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Kansas Records Retention Schedules

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Agency Code: 039-008 (Department for Aging and Disability Services. State Hospitals and Institutions)

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Agency Number: 039-008
Department for Aging and Disability Services
State Hospitals and Institutions

Operation and oversight of state hospitals and related facilities was transferred to KDADS at the beginning of FY2012.


SERIES ID 0583-629 
TITLE AWOL/Missing Persons Reports 
DESCRIPTION Copies of forms completed by Security Department officers indicating that a patient's location is unknown and used to notify the proper authorities and personnel to begin search procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 
APPROVED 1997-04-10  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-111 

SERIES ID 0309-629 
TITLE Accountable Medication Records 
DESCRIPTION Documents used to maintain inventories of controlled substances in the residential units - indicates all issuances, to whom issued, and running balances. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-074 

SERIES ID 0382-629 
TITLE Accounts Receivable Ledgers - Patients 
DESCRIPTION Documents related to the collection of payments due the facility for Medicare, Medicaid, and insurance billing purposes. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0360-629 
TITLE Accounts Receivable Records 
DESCRIPTION Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. 
RETENTION 003 fisc yrs 
COMMENTS See also Vouchers - Receipts. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted per KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0216-629 
TITLE Activity Descriptions 
DESCRIPTION Descriptions made and reviewed by the staff of various recreational activities planned for the residents which are used to determine the feasibility of such activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0359-629 
TITLE Activity Therapy Monthly Reports 
DESCRIPTION Monthly reports monitoring patient participation in scheduled activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0358-629 
TITLE Activity Therapy Patient Program Files 
DESCRIPTION Wide variety of documents relating to the activity therapy programs offered to patients to help with their progress. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0357-629 
TITLE Activity Therapy Quality Assurance Monitors Files 
DESCRIPTION Semi-annual staff performance evaluations produced to ensure the quality and appropriateness of activity therapy programs and activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0148-629 
TITLE Admission Application Files - Not Accepted 
DESCRIPTION Documents regarding applications for admission to the Institute which were not approved: correspondence, reports, application forms, and supporting materials. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0356-629 
TITLE Admissions Log 
DESCRIPTION Log compiled on all patients admitted to the state hospitals which is used for reimbursement purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0222-629 
TITLE Agency Financial Reports 
DESCRIPTION Daily, monthly, and annual computer printouts listing by object code all funds budgeted, expended, encumbered, and the balance. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. These are not CASK or STARS reports. Previously titled "Agency Monthly Reports." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-096 

SERIES ID 0187-629 
TITLE Agency Monthly Reports 
DESCRIPTION Monthly computer reports listing by object code all funds budgeted, expended, encumbered, and the balance. 
RETENTION See Comments 
COMMENTS These are not CASK or STARS reports. Previously titled "Summary of Expenditures by Object Code Reports." 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0435-629 
TITLE Antibiotic Daily Reports 
DESCRIPTION Reports of antibiotics issued on a daily basis to patients. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0472-629 
TITLE Applicants Register 
DESCRIPTION Computer reports listing names and addresses of applicants for employment. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 

SERIES ID 0755-629 
TITLE Asbestos Removal Reports 
DESCRIPTION Documents relating to the removal of asbestos from buildings on the state hospital grounds. 
RETENTION 005 cldr yrs 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2003-01-09  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-133 

SERIES ID 0444-629 
TITLE Audiometric Screening Test Results 
DESCRIPTION Requisitions for hearing tests and test results for patients. 
RETENTION See Comments 
COMMENTS Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0179-629 
TITLE Augmentative Files 
DESCRIPTION Documents concerning the use and operation of the augmentative equipment which provides alternative ways to communicate with residents. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0395-629 
TITLE Authorized Purchase Order Listings 
DESCRIPTION Handwritten journals of expenditures encumbered and allowed by funding codes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 

SERIES ID 0452-629 
TITLE Bank Statements and Cancelled Checks 
DESCRIPTION Banking documents related to a variety of fund accounts. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0384-629 
TITLE Banking Records 
DESCRIPTION Bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0125-629 
TITLE Biennial Reports 
DESCRIPTION Biennial reports containing information relating to the activities of the state hospitals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer one copy to the archives and destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-096 

SERIES ID 0524-629 
TITLE Boiler Operation Log 
DESCRIPTION Record of essential data on power plant boiler operation: temperature, pressure, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0523-629 
TITLE Budget Preparation Files - Annual 
DESCRIPTION Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. 
RETENTION 005 fisc yrs 
COMMENTS Portions and/or duplicates of this series is also maintained in the business office - duplicate materials may be discarded prior to transfer to the archive or purged once transferred. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0521-629 
TITLE Building Construction Files 
DESCRIPTION Records related to building construction projects: correspondence, drawings, contracts, specifications, bid information and awards, etc. 
RETENTION Permanent 
COMMENTS Retain permanently in office or transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0520-629 
TITLE Building Maintenance Files 
DESCRIPTION Records related to building maintenance projects: correspondence, drawings, bids, publications, notes, etc. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0597-629 
TITLE Building Security Violation Report 
DESCRIPTION Form completed by Security Department officers during their assigned routine inspections to ensure that any lapses in security procedures are corrected. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-111 

SERIES ID 0405-629 
TITLE Bylaws 
DESCRIPTION Formal policy statements regarding the administrative and organizational structure of the hospital and the responsibilities of individuals and committees. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0166-629 
TITLE CETA Files 
DESCRIPTION Records concerning work performance and training of individuals employed under the CETA program: copies of certificates and diplomas, applications, transcripts, time sheets, agreements, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1988-10-13  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-076 

SERIES ID 0250-629 
TITLE Cancelled Forms List 
DESCRIPTION List of all the cancelled forms which is kept for reference in the event a discontinued form needs to be used again. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-093 

SERIES ID 0389-629 
TITLE Canteen Fund Records 
DESCRIPTION Documents concerning the financial accounting of the canteen fund: ledgers, receipts, bank statements, invoices, check ledgers. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0518-629 
TITLE Capital Improvement Projects Cost Statistics 
DESCRIPTION Documents related to building construction costs: vouchers, ledger sheets, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0451-629 
TITLE Card File of Patients 
DESCRIPTION Documents relating to patients' medical history and current status. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer one copy to the archives, the remainder destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0387-629 
TITLE Carpet Care Records 
DESCRIPTION Documents recording the frequency of carpet care to ensure proper maintenance. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0397-629 
TITLE Case Files of Employees 
DESCRIPTION Documents relating to investigations of employee conduct including: court orders, reports to courts, correspondence and personal notes of attorneys, investigative reports, and grievances. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0460-629 
TITLE Case Files of Patients 
DESCRIPTION Documents relating to investigations of patient conduct including: court orders, reports to courts, correspondence and personal notes of attorneys, investigative reports, grievances. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0425-629 
TITLE Caseload Sampling 
DESCRIPTION Samplings made of case loads to compare against certain standards and how the patient was being supported. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0465-629 
TITLE Cemetery Records - Patients and Stillborn Infants 
DESCRIPTION Documents related to the graves in the hospital cemetery. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0386-629 
TITLE Census Reports 
DESCRIPTION Electronic and manual census reports of patients compiled to monitor the patient population and used for billing purposes. 
RETENTION 005 cldr yrs 
COMMENTS Formerly titled Computer Census Reports. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0241-629 
TITLE Center Forms List 
DESCRIPTION List of all the forms created for the facilities which is used to keep track of any revisions, cancellations, or new forms. 
RETENTION See Comments 
COMMENTS Retain until superseded, then place in "Cancelled Forms List." 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0394-629 
TITLE Central Nursing Daily Reports 
DESCRIPTION Daily reports of nursing concerns related to patient care or medical conditions including illnesses and behaviors that required special control. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0374-629 
TITLE Chaplainry Services Monthly Reports 
DESCRIPTION Monthly reports relating to the various types of chaplainry services provided for the patients. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0385-629 
TITLE Chaplainry Services Quality Assurance Monitors Files 
DESCRIPTION Documents used to monitor the quality and appropriateness of chaplainry services to ensure quality assurance standards are met. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0490-629 
TITLE Check Registers and Stubs 
DESCRIPTION Records of bank transactions related to reimbursement operations. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0672-629 
TITLE Child/Adult Abuse Hotline Report 
DESCRIPTION Copies of reports summarizing the content of calls received on the child and adult abuse and neglect hotline which are maintained to verify that proper action was taken in the event of a lawsuit. 
RETENTION See Comments 
COMMENTS Retain in office 2 calendar years, transfer to the records center for 19 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1507 and 39-1404 
APPROVED 1994-04-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-100 

SERIES ID 0682-629 
TITLE Children Hospitalization Report 
DESCRIPTION Documents relating to the hospitalization of children who are ready for placement in the community. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 

SERIES ID 0516-629 
TITLE Client Abuse Records 
DESCRIPTION Records related to allegations, charges, and investigations of abuse of clients by staff members: correspondence, reports, photographs, legal documents, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 3 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0482-629 
TITLE Client Account Ledger Cards 
DESCRIPTION Record of expenditures for individual client's care and board, of reimbursement received thereof, and subsequent credit/debit balances. 
RETENTION See Comments 
COMMENTS Two subseries: 1. Care and Maintenance and 2. Trust Fund (obsolete). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0471-629 
TITLE Client Accounts Worksheets 
DESCRIPTION Ledger style spread sheets used in accounting for client costs & reimbursements thereof. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0161-629 
TITLE Client Admission and Discharge Register 
DESCRIPTION Log of all patients admitted and discharged - includes date of admission, patient number, county of admission, number of admissions and re-admissions for each client, and client's date of birth. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. Contains three sub-series: residents, out-patients, and discharges. 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0313-629 
TITLE Client Benefit Fund Database System 
DESCRIPTION Inter-related computer databases used to manage Client Benefit Fund. 
RETENTION See Comments 
COMMENTS Print data in report monthly and maintain with Client Benefit Fund General Accounting Records, then delete data from hard disk. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 

SERIES ID 0480-629 
TITLE Client Benefit Fund General Accounting Files 
DESCRIPTION Documents related to the administration of and accounting for the Client Benefit Fund: receipt books, worksheets, memoranda of withdrawals, computer reports, check stubs and books, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0154-629 
TITLE Client Card File - Master 
DESCRIPTION Abstracts of client records maintained on 5x7 cards: name, number, parents or guardians, vital statistics, admission and discharged information, personal information, diagnoses, records of leaves. 
RETENTION See Comments 
COMMENTS Retain until client deceased or discharged plus 25 years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0170-629 
TITLE Client Census Reports 
DESCRIPTION Daily and monthly summaries of client movement statistics (admissions, discharges, etc.) - includes short entries regarding individual clients moved. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0157-629 
TITLE Client Census Working Files 
DESCRIPTION Records documenting the compilation of the Client Census Reports (q.v.): notes, completed forms, worksheets, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0497-629 
TITLE Client Files 
DESCRIPTION Records of financial conditions of clients' guardians or parents maintained for purposes of assigning reimbursement charges for care and board of those patients. 
RETENTION See Comments 
COMMENTS Retain until after death or discharge of client plus 20 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5602 & 45-221(a)(1)(3) 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0298-629 
TITLE Client Prescription Profiles 
DESCRIPTION Records of prescriptions for individual clients - duplicate maintained in Client Files (q.v.) at medical records center. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-076 

SERIES ID 0162-629 
TITLE Client Records 
DESCRIPTION Records on all aspects of clients' diagnoses and treatment: medical, psychological, social, educational, speech and audiology, dental, unit filings, crisis files, etc. Includes outpatient & transfer. 
RETENTION See Comments 
COMMENTS Retain 10 years after client deceased or discharged, or one year beyond date minor client reaches age 18, whichever is greater, then transfer every 100th file to archives - destroy remainder. 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0289-629 
TITLE Client Trust Fund Database System 
DESCRIPTION Inter-related computer databases used to manage the Client Trust Fund and containing information regarding receipts, expenditures, balances, and individual patients' financial situations. 
RETENTION See Comments 
COMMENTS Transfer data to floppy disks yearly and delete from hard disk - retain floppy disks for 3 additional fiscal years, then erase. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 

SERIES ID 0489-629 
TITLE Client Trust Fund General Accounting Records 
DESCRIPTION Records related to administration of and accounting for the Client Trust Fund: receipts, withdrawal slips, bank books and statements, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0478-629 
TITLE Client Trust Fund Monthly Transaction Lists 
DESCRIPTION Monthly computer report of all activities in the Client Trust Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0503-629 
TITLE Client Trust Fund Receipts and Sales Slips 
DESCRIPTION Records of purchases for and/or by clients using trust fund monies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0477-629 
TITLE Client Trust Fund Vouchers 
DESCRIPTION Internal form used to document purchases by resident using trust fund monies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0383-629 
TITLE Clinical Director's Files 
DESCRIPTION Documents relating to the administration and management of the clinical director's office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0404-629 
TITLE Clinical Privileges 
DESCRIPTION Documents relating to the granting of clinical privileges for persons in various departments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0393-629 
TITLE Clinical Privileges Review Panel Files 
DESCRIPTION Minutes and other documents relating to the review process for granting clinical privileges to staff in various departments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0299-629 
TITLE Clothing Inventory Records 
DESCRIPTION Documents used to keep track of the clothing and personal property of residents. 
RETENTION See Comments 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-093 

SERIES ID 0255-629 
TITLE Community Services Client Files 
DESCRIPTION Documents maintained on clients outside the facility which contains behavioral consults, testing, and recommendations by the staff for them. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0268-629 
TITLE Community Services Files 
DESCRIPTION Documents relating to community services projects completed by the staff including logs, hours, trips, evaluation reports, and test results. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0275-629 
TITLE Compliance Reports 
DESCRIPTION Reports created to help plan, monitor and review the various programs within the facility to ensure compliance with federal and state regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0515-629 
TITLE Condition Reports 
DESCRIPTION Completed forms used to survey and report on conditions for specific units of the physical plant. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 

SERIES ID 0135-629 
TITLE Consent Form Files 
DESCRIPTION Consent forms signed by the individual resident's guardian for a variety of reasons including medication consents, photo releases, release of information forms, authorizations for off-campus. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then place in respective 'Client Records.' 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0430-629 
TITLE Continuing Education Units 
DESCRIPTION Documents relating to the accumulation of continuing education units granted to maintain licensure of the professional staff. 
RETENTION See Comments 
COMMENTS Retain until expiration of license, plus 1 year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0434-629 
TITLE Controlled Drugs Records 
DESCRIPTION Documents listing controlled drugs prescribed and dispensed by physicians and used as a tracking mechanism and required by the Drug Enforcement Act. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0380-629 
TITLE Correspondence 
DESCRIPTION Incoming and outgoing letters and memoranda. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted per KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0428-629 
TITLE County Masterfile Error Listing 
DESCRIPTION Lists of case errors that workers made in entering amounts to be paid by clients. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0144-629 
TITLE Courier Log 
DESCRIPTION Log used to record all packages delivered to the switchboard by the courier companies. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0379-629 
TITLE Craft Ideas and Samples Files 
DESCRIPTION Documents relating to the planning and implementation of patient recreational activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0378-629 
TITLE Credential Files 
DESCRIPTION Documents relating to the credentialing of the staff, including correspondence, evaluations, and credentials added during time of employment. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination of employee, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0307-629 
TITLE Daily Activity Journals - Pharmacy 
DESCRIPTION Daily logs of prescription medication issued, to whom, by whom, and quantity issued. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-074 

SERIES ID 0377-629 
TITLE Daily Activity Log 
DESCRIPTION Daily log listing patient activities used for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0458-629 
TITLE Daily Bulletins 
DESCRIPTION Daily census reports indicating names, legal status, and county of origin, as well as daily patient movement within the grounds. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0376-629 
TITLE Daily Fund Balances 
DESCRIPTION Final balances on all funds calculated on a daily basis to ensure accountability for all financial transactions. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0757-629 
TITLE Daily Infection Report 
DESCRIPTION Reports submitted daily by each unit to the health clinic indicating the types of infections and treatments for patients. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 2003-07-17  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-135 

SERIES ID 0346-629 
TITLE Daily Movement Log 
DESCRIPTION Daily log used to monitor the movement of the patient population. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0392-629 
TITLE Dedication of All Faith Chapel File 
DESCRIPTION Documents relating to the dedication of the All Faith Chapel at Larned State Hospital. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0443-629 
TITLE Dental Clinic Patients' Charts 
DESCRIPTION Documents relating to an individual patient's dental work. 
RETENTION See Comments 
COMMENTS Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0432-629 
TITLE Dental Procedures - Monitors 
DESCRIPTION Documents relating to the monitors used as a check on dental procedures and completed to meet accreditation requirements. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-087 

SERIES ID 0248-629 
TITLE Departmental Internal Cost Reports 
DESCRIPTION Monthly expenditures of selected objects by the service department and unit compared to allocated amounts including internal reports by department and object. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0300-629 
TITLE Diet Database System 
DESCRIPTION Inter-related databases regarding dietary requirements of individual clients - duplicates information maintained in Client Records. 
RETENTION See Comments 
COMMENTS Retain data until superseded or until death or discharge of client, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-076 

SERIES ID 0141-629 
TITLE Diet Requests 
DESCRIPTION Documents related to special dietary requirements for some residents. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0301-629 
TITLE Dietary Staff Scheduling Database 
DESCRIPTION Computer database used to generate work schedules and sign-out sheets for the Dietary Department staff on a monthly basis. 
RETENTION See Comments 
COMMENTS Retain until updated and no longer useful, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-076 

SERIES ID 0302-629 
TITLE Direct Care Staff Scheduling Database 
DESCRIPTION Computer database used to print monthly work schedules and sign-in sheets for the direct care staff. 
RETENTION See Comments 
COMMENTS Retain until updated and no longer useful, then delete. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-076 

SERIES ID 0363-629 
TITLE Direct Service Reports 
DESCRIPTION Reports detailing the number of staff hours provided in direct service to Community Mental Health Center patients which are used to justify staff allocation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0334-629 
TITLE Discharge Log 
DESCRIPTION Log used to monitor the discharge dates of patients released from the facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0242-629 
TITLE Dispatch Log 
DESCRIPTION Log used to record all communications with security and any resulting action taken during all the shifts. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0316-629 
TITLE Drug Inspection Reports 
DESCRIPTION Reports of inspection of institution units by pharmacist concerning conditions of drugs storage and other adherence to policies and procedures. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-074 

SERIES ID 0305-629 
TITLE Drug Waste and Returns Records 
DESCRIPTION Records of drugs issued but not used and their dispositions (destroyed or re-issued) thereafter. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-074 

SERIES ID 0304-629 
TITLE Drugs Inventory 
DESCRIPTION Records of periodic inventory of pharmaceuticals on hand. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-074 

SERIES ID 0249-629 
TITLE Dysphagia Consults 
DESCRIPTION Documents related to video swallow consultations for residents who have difficulty in swallowing to the Nutritional Guidance Committee. 
RETENTION See Comments 
COMMENTS Maintain along with individual "Client Records." 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0450-629 
TITLE Electrocardigram Test Results 
DESCRIPTION Results of electrocardigram tests of each patient to check for heart abnormalities. 
RETENTION See Comments 
COMMENTS Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 
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