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Kansas Records Retention Schedules

Results of Query:

Agency Code: 264-003 (Department of Health and Environment. Health Division)

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Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Child Care & Health Facilities
Child Care Licensing

SERIES ID 0745-264 
TITLE Foster Care Licensing Files 
DESCRIPTION Application and supporting documentation relating to the licensing process for individuals, group boarding homes, associations, detention centers, etc. applying to provide residential care for a child or children. 
RETENTION See Comments 
COMMENTS Retain until facility is closed, transfer to the Records Center and retain for six years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507(b) 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Community Health Systems

SERIES ID 0269-264 
TITLE Emergency Preparedness Files 
DESCRIPTION Documents generated by or relative to the department's radiological emergency preparedness and response plan. 
RETENTION Until Plan is Superseded 
COMMENTS Contact the State Archives for appraisal. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0270-264 
TITLE Environmental Surveillance program Files 
DESCRIPTION Documents generated by or relative to the department's radiation environmental surveillance programs that are compiled into an annual report that is available on the bureau website. 
RETENTION 001 cldr year after publication 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0410-264 
TITLE Radioactive Materials License Files 
DESCRIPTION Documents relating to the radioactive material license applications, approval/denial forms, inspection reports, and compliance records. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5701 et seq 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0274-264 
TITLE Radon Activity Files 
DESCRIPTION Documents arranged by site location that are generated by or relative to the agency's radon activities including: correspondence, guidance, survey results, investigation reports, and related documents. 
RETENTION 010 cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health

SERIES ID 0266-264 
TITLE Administration Files 
DESCRIPTION Variety of documents relating to the section chief's desk file and the daily operation of the bureau including: travel vouchers, fiscal information, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) under appropriate headings, the remainder transfer to the archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0267-264 
TITLE CPCS & Administrative Officer Reference Files 
DESCRIPTION Documents used for reference purposes including: unfiled reference/miscellaneous material relating to the FDA and CPSC, recall effectiveness checks, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0750-264 
TITLE Elevated Blood Lead Levels Case Management Files - Children 
DESCRIPTION Correspondence, environmental reports, lab results, and other documents relating to the identification, monitoring and medical management of children with elevated blood lead levels. 
RETENTION 001 cldr yr post age 17 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0782-264 
TITLE Environmental Lead Levels 
DESCRIPTION Record of environmental lead levels in soils using Housing and Urban Development (HUD) protocol or composites. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS  
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0271-264 
TITLE Food and Lodging Business Licensing Files 
DESCRIPTION Documents relating to the inspection and licensing of fFood service and lodging establishments including: routine correspondence, copies of licenses, inspection forms, etc. 
RETENTION See Comments 
COMMENTS Retain until license has become inactive, plus 1 calendar year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0240-264 
TITLE Health Planning & Statewide Health Coordinating Council Files 
DESCRIPTION Documents pertaining to health planning and Statewide Health Coordinating Council including: reports, correspondence, and miscellaneous information. 
RETENTION Until Superseded 
COMMENTS Contact State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0224-264 
TITLE Medical Care Facilities Files 
DESCRIPTION Survey reports, correspondence, and related documents relating to the medical care facilities inspections conducted by the agency to ensure compliance with state and federal requirements. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Food Protection and Consumer Safety Program

SERIES ID 0758-264 
TITLE Bad Checks Files 
DESCRIPTION Records relating to insufficient funds checks returned to the bureau for collection efforts. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0760-264 
TITLE Consumer Product Safety Commission (CPSC) 
DESCRIPTION Records relating to a contractual agreement with the CPSC to inspect selected businesses to ensure compliance with health standards. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0757-264 
TITLE Department of Education Summer Education Inspection Contracts 
DESCRIPTION Records relating to a contractual agreement with the Department of Education to inspect summer programs that provide meals to ensure compliance with health standards. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0753-264 
TITLE Revenue Files 
DESCRIPTION Documents relating to the monitoring of annual fees and fines paid to the bureau. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention

SERIES ID 0752-264 
TITLE Annual Extracts of Children's Blood Lead Level Test Results 
DESCRIPTION Computer report compiled by the bureau and submitted to the Centers for Disease Control extracting the total number of blood level test results for children. 
RETENTION See Comments 
COMMENTS Retain paper copy for prior 12 months, then shred. The CDC maintains the electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Healthy Homes

SERIES ID 0769-264 
TITLE In-Home Healthy Homes Survey 
DESCRIPTION Overall assessment of home health risks--not restricted to lead--used to gather info only to ultimately report to the EPA and also to assist families involved. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(24) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0770-264 
TITLE Pre-Inspection Healthy Homes Survey 
DESCRIPTION Overall assessment of home health risks--not restricted to lead--used to gather info only to ultimately report to the EPA and also to assist families involved. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(24) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0771-264 
TITLE Residential Mold Inquiries Assistance 
DESCRIPTION A log including any residential mold information assistance. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Licensing

SERIES ID 0772-264 
TITLE Accredited Training Course Provider Application Files 
DESCRIPTION Documents required to offer certified training for lead-based paint activities including a copy of the application, course materials, instructors' and training managers' qualifications, proof of payment and any renewal documents. 
RETENTION 005 cldr yrs 
COMMENTS Retain electronic format only as useful. Providers retain any lists of classes, tests, rosters, quality control plan, and curriculum as per KAR 28-72-4(2)(10). 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0773-264 
TITLE Accredited Training Course Provider Re-Application 
DESCRIPTION Documents of renewal required to offer certified training for lead-based paint activities including a copy of the application, course materials, any changes to the training facility, equipment, or course materials since the last application, and proof of payment. 
RETENTION See comments 
COMMENTS Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0774-264 
TITLE Kansas Lead-Based Paint Directory 
DESCRIPTION A list of KDHE approved Lead Activity Firms, Risk Assessors, Lead Inspectors, Lead Abatement Supervisors, and Accredited Training Providers for the state of Kansas. 
RETENTION See comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0775-264 
TITLE Lead Abatement Project Notification Files 
DESCRIPTION Documents required to begin a lead abatement project including a copy of the application, an occupational protection plan, and proof of payment. 
RETENTION 003 cldr yrs 
COMMENTS Retain electronic format only as useful. Firms retain any reports as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0776-264 
TITLE Lead Activity Firm Application Files 
DESCRIPTION Documents required to license an entity prior to conducting lead-based paint activities such as abatement, lead inspections, risk assessments, or project designs. It includes a copy of the application, proof of payment, a list of all KDHE certified employees, copy of current licenses, copy of registration with the Kansas Secretary of State, and any renewal documents. 
RETENTION 003 cldr yrs 
COMMENTS Retain electronic format only as useful. Firms retain record copy of some materials as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552a 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0777-264 
TITLE Lead Activity Firm Renewal Application 
DESCRIPTION Documents of renewal required to license an entity prior to conducting lead-based paint activities such as abatement, lead inspections, risk assessments, or project designs. It includes a copy of the application, proof of payment, a list of all KDHE certified employees, copy of current licenses, and a copy of registration with the Kansas Secretary of State. 
RETENTION See comments 
COMMENTS Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. Firms retain record copy of some materials as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0778-264 
TITLE Lead Occupation Certificate Application/Reciprocity Application Combined Files 
DESCRIPTION Documents required to conduct lead-based paint activities in Kansas including the application forms, proof of payment, copy of training diploma from accredited training, any other state or EPA certification, third party exam results, and any renewal documents. 
RETENTION 003 cldr yrs 
COMMENTS Retain electronic format only as useful. Individuals retain any reports as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552a; KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0779-264 
TITLE Lead Occupation Certificate Renewal Application 
DESCRIPTION Documents of renewal required to conduct lead-based paint activities in Kansas including the application forms, proof of payment, refresher training diploma, KDHE certificate. 
RETENTION See comments 
COMMENTS Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. Individuals retain any reports as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552a; KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0780-264 
TITLE Violations List 
DESCRIPTION A list of firms', individuals', and training providers' violations including actions taken. 
RETENTION 005 cldr yrs 
COMMENTS Electronic format only. Info may also be in respective firms', individuals', training providers' files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Pre-Renovation Education

SERIES ID 0783-264 
TITLE Confirmation of Lead Pamphlet Receipt Forms 
DESCRIPTION Completed proof that a contractor has fulfilled pre-renovation education requirements. 
RETENTION 003 cldr yrs 
COMMENTS Place in Contractor Files and retain 3 calendar years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0784-264 
TITLE Contractor Files 
DESCRIPTION Correspondence, inspection forms for on-site visits, confirmation of lead pamphlet receipt forms, etc. submitted by construction contractors, property managers, and others who perform renovations for compensation in residential housing that may contain lead-based paint to ensure compliance with K.A.R. 28-72-51 et seq. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0785-264 
TITLE Potential Projects File 
DESCRIPTION List of planned or current contractor projects which may warrant contacting or investigating. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. Records of the contact/investigation are in Contractor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0786-264 
TITLE Pre-Renovation Education (P.R.E) Database 
DESCRIPTION Correspondence, contact information, site visits, and enforcement actions relating to contractors, property owners, housing authorities, higher education institutions, and vendors. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years then destroy. Quarterly reports of selected statistics are sent to the Environmental Protection Agency (E.P.A.) in paper format. Retain paper format only as useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0787-264 
TITLE Tips and Complaints Files 
DESCRIPTION Documents related to any leads or actions regarding contractors not in compliance with pre-renovation education requirements. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(14) applies to tips, complaints, leads 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0788-264 
TITLE Trade Show Files 
DESCRIPTION Contact information, educational materials, and trade show information. 
RETENTION See Comments 
COMMENTS Retain only as useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Disease Control & Prevention

SERIES ID 0246-264 
TITLE AIDS Disease Registry 
DESCRIPTION Index of patient files used to maintain surveillance of the AIDS disease in the state of Kansas 
RETENTION 005 cldr yrs post final contact 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0743-264 
TITLE Active Tuberculosis (TB) Case Management Files 
DESCRIPTION Files containing various notes, records, and other documents related to the direct case management activities of an active case, including identifying and confidential medical information. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(30); HIPAA Privacy Rule, 45 CFR Parts 160 & 164 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0251-264 
TITLE Disease Investigation Reports 
DESCRIPTION Documents of rubella and measles reports by health care providers by patient's name and address for surveillance and outbreak control. 
RETENTION 020 cldr yrs post closure of investigation 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-084 

SERIES ID 0252-264 
TITLE Disease Outbreaks Investigation Reports 
DESCRIPTION Documents relating to study and report of disease outbreaks in an attempt to forestall future occurrences or to determine mode of spread. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0254-264 
TITLE General Communicable Disease Reports 
DESCRIPTION Documents of officially reported communicable disease reports as submitted by medical providers. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0737-264 
TITLE HIV/AIDS Epidemiologic Profile 
DESCRIPTION Statistical summary of case data contained in HARS that has no identifying information. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-128 

SERIES ID 0740-264 
TITLE Immunization Coverage Reports 
DESCRIPTION Retrospective Immunization Coverage Study and the Immunization Coverage Assessment of County Health Departments in Kansas as provided by county health departments and schools. 
RETENTION 001 cldr yr 
COMMENTS NOTE: The reports contain no identifying information. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0257-264 
TITLE Kansas Certification of Immunization School Reports 
DESCRIPTION Documents listing the levels of immunization on individual children entering Kansas schools. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0258-264 
TITLE Monthly Immunization Reports 
DESCRIPTION Documents relating to the number of doses administered by age and type of vaccine from providers. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0259-264 
TITLE Quarterly Reports 
DESCRIPTION Quarterly reports to the Centers for Disease Control regarding the progress and compliance with grant requirements. 
RETENTION 005 cldr yrs post completion 
COMMENTS Contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0738-264 
TITLE Ryan White Title II Case Files 
DESCRIPTION Files containing various notes, records, correspondence, and other documents related to the eligibility and treatment case management activities of a case, including identifying and confidential medical information. As established, the Ryan White AIDS/HIV program Title II provides states with a variety of mechanisms to provide HIV care and support to their residents, including grants for home- and community-based services, health insurance continuation, and care consortia to provide a wide range of medical and support services 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0260-264 
TITLE Sexually Transmitted Disease (STD) Patient Records 
DESCRIPTION Documents used to maintain surveillance and monitor treatment on sexually transmitted disease patients and contacts. 
RETENTION 005 cldr yrs post final contact 
COMMENTS Contact State Archives for approval - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0739-264 
TITLE Sexually Transmitted Diseases (STD) Investigation Reports 
DESCRIPTION Various reports and data collection tools for investigation and follow-up of STD cases and contacts. 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0264-264 
TITLE Tuberculosis Patient Records 
DESCRIPTION Documents used to maintain surveillance and monitor treatment on individual tuberculosis patients, contacts, and those suspected of having the disease. 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0741-264 
TITLE Vaccine Adverse Event Reporting System (VAERS) Investigation Reports 
DESCRIPTION Forms used for collecting and reporting information relevant to reportable events that contain identifying and confidential medical information. 
RETENTION 001 cldr yr post closure 
COMMENTS Some data may also be found within the CDC 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0742-264 
TITLE Vaccine Preventable Disease (VPD) Investigation Reports 
DESCRIPTION Various reports and data collection tools for investigation and follow-up of VPD cases and contacts. 
RETENTION 005 cldr yrs post completion 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention

SERIES ID 0249-264 
TITLE Chanute Hospital Patient Records 
DESCRIPTION Hospital records of patients admitted to the Chanute Tuberculosis Hospital. 
RETENTION See Comments 
COMMENTS Retain 20 years after patient last seen, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0262-264 
TITLE Statistical Reports 
DESCRIPTION Quarterly, annual, narrative and statistical reports to the Centers for Disease Control regarding grant activities and accomplishments. 
RETENTION See Comments 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0263-264 
TITLE Statistical and Program Management Reports 
DESCRIPTION Statistical and program management reports required by the U.S. Public Health Service. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
Epidemiologic Services Section (ESS)

SERIES ID 0733-264 
TITLE Annual Summary of Reportable Diseases in Kansas (Hard Copy) 
DESCRIPTION Annual summary of reportable disease data contained in HAWK, HIV and AIDS Reporting System(HARS), Sexually Transmitted Diseases Management Information System (STD MIS), and KCLPPP databases that contains no identifying information. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0735-264 
TITLE Disease Outbreak Investigation Reports (Hard Copy) 
DESCRIPTION Reports of investigation and findings of disease outbreaks that contain no identifying information. 
RETENTION 005 calendar 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
HIV/Sexually Transmitted Diseases (STD) Program

SERIES ID 0736-264 
TITLE HIV and AIDS Report and Investigation Forms 
DESCRIPTION Various paper reports and data collection tools for reporting, investigation, and follow-up of HIV/AIDS cases and contacts. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(3) 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Public Health Informatics

SERIES ID 0763-264 
TITLE Adult Lead Survey 
DESCRIPTION Questionnaire to ascertain lead blood level and exposure possibilities which includes an individual's work and non-work activities, blood test, children, and personal info. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0247-264 
TITLE Adverse Reaction to Immunization Reports 
DESCRIPTION Reports by health care providers of alleged adverse reactions to immunization. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0766-264 
TITLE Blood Lead Levels Test Results - Adults 
DESCRIPTION Laboratory results submitted to the bureau of blood lead levels in individual adults. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(24) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0749-264 
TITLE Blood Lead Levels Test Results - Children 
DESCRIPTION Laboratory results submitted to the bureau of blood lead levels in individual children. 
RETENTION 001 cldr yr 
COMMENTS The CDC maintains the electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0768-264 
TITLE Blood Lead Levels--Children 
DESCRIPTION Documents related to child blood lead levels after soil remediation. 
RETENTION 001 cldr year post retesting 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0734-264 
TITLE Communicable Disease (CD) Investigation Reports 
DESCRIPTION Various reports and data collection tools used for investigation, follow-up, and reporting CD cases and contacts. 
RETENTION 005 cldr yrs post last contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Family Health

SERIES ID 0313-264 
TITLE Administrative Files - Special Supplemental Nutrition Program for Women, Infants, and Children  
DESCRIPTION Documents used in the administration of the WIC program including: state plans, applications for WIC, budget applications, and regulations. 
RETENTION 004 Federal Fisc yrs 
COMMENTS Federal Fiscal Year runs 10/01 - 09/30 Contact State Archives for appraisal - if not accepted then destroy 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0746-264 
TITLE Child Care License Investigation Files - Substantive 
DESCRIPTION Documents relating to complaints, investigations and the ultimate closure of licensed facilities and/or homes due to violations of the Maternal Hospitals or Homes and Homes for Children Act. 
RETENTION 070 cldr yrs post closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507(b) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0744-264 
TITLE Child Care Licensing Files 
DESCRIPTION Application and renewals including supporting documentation relating to the licensing process including facility surveys to provide child care services for children. 
RETENTION 007 cldr yrs post facility closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507B 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0301-264 
TITLE Children Deceased and 21 Years Old 
DESCRIPTION Documents of children who have died or turned 21 years of age including: applications, financial, insurance, reports, bills, action plans, authorization, correspondence, and other related records. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0331-264 
TITLE Client Records 
DESCRIPTION Documents relating to medical files on children including: applications, professional reports, authorizations, action plans, bills, correspondence, narrative, financial & insurance info. 
RETENTION See Comments 
COMMENTS Files are retained for 010 cldr years post first defining event: age 21, deceased, or closed case. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0218-264 
TITLE Health Care Facilities Risk Management Plans 
DESCRIPTION Documents submitted annually by health care facilities relating to their risk management plans and site review reports. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0761-264 
TITLE Local Agencies Payment Files 
DESCRIPTION Payment vouchers, reports, and other records documenting payments to local county health departments. 
RETENTION 004 fisc yrs 
COMMENTS Retention Period is to meet federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0687-264 
TITLE Newborn Hearing Loss High Risk Questionnaire 
DESCRIPTION Questionnaire submitted by physicians to the Department of Health and Environment regarding a risk for hearing loss screening test given to all newborn infants. 
RETENTION See Comments 
COMMENTS Retain high risk newborn questionnaires 003 calendar years past 21, then destroy. Retain newborns not at risk questionnaires until aggregate data is determined, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-1155 
APPROVED 1997-07-10 
K.A.R. NUMBER 53-2-112 

SERIES ID 0342-264 
TITLE Newborn Screening Notification records 
DESCRIPTION Documents used to alert doctors to an abnormal screening of a genetic disease, including lab reports from the KDHE laboratory, letters to physicians, correspondence and lab reports from physicians, forms, notes, spreadsheets created to generate aggregate data and make mail merges, etc. Data is also entered into the Bureau for Family Health web-based database system, which is maintained separately. 
RETENTION 005 cldr yrs post final contact 
COMMENTS Final contact with either the parent or physician. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0747-264 
TITLE Quarterly Blood Lead Level Reports - Children 
DESCRIPTION Report compiled to monitor blood lead levels on individual children. 
RETENTION 001 cldr yr 
COMMENTS The CDC maintains the electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0352-264 
TITLE Special Bequest Fund Files 
DESCRIPTION Documents used to keep track of money received and spent from the special bequest fund including: donations, interest receipts, memorials, expenditure records, advisory commission reports, wills. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0069-264 
TITLE Women, Infants, and Children Program - Check File Reports 
DESCRIPTION Monthly report listing all cashed or non-cashed checks issued under the federal WIC (food issue) program to participating food suppliers. 
RETENTION 006 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Health Promotion

SERIES ID 0371-264 
TITLE Community Health Nurse Consultant Files 
DESCRIPTION Documents concerning the activities of Community Health Nurse Consultant including: personnel records, activity records, files, memos, and letters. 
RETENTION 003 cldr yrs post employment termination 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0372-264 
TITLE Continuing Education for Nurses 
DESCRIPTION Documents relating to the continuing education for nurses approved by the Kansas State Board of Nursing including: continuing education, nurse rosters, approved programs, vitae and fee deposits. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0382-264 
TITLE Refugee Health Assessment Program Files 
DESCRIPTION Documents relating to the Refugee and Health Assessment Program including: names of refugees and medical information to meet federal grant requirements. 
RETENTION 005 fisc yrs 
COMMENTS Contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Health Promotion
Consumer & Local Health

SERIES ID 0370-264 
TITLE AIDS Education Files 
DESCRIPTION Documents related to AIDS education material for teaching purposes including: pamphlets, letters, memos and typed curriculum guide. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0373-264 
TITLE County Files 
DESCRIPTION Documents of dental reports from the counties. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0377-264 
TITLE Health Promotion Files 
DESCRIPTION Documents relating to Health Promotion material: chronic disease risk factors, physical fitness, pamphlets, workshop material, articles, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0378-264 
TITLE KAN-BE-HEALTHY (EPSOT) Health Assessment 
DESCRIPTION Documents relating to the Health Assessment course and certification procedure as well as recertification including: files, records, memos and letters. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0387-264 
TITLE Migrant and Refugee Files 
DESCRIPTION Variety of documents related to migrant and refugee programs including: client records, general correspondence, grant applications, BCRR reports, booklets, annual reports, historical data. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0380-264 
TITLE Public Health Nursing County Reports 
DESCRIPTION Variety of documents relating to public health nursing including: reports, grant applications, contracts for monitoring programs in county health departments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0381-264 
TITLE Public Health Nursing Files 
DESCRIPTION Documents relating to public health nursing including: Nursing Association Newsletters, mailing lists, workshop information (Health Assessment skills for nurses), information related to other states. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau

SERIES ID 0292-264 
TITLE General Program Files 
DESCRIPTION Documents relating to the administration of programs including manuals, guidance, protocols, planning, evaluation, reports, etc. 
RETENTION 003 fisc yrs 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Children and Families Section

SERIES ID 0302-264 
TITLE Data Files 
DESCRIPTION Completed forms submitted to the bureau for grant/contract requirements. 
RETENTION See Comments 
COMMENTS Retain for one year until data tables are received, then destroy. Carbon copies go in client's health record/chart. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Nutrition and WIC Section

SERIES ID 0314-264 
TITLE Commodity Surplus Food Program - SRS Files 
DESCRIPTION Documents, either completed or in the developmental phases, used for the functioning of the position and in conjunction with SRS. 
RETENTION 004 cldr yrs 
COMMENTS Retain current federal year plus 3 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0307-264 
TITLE Statistical and Analytic Data 
DESCRIPTION Various documents used to analyze WIC vendor activity and finances including: ledger books, computer printouts, applications, etc. 
RETENTION See Comments 
COMMENTS Retain as required by state regulation and no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services

SERIES ID 0340-264 
TITLE Make a Difference Information Network Files 
DESCRIPTION Documents used in the administration of M-A-D-I-N program including: grants, correspondence, requests/referral form, statistics, memorandum of understanding, surveys, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0345-264 
TITLE Phenylketonuria, Congenital Hypothyroidism, Galactosemia Disease Files 
DESCRIPTION Documents used to keep track of children with genetic diseases to meet the requirements of law. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0334-264 
TITLE Providers Files 
DESCRIPTION Documents relating to agreements by providers to accept the department's payments and not bill patients including documents for potential providers and those who choose not be an SHS provider. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services Section

SERIES ID 0282-264 
TITLE Clinic Reports 
DESCRIPTION Individual client medical reports listing the status of the disease and other personal information. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Health Facility Regulation Bureau
Health Occupations Credentialing

SERIES ID 0799-264 
TITLE Correspondence - CNA, CMA, HHA 
DESCRIPTION Incoming and outgoing letters and memoranda relating to routine matters concerning the CAN, CMA, and HHS certified professions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-126 

SERIES ID 0803-264 
TITLE Legal Investigations and Action Files 
DESCRIPTION Correspondence, hearing records, legal orders, affidavits, etc. relating to investigations of alleged violations of the Health Occupations Credentialing Act. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

SERIES ID 0806-264 
TITLE Nursing Facility Abuse Files 
DESCRIPTION Complaint, correspondence, hearing documents, etc. relating to investigations of abuse of residents by long term care nursing facilities employees. 
RETENTION 040 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 39 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

SERIES ID 0238-264 
TITLE Subject Files - Health Occupations Credentialing Act 
DESCRIPTION Correspondence, reports, topical information, etc. relating to the health planning and statewide health coordinating council and Health Occupations Credentialing committee. 
RETENTION 005 cldr yrs 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

Agency Number: 264-003
Department of Health and Environment
Health Division
Office of Health Promotion

SERIES ID 0295-264 
TITLE Seat Belt Files 
DESCRIPTION Documents relating to the institution and administration of the Seat Belt Program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0298-264 
TITLE Subject Files - Health Promotion Administrator 
DESCRIPTION Documents used in the day to day work of the position including: work in progress, narrative descriptions, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then file in appropriate program file. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

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