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Kansas Records Retention Schedules

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Agency Code: 039-009 (Department for Aging and Disability Services. Multiple subunits/subunit not defined)

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Agency Number: 039-009
Department for Aging and Disability Services
Multiple subunits/subunit not defined

SERIES ID 0019-629 
TITLE Audit Reports/Responses & Financial Management Reviews/Responses 
DESCRIPTION Responses and other information provided by the agency for audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. May include personal health information. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years beyond final report, then transfer to State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(3); HIPAA 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0772-629 
TITLE Bond Records 
DESCRIPTION Supporting documentation relating to payments and reconciliation of bonds. 
RETENTION Retain 5 fiscal years beyond life of bond. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0773-629 
TITLE Contracts/Grants Awarded by DBHS to Contractors/Grantees 
DESCRIPTION Legal agreements with individuals and organizations including all associated documentation. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years after final payment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27 
K.A.R. NUMBER 53-2-166 

SERIES ID 0026-629 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-04-13  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-104 

SERIES ID 0774-629 
TITLE Grants Awarded to DBHS 
DESCRIPTION Applications and associated documents for federal, state, and private grants. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years beyond final grant transaction, then transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0775-629 
TITLE ICF/MR, NF/MH, and PRTF Forms 
DESCRIPTION Intermediate Care Facility for Persons with Mental Retardation (ICF/MR), Nursing Facility for Mental Health (NF/MH), and Psychiatric Review Technique (PRTF). Informational documents relating to cost reports, certifications, appeals and rate setting. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years following rate implementation. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0776-629 
TITLE Managed Care Organization (MCO) Contracts 
DESCRIPTION Contract agreements, performance and all other reports, correspondence relating to performance, contract scope or deliverables, service payments under such contracts, policy and procedures of MCO, financial and settlement reports. 
RETENTION 6 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0769-629 
TITLE Official Letters and Memoranda 
DESCRIPTION Correspondence stating policy, rules and regulations, interpretive guidelines, and the like related to any Community Supports & Services program. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0778-629 
TITLE Parent (Family) Fee Program Manuals and Printed Materials 
DESCRIPTION Program manual, sliding fee scales, and other published program documents. 
RETENTION See Comments 
COMMENTS Retain sliding fee scales for 10 years. Retain all other program material one year beyond date superseded or no longer in effect. Transfer one copy of each to State Archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0777-629 
TITLE Parent (Family) Fee Program Participants 
DESCRIPTION Informational documents relating to eligible children, income for fee base, fee variances requests, and supporting documents. 
RETENTION 6 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0770-629 
TITLE Plans of Care, Extraordinary Funding and Home Modifications 
DESCRIPTION Documents related to MR/DD waiver, Money Follows the Person, Traumatic Brain Injury, and Technology Assisted, and other Community Supports & Services programs. 
RETENTION 006 fiscal years 
COMMENTS Maintain in office one (1) year, then transfer to State Records Center for five (5) years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0771-629 
TITLE Program Grants 
DESCRIPTION Records related to Traumatic Brain Injury Program, Money Follows the Person Program, the Systems Transformation Program, and any other Community Supports & Services program grants. 
RETENTION 006 fiscal years 
COMMENTS Program manager to maintain records for 1 year following close of grant. Then transfer grant records to State Records Center for 5 years. Intra-agency contact for potentially additional related information is DBHS/Management Operations. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

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