0260-264 
TITLE Sexually Transmitted Disease (STD) Patient Records 
DESCRIPTION Documents used to maintain surveillance and monitor treatment on sexually transmitted disease patients and contacts. 
RETENTION 005 cldr yrs post final contact 
COMMENTS Contact State Archives for approval - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0739-264 
TITLE Sexually Transmitted Diseases (STD) Investigation Reports 
DESCRIPTION Various reports and data collection tools for investigation and follow-up of STD cases and contacts. 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0264-264 
TITLE Tuberculosis Patient Records 
DESCRIPTION Documents used to maintain surveillance and monitor treatment on individual tuberculosis patients, contacts, and those suspected of having the disease. 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0741-264 
TITLE Vaccine Adverse Event Reporting System (VAERS) Investigation Reports 
DESCRIPTION Forms used for collecting and reporting information relevant to reportable events that contain identifying and confidential medical information. 
RETENTION 001 cldr yr post closure 
COMMENTS Some data may also be found within the CDC 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0742-264 
TITLE Vaccine Preventable Disease (VPD) Investigation Reports 
DESCRIPTION Various reports and data collection tools for investigation and follow-up of VPD cases and contacts. 
RETENTION 005 cldr yrs post completion 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Public Health Informatics

SERIES ID 0763-264 
TITLE Adult Lead Survey 
DESCRIPTION Questionnaire to ascertain lead blood level and exposure possibilities which includes an individual's work and non-work activities, blood test, children, and personal info. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0247-264 
TITLE Adverse Reaction to Immunization Reports 
DESCRIPTION Reports by health care providers of alleged adverse reactions to immunization. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0766-264 
TITLE Blood Lead Levels Test Results - Adults 
DESCRIPTION Laboratory results submitted to the bureau of blood lead levels in individual adults. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(24) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0749-264 
TITLE Blood Lead Levels Test Results - Children 
DESCRIPTION Laboratory results submitted to the bureau of blood lead levels in individual children. 
RETENTION 001 cldr yr 
COMMENTS The CDC maintains the electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0768-264 
TITLE Blood Lead Levels--Children 
DESCRIPTION Documents related to child blood lead levels after soil remediation. 
RETENTION 001 cldr year post retesting 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0734-264 
TITLE Communicable Disease (CD) Investigation Reports 
DESCRIPTION Various reports and data collection tools used for investigation, follow-up, and reporting CD cases and contacts. 
RETENTION 005 cldr yrs post last contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Family Health

SERIES ID 0313-264 
TITLE Administrative Files - Special Supplemental Nutrition Program for Women, Infants, and Children  
DESCRIPTION Documents used in the administration of the WIC program including: state plans, applications for WIC, budget applications, and regulations. 
RETENTION 004 Federal Fisc yrs 
COMMENTS Federal Fiscal Year runs 10/01 - 09/30 Contact State Archives for appraisal - if not accepted then destroy 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0746-264 
TITLE Child Care License Investigation Files - Substantive 
DESCRIPTION Documents relating to complaints, investigations and the ultimate closure of licensed facilities and/or homes due to violations of the Maternal Hospitals or Homes and Homes for Children Act. 
RETENTION 070 cldr yrs post closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507(b) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0744-264 
TITLE Child Care Licensing Files 
DESCRIPTION Application and renewals including supporting documentation relating to the licensing process including facility surveys to provide child care services for children. 
RETENTION 007 cldr yrs post facility closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507B 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

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: applications, financial, insurance, reports, bills, action plans, authorization, correspondence, and other related records. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0331-264 
TITLE Client Records 
DESCRIPTION Documents relating to medical files on children including: applications, professional reports, authorizations, action plans, bills, correspondence, narrative, financial & insurance info. 
RETENTION See Comments 
COMMENTS Files are retained for 010 cldr years post first defining event: age 21, deceased, or closed case. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0342-264 
TITLE Newborn Screening Notification records 
DESCRIPTION Documents used to alert doctors to an abnormal screening of a genetic disease, including lab reports from the KDHE laboratory, letters to physicians, correspondence and lab reports from physicians, forms, notes, spreadsheets created to generate aggregate data and make mail merges, etc. Data is also entered into the Bureau for Family Health web-based database system, which is maintained separately. 
RETENTION 005 cldr yrs post final contact 
COMMENTS Final contact with either the parent or physician. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0747-264 
TITLE Quarterly Blood Lead Level Reports - Children 
DESCRIPTION Report compiled to monitor blood lead levels on individual children. 
RETENTION 001 cldr yr 
COMMENTS The CDC maintains the electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

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

SERIES ID 0371-264 
TITLE Community Health Nurse Consultant Files 
DESCRIPTION Documents concerning the activities of Community Health Nurse Consultant including: personnel records, activity records, files, memos, and letters. 
RETENTION 003 cldr yrs post employment termination 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0382-264 
TITLE Refugee Health Assessment Program Files 
DESCRIPTION Documents relating to the Refugee and Health Assessment Program including: names of refugees and medical information to meet federal grant requirements. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

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

SERIES ID 0402-264 
TITLE Clinical Laboratory Certification Records 
DESCRIPTION Documents concerning hospital and clinical laboratories surveyed for Medicare certification, hospital licensure, including survey reports, & proficiency testing results. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0702-264 
TITLE Laboratory Equipment Operation and Maintenance Records 
DESCRIPTION Documents related to acquisition, use, and maintenance of laboratory equipment: manuals, warranties, correspondence, notes, and related documents. 
RETENTION 005 cldr yrs post supersedence 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0703-264 
TITLE Laboratory Quality Assurance & Control Certification Records 
DESCRIPTION Certifications of laboratory personnel to perform various laboratory activities and operations. 
RETENTION 003 cldr yrs post employment termination 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

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 0002-264 
TITLE Aid to Counties - Audit Reports 
DESCRIPTION Reports of audits performed on local health agencies related to the Aid to Counties Program. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0155-039 
TITLE Health Care Finance Administration Files - Medicaid 
DESCRIPTION Correspondence, contracts, financial expenditures, estimated expenditures, and other documents relating to the financial management of the Medicaid program. 
RETENTION 007 fisc yrs 
COMMENTS
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0709-629 
TITLE Medicaid Financial Eligibility Files 
DESCRIPTION Documents relating to financial assessments on individuals to determine program eligibility. 
RETENTION 007 cldr yrs post determination 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(14)(30) and KSA 39-709B 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0422-629 
TITLE Medical Claim Files 
DESCRIPTION Claims filed by patient for payment of services by Medicaid. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0145-039 
TITLE Provider Rate Tables 
DESCRIPTION Documents detailing the provider rates for providers and facilities which participate in the Medicare and Medicaid reimbursement program. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0687-629 
TITLE Utilization Review Forms 
DESCRIPTION Forms completed by Medicaid provider demonstrating the medical necessity for an individual patient's hospitalization and reviewed for Medicaid reimbursement to the hospital. 
RETENTION 007 fisc yrs post review closure. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

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