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Kansas Records Retention Schedules

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Agency Code: 039-000 (Department for Aging and Disability Services. All Divisions)

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Agency Number: 039-000
Department for Aging and Disability Services
All Divisions

Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).


SERIES ID 0003-039 
TITLE Area Agencies on Aging - Permanent Files 
DESCRIPTION Copies of documents maintained by the Dept. on Aging that establish policies for area agencies on aging: articles of incorporation, by-laws, policy manuals, affirmative action plans, sample contracts. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0004-039 
TITLE Area Plans 
DESCRIPTION Plans submitted by area agencies on aging, used as the basis for grant funding decisions, that contain information on aging program characteristics, objectives, coordination, and service levels. 
RETENTION See Comments 
COMMENTS Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0005-039 
TITLE Assessment Reports - Federal Administration on Aging 
DESCRIPTION Reports and correspondence related to the Dept. of Health and Human Services' Administration on Aging's evaluations of the services provided by the Kansas Department on Aging. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0006-039 
TITLE Assessments - Area Agencies on Aging 
DESCRIPTION Assessment reports, correspondence, and other documents relating to the Department on Aging's periodic evaluations of the effectiveness of each area agency on aging. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0008-039 
TITLE Audit Reports - Area Agencies on Aging 
DESCRIPTION Results of audits of area agencies on aging or other contractors conducted by independent auditors. 
RETENTION 005 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0036-039 
TITLE Correspondence - Constituent Concerns 
DESCRIPTION Correspondence and other documents pertaining to concerns expressed by individuals on aging related issues and the agency's responses to the complaints. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." Such correspondence may be filed with program or grant records; if so, it should not be purged but should be transferred to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(14) 
APPROVED 2011-10-13 
K.A.R. NUMBER 53-2-169 

SERIES ID 0019-039 
TITLE Governor's Conference on Aging Files 
DESCRIPTION Variety of documents pertaining to the planning of a biennial educational conference held for Kansas seniors and professionals involved in the field of aging. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0026-039 
TITLE Program Reports - Older Americans Act Grants 
DESCRIPTION Interim and final reports submitted to the Department on Aging by area agencies on aging used to monitor the progress of federally funded grant projects to provide services for the elderly. 
RETENTION See Comments 
COMMENTS Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files." 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0001-039 
TITLE Rules and Regulations Working files 
DESCRIPTION Notes, staff suggestions, copies of regulations, and other documents relating to the process of revising the agency's administrative regulations.  
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-10-13 
K.A.R. NUMBER 53-2-169 

SERIES ID 0029-039 
TITLE State Plan on Aging Files 
DESCRIPTION Documents relating to the formulation of the State Plan on Aging submitted to the federal Administration on Aging as required by Title III of the Older Americans Act. 
RETENTION See Comments 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0030-039 
TITLE State Program Reports - Title III Older Americans Act 
DESCRIPTION Annual report submitted by the Dept. on Aging to the federal Administration on Aging providing aggregate statistical data on services provided to older Kansans under OAA Title III. 
RETENTION See comments 
COMMENTS Retain working files for five calendar years, then destroy. Send copy of final State Plan to archives. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2011-10-13 
K.A.R. NUMBER 53-2-168 

SERIES ID 0035-039 
TITLE Training/Meeting/Field Reports 
DESCRIPTION Reports prepared by staff members summarizing the content of meetings attended, training sessions conducted, or field work performed and maintained to monitor staff activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

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