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Kansas Records Retention Schedules

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

Page 1 of 1 showing 12 records of 12 total, starting on record 1



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 

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