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Kansas Records Retention Schedules

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Agency Code: 039-011 (Department for Aging and Disability Services. Mental Health Services)

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Agency Number: 039-011
Department for Aging and Disability Services
Mental Health Services

Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.


SERIES ID 0779-629 
TITLE Constituent Complaint Files 
DESCRIPTION All correspondence and memoranda, case logs, and intake logs relating to complaints submitted by constituents. 
RETENTION 5 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(14) 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0780-629 
TITLE Customer Relations and Referral Services Program Files 
DESCRIPTION Correspondence, area office plans, and other documents relating to the establishment and administration of the Customer Relations and Referral Services Program. 
RETENTION See Comments 
COMMENTS Retain 5 fiscal years, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0781-629 
TITLE Facility Licenses 
DESCRIPTION All licensing and supporting documentation for Community Mental Health Centers (CMHC), Residential Care Facilities (RCF), Psychiatric Residential Treatment Facilities (PRTF), and Private Psychiatric Hospitals (PPH). 
RETENTION 5 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0782-629 
TITLE Grants and Contracts - Funded 
DESCRIPTION Pertinent documents relating to applications for federal, state, and private grants and their subsequent implementation. 
RETENTION 5 fiscal years beyond end of grant or contract period. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0783-629 
TITLE Medicaid Funded Programs 
DESCRIPTION Official reports, determinations, contracts, and policies/procedures related to Medicaid funded mental health programs, including Community Based Managed Care Services, waiver exceptions for Serious Emotional Disturbances (SED), and Psychiatric Residential Treatment Facilities (PRTF). 
RETENTION 006 fiscal years 
COMMENTS Retain for 6 fiscal years, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a) 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0785-629 
TITLE Nursing Facilities Mental Health Screens 
DESCRIPTION When a Kansan seeks to access nursing facility services, the first step is to conduct a broad-based assessment or "screening" of the overall health and functioning levels to determine whether nursing facility-level of care is necessary. This initial screening process is conducted by or under the management of the Kansas Department on Aging. After that initial screening, if there is an indication that mental health services may also be needed, a second level evaluation or "screen" as to mental health and functioning levels is conducted by a Community Mental Health Center (CMHC), and SRS - because SRS licenses CMHCs and management publicly funded mental health services - becomes programmatically responsible. Based upon the results of that screening, the person may be identified for placement in one of the Nursing Facility-Mental Health (NFMH) facilities in Kansas, also licensed by SRS. Both the initial screening for NFMH services and periodic (generally annual) re-screening for those services are presented to SRS staff for review and NFMH placement approval. SRS has only a copy of the screen for service approval/program management purposes. 
RETENTION 6 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(3) 
APPROVED 2011-04-28  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-167 

SERIES ID 0784-629 
TITLE Subject Files 
DESCRIPTION Correspondence, notes, reports, and other documents related to SRS programs, policies, and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

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