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Kansas Records Retention Schedules

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Agency Code: 039-001 (Department for Aging and Disability Services. Office of the Secretary)

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Agency Number: 039-001
Department for Aging and Disability Services
Office of the Secretary

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 0154-039 
TITLE Assessments - Working Files 
DESCRIPTION Correspondence, notes, drafts, etc. relating to the preparation of the reports on the periodic evaluation of the effectiveness of each agency on aging. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-01-13 
K.A.R. NUMBER 53-2-122 

SERIES ID 0350-629 
TITLE Cost Report Data 
DESCRIPTION Statistical and financial data accumulated by the staff and used to prepare the annual Cost Reports. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) & 39-709(b) 
APPROVED 2015-09-24  ; Revised 2015-09-24
K.A.R. NUMBER 53-2-099 

SERIES ID 0037-039 
TITLE Employee Grievance Files 
DESCRIPTION Variety of documents related to grievances filed by employees against the agency under state civil service and civil rights protection statutes. These are not EEO grievance files. 
RETENTION See Comments 
COMMENTS Retain 5 years after grievance is settled, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11)(25) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0042-039 
TITLE Subject Files - Administrative Assistant to the Secretary 
DESCRIPTION Correspondence, reports, notes, publications, and other documents relating to the activities and interests of the agency secretary. 
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 0043-039 
TITLE Subject Files - Secretary 
DESCRIPTION Variety of documents relating to the administration and operation of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0044-039 
TITLE Working Files - Personnel 
DESCRIPTION Variety of documents relating to personnel administration in the Department on Aging. 
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 

Agency Number: 039-001
Department for Aging and Disability Services
Office of the Secretary
Accounting Unit

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 0157-039 
TITLE Cost Allocations - Health and Human Services 
DESCRIPTION Applications and supporting documentation submitted to state or federal grantor agencies to support the department's plan for allocating costs for administering its programs. 
RETENTION 007 fisc yrs 
COMMENTS Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-01-10 
K.A.R. NUMBER 53-2-129 

Agency Number: 039-001
Department for Aging and Disability Services
Office of the Secretary
Nursing Facility Program

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 0046-039 
TITLE Nursing Facility Program Files 
DESCRIPTION Application, correspondence, provider agreement, certification and transmittals, etc. relating to nursing care facilities' eligibility to participate in the Medicare & Medicaid reimbursement program. 
RETENTION 010 cldr yrs 
COMMENTS Retain in office 3 calendar years, transfer to the records center for 7 calendar years, then destroy. The provider agreement is the only original document, the remainder are copies received from KDHE. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

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