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Kansas Records Retention Schedules

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Agency Code: 264-005 (Department of Health and Environment. Center for Health & Environmental Statistics)

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Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Director's Office

SERIES ID 0104-264 
TITLE Director's Administrative Files 
DESCRIPTION Variety of documents related to the administration of the division of information systems including: personnel files, copies of purchase requests, copies of administrative memos, 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 Portions per KSA 45-221(a) 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0105-264 
TITLE Division Files 
DESCRIPTION Documents related to the activities within each office and section of the division including: research and analysis, data processing, activities of state registrar, speaking materials, 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 0106-264 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities of the bureau including: memos, contracts, budget file, health information files, office equipment files, travel files, secretary minutes, 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 

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Office of Health Care Information

SERIES ID 0081-264 
TITLE Accidental Death Transcripts 
DESCRIPTION Documents listing relevant statistics for accidental death reporting system including: name, date of death, statistical information about cause of accidental death and relevant death certificates. 
RETENTION See Comments 
COMMENTS These should be transferred to the Office of Vital Statistics for permanent retention when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0082-264 
TITLE Annual Tables 
DESCRIPTION Annual tables of births, deaths, marriages and divorces including: births, deaths, marriages, divorces by county, age group, sex, race, etc. 
RETENTION See Comments 
COMMENTS Retain in office permanently or transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0083-264 
TITLE Annual Vital Statistics Tables 
DESCRIPTION Birth, death, marriage, divorce, and abortion data compiled on an annual basis. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0087-264 
TITLE Dentists/Dental Hygienists Surveys 
DESCRIPTION Surveys of dentists and dental hygienists listing name, address, sex, age, practice related questions, race, 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 0088-264 
TITLE Elderly Kansans Survey 
DESCRIPTION Documents relating to health assessment of elderly Kansans including: name, age, address, sex, race, 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 0090-264 
TITLE Expenditure Study 
DESCRIPTION Documentation for worksheets of health expenditures study including: publications, data table, memos, letters, worksheets and drafts of study, correspondence, notes, 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 0092-264 
TITLE General Office Files 
DESCRIPTION Documents relating to the daily operation of the unit including: memos, applications, budget documents, general data, 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 0093-264 
TITLE General Statistical Reference Files 
DESCRIPTION Documents related to statistical compilations used for requests including: correspondence and data compilations related to births, deaths, marriages, divorces and abortions, stats. from 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 

SERIES ID 0686-264 
TITLE Induced Termination of Pregnancy Report 
DESCRIPTION Report compiled by the provider facilities and submitted to the Secretary of Health and Environment relating to the number of induced termination of pregnancies performed as required by KSA 65-445. 
RETENTION See Comments 
COMMENTS Retain hard copy 1 year after current report year, then destroy. Retain raw computer data until no longer useful, then delete. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) & 65-436 
APPROVED 1997-07-10 
K.A.R. NUMBER 53-2-112 

SERIES ID 0097-264 
TITLE Manpower Statistics 
DESCRIPTION Documents relating to demographic data on physicians, dentists, dental hygienists, physical therapists, occupational therapists, 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 0098-264 
TITLE Medical Doctor/Doctor of Osteopathy Annual Renewal Survey 
DESCRIPTION Documents used to identify medical doctors and doctors of osteopathy by name, address, practice location, hours worked, and other demographic/statistical data gathered as required by statute. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Vital Statistics

SERIES ID 0149-264 
TITLE Administrative Files 
DESCRIPTION Variety of documents relating to the administration of the bureau including: general correspondence for VS, budget material, personnel files, contracts, individual county correspondence files, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0150-264 
TITLE Adoption Files 
DESCRIPTION Documents used in the process of adoption including: form letters, blank forms, copy rules and regulations, foreign born adoption index, etc. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0152-264 
TITLE Applications for Vital Records 
DESCRIPTION Applications for birth, death, marriage, divorce and stillbirth certificates including: names, dates of events, places, parents, relationship of person or reason for having record, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0153-264 
TITLE Coding Material for Occupation and Industry on Death Certificate 
DESCRIPTION Documents relating to coding the occupation and industry of the deceased on current death certificates. 
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 0154-264 
TITLE Corrections or Changes Files 
DESCRIPTION Letters, notes, requests for corrections/changes on original records, returned certified copies, etc. relating to requests for changes or corrections on recent birth and death certificates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0156-264 
TITLE Death Certificate Material 
DESCRIPTION Documents relating to death certificate registration material used to register and code current death records. 
RETENTION See Comments 
COMMENTS Retain until updated, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0157-264 
TITLE Delayed Birth Certificate Registration 
DESCRIPTION Documents used to establish delayed birth registration in Kansas including: fed. census forms, copies of statutes, sample letters, D.B. index, book of dead town list, original D.B. certificates, etc. 
RETENTION Permanent 
COMMENTS Retain original copy and microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0157-264 
TITLE Delayed Birth Certificate Registration 
DESCRIPTION Federal census forms, copies of statutes, sample letters and original delayed birth certificates used to establish delayed birth registration in Kansas. 
RETENTION Permanent 
COMMENTS Image documents and return original documents to the source who provided them. Transfer Delayed Certificate of Birth and affidavits to the permanent offsite storage. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0158-264 
TITLE General Office Files 
DESCRIPTION Variety of documents, generally office copies, used in the daily activities of the division. 
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 0159-264 
TITLE Hospital and Funeral Home Monthly Report 
DESCRIPTION Documents relating to hospital reports of all births and stillbirths which occur in the state. 
RETENTION See Comments 
COMMENTS Retain until all records are accounted for and report is microfilmed, then destroy hard copy. Retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0160-264 
TITLE Indexes for Certificates and Microfilm Off-Site Storage 
DESCRIPTION Indexes used to locate certificates and microfilm that are stored off-site. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0161-264 
TITLE Indexing Materials 
DESCRIPTION Microfiche, death index books, computer printouts, etc. used to locate state file numbers on records in order to retrieve and process certified copies. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0162-264 
TITLE Indexing Resources 
DESCRIPTION Indexing material used to locate state file number on certificates needed for retrieval and reproduction including: names, date of event, place of event code, index number, type of record, etc. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0163-264 
TITLE Original Birth, Death, Marriage, Divorce and Stillbirth Records 
DESCRIPTION Original records of events which have occurred in Kansas including: names, dates, places, type of records, parents, addresses, occupation, medical info, marital status, social security numbers, etc. 
RETENTION Permanent 
COMMENTS Retain original and microfilm permanently, originals go to off-site storage. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0163-264 
TITLE Original Birth, Death, Marriage, Divorce and Stillbirth Records 
DESCRIPTION Original vital records documenting events which have occurred in Kansas including: names, dates, places, types of records, parents, addresses, occupation, medical information, marital status, social security numbers, etc. 
RETENTION Permanent 
COMMENTS Image records and maintain permanently. Original paper copies are stored offsite and retained permanently. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 65-2422 & 5 U.S.C. sec. 552a 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0165-264 
TITLE Preparation Files 
DESCRIPTION Documents used to help prepare original birth, death, marriage divorce, stillbirth and delayed birth registrations. 
RETENTION Permanent 
COMMENTS After microfilming, destroy hard copy, retain microfilm permanently. 
DISPOSITION Permanent 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0165-264 
TITLE Preparation Files 
DESCRIPTION Documents used to help prepare original birth, death, marriage, divorce, stillbirth and delayed birth registrations. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0168-264 
TITLE Reports - Special Projects 
DESCRIPTION Reports produced by the section relating to special projects. 
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 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0169-264 
TITLE Subject Files 
DESCRIPTION Variety of documents used to register vital events, local register files, reports to NCHS, hospital delinquency reports, individual funeral home files, 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 0170-264 
TITLE Subject Files - Accounting 
DESCRIPTION Documents retained for accounting purposes for the issuance of vital records including: money receipts, date of transaction, type of record, amount of fees paid, name, date, place of event, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0171-264 
TITLE Subject Files - Corrections or Changes 
DESCRIPTION Documents used to make corrections or changes on original records. 
RETENTION Permanent 
COMMENTS Destroy hard copy after microfilming. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0172-264 
TITLE Subject Files - Marriage Licenses 
DESCRIPTION Variety of documents used to register marriage license issued in Kansas including the statistical portion of the license on microfilm the scanned image or the electronic file provided by the county district court. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS  
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0173-264 
TITLE Subject Files - Registration 
DESCRIPTION Variety of documents used to register birth, stillborn, divorce and annulment records which have occurred in Kansas. 
RETENTION Permanent 
COMMENTS Image records and retain permanently. Original paper copies are transferred to offsite storage and retained permanently. 
DISPOSITION Permanent 
RESTRICTIONS Portions per K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0173-264 
TITLE Subject Files - Registration 
DESCRIPTION Documents used to register birth, stillbirth and divorce or annulment records which have occurred in Kansas. 
RETENTION See Comments 
COMMENTS Retain stillbirth certificates permanently, the remainder retain until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0174-264 
TITLE Subject Files - Requests from SRS 
DESCRIPTION Requests from SRS for records which contain fees receipts, requests from SRS with no fees and awaiting receipt of fees, air-bill receipts, copies of vouchers, etc. 
RETENTION See Comments 
COMMENTS Retain for 1 year on pending receipts, the remainder retain 3 months, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0175-264 
TITLE Supervisory Files 
DESCRIPTION Variety of documents relating to supervisory activities including: memos, personnel files, training information, minutes, interview files, etc. 
RETENTION See Comments 
COMMENTS Retain personnel files 5 years after termination, then destroy. The remainder refer to general schedule or contact the archives for appraisal, if not accepted, destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

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