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Kansas Records Retention Schedules

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Agency Code: 000-122 (Local Government Records. Community Developmental Disability Organization)

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Agency Number: 000-122
Local Government Records
Community Developmental Disability Organization

NOTE: This schedule has been approved by the State Records Board for county-run CDDOs. CDDOs not run by county offices may also use this schedule for reference in managing their records.


SERIES ID 0004-122 
TITLE Affiliated Service Provider Contract Monitoring 
DESCRIPTION Records related to contract monitoring of agencies contracting to provide services to consumers. Includes, but is not limited to, licensing documents, insurance, background checks, site visits, and client interviews. 
RETENTION 7 fiscal years after contract expires 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A. 22-4707 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0001-122 
TITLE CDDO Consumer Files 
DESCRIPTION Documents related to the intake and eligibility, functional assessment, quality oversight, and funding management of Community Developmental Disability Organization (CDDO) consumers. Records include but are not limited to applications, identification, medical diagnostics, forms, correspondence, assessments, surveys, insurance, reports (incident, death, abuse/neglect/exploitation) funding and all supporting documentation. 
RETENTION See comments 
COMMENTS Retain for 10 calendar years after last contact, then destroy. For juvenile records, retain 10 years after last contact or until 21st birthday, whichever is later, then destroy.  
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(3), HIPAA 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0003-122 
TITLE Program Funding Management 
DESCRIPTION Records related to the management of program grant funding, including but not limited to program funding forms, insurance claims, contracted provider billing documents, accounts payable/accounts receivable records, reports, and funding data. 
RETENTION See comments 
COMMENTS Retain original applications, contracts, agreements, and annual and final performance reports permanently. Destroy remaining documents after 7 fiscal years.  
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2014-10-16  ; Revised 2014-10-19
K.A.R. NUMBER 53-2-182 

SERIES ID 0002-122 
TITLE Service Provider Contracts and Credentialing Records 
DESCRIPTION Documents related to the contracting process for service providers. Records include those that are directly related to licensing, insurance, background checks, application, and provider's business plan. 
RETENTION 7 fiscal years after contract expires 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per K.S.A. 22-4707 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

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