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Kansas Records Retention Schedules

Results of Query:

Agency Code: 350-006 (Juvenile Justice Authority. Kansas Juvenile Correctional Complex)

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Agency Number: 350-006
Juvenile Justice Authority
Kansas Juvenile Correctional Complex

SERIES ID 0035-350 
TITLE Annual Statistics 
DESCRIPTION Statistics submitted by the juvenile correctional facilities to the central office and includes population statistics, admissions, average age at admission, counties, reasons for commitment, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0042-350 
TITLE Campus Night Report 
DESCRIPTION Reports made each night and includes date, name of living unit, time, notes, and comments. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0119-350 
TITLE Canteen and Benefit Funds Records 
DESCRIPTION Accounting reports used for administrative control of the canteen and benefit funds. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0048-350 
TITLE Change of Status Report Files 
DESCRIPTION Documents submitted to request a change in status of the juvenile offender & includes the number of juvenile offenders in institutions at the beginning of month, additions, separations, students remaining, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to "Master Juvenile Offender File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0053-350 
TITLE Community Advisory Files 
DESCRIPTION Documents used for recruitment and promotion within the community to help the Juvenile Correctional Facility with various programs and includes the list of members, notes of meetings, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0071-350 
TITLE Discharge Records 
DESCRIPTION Documents listing discharged juvenile offenders and includes the juvenile offender's name, county, date of discharge, date discharge was signed, and status of student at time of discharge. 
RETENTION See Comments 
COMMENTS Retain until discharge of student, then transfer to the "Master Juvenile Offender Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0154-350 
TITLE Employee Drug Test Records 
DESCRIPTION Results of drug tests samples conducted on individual employees to test for the presence of drugs. 
RETENTION See Comments 
COMMENTS Retain negative tests until new test is conducted, then destroy. Retain positive tests for length of employee's tenure plus 5 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS K.S.A. 45-221(a)(3)(4)(30) 
APPROVED 2007-10-12 
K.A.R. NUMBER 53-2-152 

SERIES ID 0075-350 
TITLE Employee's Accident or Illness Reports 
DESCRIPTION Reports regarding accidents or illnesses of employees and treatment, follow-up or review and includes the accident or illness, assessment, care plan, referral, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0090-350 
TITLE Escape Report/Records 
DESCRIPTION Documents filed with the police department of juvenile offenders who have escaped and includes date and time reported. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0076-350 
TITLE Extended Passes 
DESCRIPTION Documents relating to juvenile offenders given extended passes, date and where they went while on extended pass. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0077-350 
TITLE Face Sheets 
DESCRIPTION Documents used for immediate access to information on each juvenile offender admitted to the Juvenile Correctional Facility and includes full name and/or alias, address, phone, birthday, race, religion, etc. 
RETENTION See Comments 
COMMENTS Retain 5 years after discharge, transfer to the "Master Juvenile Offender Files", if no file exists, then transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0079-350 
TITLE Follow-Up Study 
DESCRIPTION Documents relating to a study done on former juvenile offenders to evaluate the programs at the Juvenile Correctional Facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0084-350 
TITLE Incident Reports 
DESCRIPTION Documents relating to incidents that have occurred between juvenile offenders, staff or both. 
RETENTION See Comments 
COMMENTS Place in appropriate Master Juvenile Offender File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0085-350 
TITLE Incidents of Suspected Child Abuse and/or Neglect 
DESCRIPTION Documents relating to incidents of suspected child abuse or neglect of an individual juvenile offender by a staff member or juvenile offender. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1507 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0087-350 
TITLE Inquiries Files 
DESCRIPTION Release of information on former/present residents or juvenile offenders to various law enforcement agencies, court services, attorneys, etc. to aid in working with them. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0123-350 
TITLE Juvenile Offender Account Records 
DESCRIPTION Records relating to the monitoring of juvenile offender accounts and maintained for accountability purposes. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0139-350 
TITLE Juvenile Offender Medical Files 
DESCRIPTION Documents used for reference to provide continuity of medical care for juvenile offenders and includes lab reports, examination reports, progress notes, medical history, medication administration records, etc. 
RETENTION See Comments 
COMMENTS Retain until juvenile offender is discharged, then transfer file to the "Master Juvenile Offender File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) & 38-1609 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0091-350 
TITLE Kansas Public Disclosure Commission Statements of Substantial Interest 
DESCRIPTION Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's Office. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0092-350 
TITLE Kansas School Food Service Reimbursement Claim 
DESCRIPTION Monthly claims for reimbursement made for breakfast and lunch expenses submitted to the Kansas Department of Education. 
RETENTION See Comments 
COMMENTS Retain for current school year plus 5 additional years pursuant to the federal requirements and KSA 75-5121. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0061-350 
TITLE Living Unit Communication Log 
DESCRIPTION Register used to record detailed and accurate information on situations and events which have occurred at the living units. 
RETENTION 003 cldr yrs 
COMMENTS KSA 38-1608 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13 
K.A.R. NUMBER 53-2-099 

SERIES ID 0062-350 
TITLE Living Unit Daily Checklist 
DESCRIPTION Registers used to document room and living unit security checks and the duties performed. 
RETENTION 003 cldr yrs 
COMMENTS Meets ACA accreditation standards. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0165-350 
TITLE Living Unit Log Sheets 
DESCRIPTION Daily notations made by staff relating to the activities of juvenile offenders while in their living units. 
RETENTION 003 cldr yrs 
COMMENTS Meets accreditation standards. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0063-350 
TITLE Living Unit Meal Count 
DESCRIPTION Head count sheets used to document juvenile offenders and staff consuming meals in the dining hall. 
RETENTION 003 cldr yrs 
COMMENTS Meets ACA accreditation standards. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0064-350 
TITLE Living Unit Program Plans 
DESCRIPTION Documents used to set up program plans for the new juvenile offenders and includes the name of psychologist, social worker, juvenile offender, county of commitment, date of admission and date and time of meeting. 
RETENTION See Comments 
COMMENTS Retain 1 year, then transfer to the "Master Juvenile Offender Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0065-350 
TITLE Living Unit Radio Check 
DESCRIPTION Two-way radio check made twice a day and the living units call-in to check equipment. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0095-350 
TITLE Log Sheets 
DESCRIPTION Daily notations made by staff relating to activities by juvenile offenders in the living units. 
RETENTION 003 cldr yrs 
COMMENTS Meets accreditation standards. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0096-350 
TITLE Master Juvenile Offender Files 
DESCRIPTION Master files maintained on juvenile offenders institutionalized at juvenile correctional facilities and includes evaluations, program planning, progress reports, incident reports, etc. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years after discharge, transfer to storage for 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0099-350 
TITLE Monthly Report Summary 
DESCRIPTION Reports summarizing activities at the juvenile correctional facilities and submitted monthly to the central office. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0166-350 
TITLE Night Shift Manager/Security Report 
DESCRIPTION Reports made nightly and used to monitor juvenile offenders in the living units and includes date, name of living unit, time, notes and comments. 
RETENTION 003 fisc yrs 
COMMENTS Meets accreditation standards. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0167-350 
TITLE Permanent Records, Card Indexes, and Logs 
DESCRIPTION Ledger entries, card indexes, logs, compiled on juvenile offenders admitted/committed to the juvenile correctional facility. 
RETENTION Permanent 
COMMENTS Transfer to the archives when no longer useful. 
DISPOSITION Permanent 
RESTRICTIONS KSA 65-2423 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0098-350 
TITLE Population Reports 
DESCRIPTION Research and statistical information submitted monthly by the facilities and includes movement of juvenile offenders in and out the juvenile correctional facilities, juvenile offender population, etc. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1609 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0168-350 
TITLE Program Planning Reports 
DESCRIPTION Documents prepared summarizing the initial program planning conference, periodic program reviews, and pre-release conferences held to establish a program plan and chart progress throughout the juvenile offenders' commitment to a juvenile correctional facility. 
RETENTION See Comments 
COMMENTS Retain 1 year, then transfer to appropriate Master Juvenile Offender File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 & 38-1609 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0031-350 
TITLE Program Planning and Program Review Conferences 
DESCRIPTION Documents used to set up review conferences for juvenile offenders who have been at the Juvenile Correctional Facility and includes name, date of review, clinician, county, etc. 
RETENTION See Comments 
COMMENTS Retain 1 year, then place in "Master Juvenile Offender Files." 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0169-350 
TITLE Program Reviews 
DESCRIPTION Documents used to complete facility program reviews for juvenile offenders designed to assess an individual offender's programs and progress. 
RETENTION 001 cldr yr 
COMMENTS Retain 1 year, then file in appropriate Master Juvenile Offender Files and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0111-350 
TITLE Psychological Test Data Files 
DESCRIPTION Raw test data and clinical notes relating to psychological tests administered to juvenile offenders that are used in the preparation of final psychological analysis reports. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after discharge, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3), 38-1608, 38-1609, 38-1514 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

SERIES ID 0113-350 
TITLE Psychological Tests Results 
DESCRIPTION Psychological tests on juvenile offenders given by psychology division to determine the intellectual & functioning level, & emotional status & includes intelligence tests evaluations, chemical use survey, etc. 
RETENTION See Comments 
COMMENTS Retain 5 years after discharge, then transfer to the "Master Juvenile Offender File." 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1609 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0115-350 
TITLE Psychotropic Medications - Monthly Report 
DESCRIPTION Reports listing students currently taking psychotropic medications for statistical purposes and to review for possible rescheduling. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1609 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0120-350 
TITLE Questionnaires 
DESCRIPTION Questionnaires sent to the juvenile correctional facilities and used for a census of public juvenile detention, correctional, and shelter facilities. 
RETENTION 003 cldr yrs 
COMMENTS Meets accreditation standards. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0078-350 
TITLE Reconciliation of Accounts 
DESCRIPTION Documents of financial matters relating to accounting and verification of the checking and savings accounts: DA form 65 and other required documents. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0170-350 
TITLE Reintegration Visits and Medical Leaves 
DESCRIPTION Documents relating to passes given to juvenile offenders including date and destination while on extended leave. 
RETENTION See Comments 
COMMENTS Retain 5 years after date of discharge then transfer to appropriate Master Juvenile Offender File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0125-350 
TITLE Seclusion Referral Form 
DESCRIPTION Documents used to record activities of a juvenile offender presenting a potential threat of harm to himself or herself, others and property. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0173-350 
TITLE Seclusion/Security Referral Form 
DESCRIPTION Documents used to record activities of a juvenile offender presenting a potential threat of harm to himself or herself, staff, and property. 
RETENTION 005 cldr yrs 
COMMENTS Retain 5 years, then transfer to appropriate Master Juvenile Offender File. 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0114-350 
TITLE Seclusion/Security Reports 
DESCRIPTION Reports detailing which juvenile offenders are in seclusion or pose a potential treat of harm to himself or herself, staff, and property. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1609 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0127-350 
TITLE Security Check Documentation 
DESCRIPTION Documents relating to all activities reported at the juvenile correctional facilities and logged and includes time, narrative, and security checks. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0129-350 
TITLE Shift Coverage 
DESCRIPTION Documents used to record which living units had single coverage, staff on duty, and staff shifting for adequate coverage. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0130-350 
TITLE Shift Log Notes 
DESCRIPTION Documents used to log events of during shifts. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 38-1608 
APPROVED 1991-01-17 
K.A.R. NUMBER 53-2-087 

SERIES ID 0141-350 
TITLE Subject Files 
DESCRIPTION Wide variety of documents relating to operational concerns and activities of the facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Replaces various separate Subject Files entries. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0144-350 
TITLE Suicide Log/Time Out/Seclusion Logs 
DESCRIPTION Registers used to monitor a juvenile offender either in seclusion or on suicide watch. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years, then destroy or transfer to Master Juvenile Offender and retained accordingly. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

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