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Kansas Records Retention Schedules

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Agency Code: 264 (Department of Health and Environment)

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Agency Number: 264-001
Department of Health and Environment
Administration

SERIES ID 0535-264 
TITLE Rules and Regulations Adoption Process Files 
DESCRIPTION Economic impact statements, public hearing records, hearing officer reports and other documentation relating to revisions of administrative regulations as required by statute. 
RETENTION See Comments 
COMMENTS Retain until published plus 3 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-103 

Agency Number: 264-001
Department of Health and Environment
Administration
Comptroller, Office of the

SERIES ID 0021-264 
TITLE Division of Environment Information Files 
DESCRIPTION Copies of various documents and notes related to the Division of the Environment finances - used for reference. 
RETENTION See Comments 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0028-264 
TITLE Federal Grant Programs Control and Reference Files 
DESCRIPTION Wide range of documents related to federal funded health and environment programs administered by KDHE: budgets, vouchers, reports, plans, correspondence, journals, ledgers, procedures, etc. 
RETENTION 015 fisc yrs 
COMMENTS Earlier records from this series have been transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0030-264 
TITLE Gas and Oil Purchase in Kansas - Monthly Reports of 
DESCRIPTION Reports submitted to KDHE by initial purchasers (wholesalers) of gas and oil for the purpose of tax assessments - includes name of purchaser, date, quantity purchased, and tax assessed and paid. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0071-264 
TITLE Women, Infants, and Children Program - Subject Files 
DESCRIPTION Reference materials regarding the federal WIC (food issues) program: publications, reports, correspondence, and various financial documents. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

Agency Number: 264-001
Department of Health and Environment
Administration
General Services

SERIES ID 0078-264 
TITLE Internal Program Evaluation 
DESCRIPTION Documents relating to the evaluations of various programs within the agency. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-001
Department of Health and Environment
Administration
Legal Services

SERIES ID 0177-264 
TITLE Case Files 
DESCRIPTION Documents relating to case files including: correspondence, pleadings, transcripts, pictures, attorney work papers, complaints, etc. 
RETENTION 007 cldr years post closure 
COMMENTS Transfer significant cases as determined by the agency in consultation with the state archives staff to the archives. Destroy all others.  
DISPOSITION See Comments 
RESTRICTIONS Portions may be restricted per K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(10)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426. 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0180-264 
TITLE Desk Reference Files 
DESCRIPTION Convenience aggregations of legal reference materials. 
RETENTION Retain until no longer useful, or superseded 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0706-629 
TITLE Estate Recovery Case Files 
DESCRIPTION Correspondence, eligibility history, probate pleadings, family agreements, and related documents relating to legal action taken to recover assets from deceased medical assistance recipients' estates. 
RETENTION 005 cldr yrs post closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b & 45-221(a)(1)(3)(14)(30) 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0176-264 
TITLE General Bureau Information Files 
DESCRIPTION Variety of documents dealing with information about specific bureaus in the department including: memoranda, letters, etc. 
RETENTION Until superseded or no longer useful 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0700-629 
TITLE Medical Subrogation Case Files 
DESCRIPTION Medical reports, police reports, accident inquiries, correspondence, and related documents relating to agency efforts to recover medical costs. 
RETENTION 005 cldr yrs post closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b & 45-221(a)(1)(3)(14)(30) 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

Agency Number: 264-001
Department of Health and Environment
Administration
Secretary's Office

SERIES ID 0186-264 
TITLE Federal/State Task Forces and Advocate Groups 
DESCRIPTION A variety of documents relating to the task forces on the state and federal level and the advocacy groups that have an impact on the agency. 
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 0188-264 
TITLE Health and Environment Case Files 
DESCRIPTION Reference copies of documents of case files. Contents include: information concerning cases, letters, attorney's notes, correspondence, etc. 
RETENTION Until Case is Closed 
COMMENTS Original Documents are held under 0177-264 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(10)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426. 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0190-264 
TITLE Proposed Kansas Administrative Rules and Regulations 
DESCRIPTION Documents relating to new and proposed amendments to existing regulations that govern the agency including: proposed regulations, notices, economic impact statements, hearing officer's report, 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: 264-002
Department of Health and Environment
Environment Division

SERIES ID 0654-264 
TITLE Special Projects Files 
DESCRIPTION Contain documents related to one time/ad hoc projects. May contain lab reports, correspondence, reports, and planning documents related to environmental issues within the state of Kansas. 
RETENTION 020 cldr yrs 
COMMENTS Contact state archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(14)(20) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air

SERIES ID 0419-264 
TITLE Air Emissions Inventory Forms 
DESCRIPTION Completed forms listing basic information regarding industrial operations which emit particles into the air - used as input form for "Air Emissions Inventory Database System". 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0432-264 
TITLE Air Quality Assement Logs 
DESCRIPTION Registers of various section activities related to air quality assessment and enforcement: Order Logs, Complaint Logs, New Plant Logs, Oil Spill Logs, Report Notice Mailing Logs, and Source Test Logs. 
RETENTION 003 cldr yrs 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0446-264 
TITLE Asbestos Files 
DESCRIPTION Documents used to verify and justify actions concerning initial and annual renewal licensing of businesses, as well as public agencies, to engage in asbestos abatement work. Includes permits and correspondence, notification forms and project inspection documents. 
RETENTION 003 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0448-264 
TITLE Asbestos Program Files 
DESCRIPTION Policy and procedure documents regarding administration of asbestos program includes: respiratory protection, training, certification, inspection, etc. 
RETENTION 003 Calendar Years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0449-264 
TITLE Asbestos Worker Certification Files 
DESCRIPTION Documents used to verify and justify actions concerning initial and annual renewal of certification of persons as either asbestos abatement workers or supervisors. 
RETENTION 003 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS Portions per KSA 45-221(a)(3) 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0413-264 
TITLE Facility Files 
DESCRIPTION Variety of documents relating to facilities including: permits, inspection reports, investigations, reports to federal agencies and working files. 
RETENTION 003 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0452-264 
TITLE Federal Asbestos Hazard Emergency Response Act Management Plans 
DESCRIPTION Asbestos management plans that are required to be submitted to the agency by public and private schools under Federal law/regulation. 
RETENTION 001 cldr yr  
COMMENTS Contact State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0423-264 
TITLE Municipal Air Quality Files 
DESCRIPTION Records related to general and specific air quality issues in individual Kansas cities and/or counties includes: correspondence, publications, applications, reports, inspections, and monitoring, and related documents. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0430-264 
TITLE Open Burning Permit Files 
DESCRIPTION Documents related to requests for permits to perform open burnings, to the review of those requests, and to the enforcement of associated laws and regulations. 
RETENTION 003 cldr yrs 
COMMENTS Transfer significant files as determined by the agency staff in collaboration with state archives staff. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0436-264 
TITLE Visible Emission Inspector Certification Records 
DESCRIPTION Documents related to the training and certification of employees for observation and identification of visible air emissions (smoke): correspondence, examination sheets, certifications, and related documents. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-10-13 
K.A.R. NUMBER 53-2-076 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air and Radiation
Monitoring Section

SERIES ID 0417-264 
TITLE Air Emission Inventory Database System 
DESCRIPTION Computer database used to manage and reference information collected in the process of monitoring and enforcing air emission standards - information entered from "Air Emission Inventory Forms" (q.v.). 
RETENTION See Comments 
COMMENTS Retain annual backup tapes for 7 years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(1) 
APPROVED 1988-10-13 
K.A.R. NUMBER 53-2-076 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air and Radiation
Radiation Section

SERIES ID 0409-264 
TITLE Liaison Officer Network Files 
DESCRIPTION Documents provided to the chief of the radiation control section related to the NRC actions at Wolf Creek Nuclear Station and the "no significant impact" determinations of NRC license actions at W.C. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. This information is available at the public information centers in Burlington, Washington, Washburn University and others. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0273-264 
TITLE Low Level Radiation Waste (LLRW) Files 
DESCRIPTION Documents relating to low level radiation waste and in particular, Kansas' activities relative to the Central Interstate Low Level Radiation Waste Compact Commission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0277-264 
TITLE Transportation Files 
DESCRIPTION Documents generated by or relative to the transportation of radiation materials in Kansas. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air and Radiation
Right to Know Section

SERIES ID 0394-264 
TITLE Master Database 
DESCRIPTION Database under design to combine information from all aspects of sections reporting (Series 302-311) and will inter-link with the U.S. Environmental Protection Agency system. 
RETENTION See Comments 
COMMENTS Retain permanently or transfer to the archives when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services

SERIES ID 0615-264 
TITLE Data Requests 
DESCRIPTION Correspondence, memos, reports, etc.. related to requests for water quality information stored on the EPA STORET computer system. 
RETENTION 020 Calendar Years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0641-264 
TITLE Fish Kill Reports 
DESCRIPTION Reports regarding investigations of fish kills that are used to determine who or what was responsible for the kill and if any regulations have been violated. 
RETENTION 020 cldr yrs 
COMMENTS Contact the State Archives for appraisal. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Data Support Section

SERIES ID 0660-264 
TITLE Fresh Water Mussels Distribution Data 
DESCRIPTION Documentation relating to the type and size of mussel samples collected at stream biological network sites to monitor toxicity levels. 
RETENTION See Comments 
COMMENTS Retain hard copy until data is transferred to the Kansas Biological System Data Base, then destroy. Retain PC database until data is transferred to the Kansas Biological System Data Base, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0616-264 
TITLE Kansas Water Data Base 
DESCRIPTION Ambient chemical water quality data gathered routinely and stored electronically to provide historical background information on water quality in Kansas. 
RETENTION See Comments 
COMMENTS Retain permanently. Data stored off-line should be refreshed periodically to ensure data integrity. All data should be migrated to new electronic information systems as needed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Public Advocate

SERIES ID 0608-264 
TITLE Pollution Prevention Award Files 
DESCRIPTION Applications and supporting documents relating to pollution prevention awards given annually to recognize private sector organizations' efforts throughout Kansas. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section

SERIES ID 0465-264 
TITLE Chemical Analysis Data Sheets 
DESCRIPTION Computerized laboratory reports on results of chemical analyses of water samples. 
RETENTION See Comments 
COMMENTS Retain until data is published in "Water Quality Data for Kansas," then destroy. This data is also input into the EPA STORET computer system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0491-264 
TITLE Reports - Original Manuscripts 
DESCRIPTION Original manuscripts of reports and other documents published by the section regarding water quality subjects. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0494-264 
TITLE Reports - Unpublished 
DESCRIPTION Reports compiled by the section but not formally published: "Kansas River Pollution Survey," "The Kansas River and Its Tributaries," "Summary Report on Quality of Interstate Waters," etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful on a regular basis, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0662-264 
TITLE Whole Effluent Toxicity Tests 
DESCRIPTION Lab sheets, reports, and memos relating to tests performed on waste water discharge effluent samples to ensure compliance with the established permit conditions. 
RETENTION 015 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section
Stream Biological Monitoring Unit

SERIES ID 0648-264 
TITLE Fish Tissue Monitoring Program Files 
DESCRIPTION Documents relating to collection and analysis of fish tissue samples to check for the presence of toxic chemicals which may not be detected through water samples. 
RETENTION See Comments 
COMMENTS Retain paper files until an AS400 database system is implemented, then destroy. Retain AS400 fish tissue monitoring data base permanently. Data stored offline should be refreshed periodically and all data should be transferred to new systems as needed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

SERIES ID 0657-264 
TITLE Kansas Biological System Data Base 
DESCRIPTION Biological water quality data gathered routinely and stored electronically to provide historical background information on water quality in Kansas. 
RETENTION See Comments 
COMMENTS Retain permanently. Data stored offline should be refreshed periodically to ensure data integrity. All data should be migrated to new electronic information systems as needed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section
Stream Chemistry Monitoring Unit

SERIES ID 0681-264 
TITLE Fish Kill Data Base 
DESCRIPTION Single PC-based data base containing summary information on fish kills in Kansas: date, location, number killed, cause, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Remediation

SERIES ID 1002-264 
TITLE Abandoned Mine Land Project Files 
DESCRIPTION Records related to the investigation and remediation of safety hazards posed by historic mining sites, including investigation reports, background research, and environmental and other agreements; and supporting documentation including maps, designs, specifications, analytic data, and construction and post construction inspection reports. 
RETENTION 030 cldr yrs post closure 
COMMENTS Contact State Archives for appraisal, if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS NONE 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 1003-264 
TITLE Closed Storage Tank Facility Files 
DESCRIPTION Records related to historical operations of storage tank facilities that are no longer active. Records include those identifying the dates of facility operation; facility owners and operators; the number and size of the storage tanks; types of materials stored; storage tank installation, upgrade, and repair records; permanent abandonment records; compliance and inspection records; site drawings and maps; information submitted to fulfill emergency planning and community right-to-know requirements; insurance and financial responsibility records; and supporting documentation. 
RETENTION 30 years after facility closure 
DISPOSITION Archive 
RESTRICTIONS KSA 45-221(a)(14)(30)(45) 
APPROVED 2017-01-19 
K.A.R. NUMBER 53-2-194 

SERIES ID 1001-264 
TITLE Coal Mine Permits 
DESCRIPTION Records related to active coal mining, including inspection reports, permit documents, and agreements; and supporting documents including surface water and groundwater reports, analytical data, notice of violations, cessation orders, per ton fees, and other activities required under the Kansas Mine Land Conservation and Reclamation Act. 
RETENTION 030 cldr yrs post closure 
COMMENTS Contact State Archives for appraisal, if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS NONE 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0462-264 
TITLE County Environmental Reference Files 
DESCRIPTION Records documenting environmental conditions at locations where a Bureau of Environmental Remediation(BER) response was not warranted. Records are kept for future reference, and include complaints referred to other agencies, regional groundwater studies, reports for environmental assessment and response actions performed without BER oversight, background information and facility inventories related to industrial sector evaluations, unregulated dump or landfill information, and other related records. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0454-264 
TITLE Environmental Site File 
DESCRIPTION Records related to the investigation and remediation of environmentally contaminated sites, including investigations reports, background research, environmental and other agreements, and supporting documentation including: maps, superfund material, monitoring records, and analytic data. 
RETENTION 030 Calendar Years after site closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0461-264 
TITLE Federally Funded Program Files 
DESCRIPTION All records related to work performed under a federal grant or cooperative agreement. Does not include records scheduled under Environmental Site Files. 
RETENTION 010 cldr years 
COMMENTS Maintain all financial and programmatic records, supporting documents, statistical records, and other records related to work performed under the grant or agreement for a minimum of 10 years following the submission of the final expenditure report, or for awards that are renewed quarterly or annually, from the date of the submission o the quarterly or annual financial report. If any litigation, claim, negotiation, audit, cost recovery, or other action has been initiated, the records must be retained until completion of such action and resolution of all issues which arise from it or until the end of the regular 10 year period, whichever is later. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221 (a)(1); 42 USCA 9601 et Sec. 113(k)(1) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0456-264 
TITLE Leaking Tank Files 
DESCRIPTION Records related to the investigation and remediation of environmental contaminated tank sites. These may include: investigation reports, background research, environmental and other agreements, and supporting documentation.  
RETENTION 030 Calendar years after closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0460-264 
TITLE Spill Reports 
DESCRIPTION Documents relating to reports of spills that contaminate the soil or water. 
RETENTION 030 calender years after remediation 
COMMENTS Environmentally significant spills generate Site Files (0454-264). Contact archives for appraisal, materials not accepted should then be destroyed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-084 

SERIES ID 0810-264 
TITLE Storage Tank Compliance Files 
DESCRIPTION Records documenting a facility's routine procedures such as leak detection, inventory control, tightness testing, monitoring, and other activities required to prevent product releases into the environment as required by the Underground Storage Tank Act. 
RETENTION 031 cldr years 
COMMENTS Records are scanned for convenience, but the paper copy remains the record copy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 65-34, 108 (d); KSA 45-221 (a)(1) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Radiation

SERIES ID 0624-264 
TITLE Central Interstate Compact (CIC) Low-Level Radioactive Waste Program Files 
DESCRIPTION Correspondence, reports, newsclippings, and other documents relating generally to the compact formed by Kansas, Nebraska, Oklahoma, Arkansas, and Louisiana to manage and dispose of the five states' low-level radioactive waste. 
RETENTION Until Compact Superseded 
COMMENTS Contact the 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 0391-264 
TITLE County Emergency Planning Committee Files 
DESCRIPTION Documents concerning Emergency Planning Committees including lists of members, correspondence, proceedings, and other supporting materials.  
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0392-264 
TITLE Hazardous Substance Facilities Reporting Files 
DESCRIPTION Documents resulting from the required reporting of the production, use, or storage of hazardous substances by industrial or commercial facilities under Federal statute. 
RETENTION 010 cldr yrs 
COMMENTS Includes reports required by Sections 302, 304, 311, 312, and 313 of the Superfund Amendments and Reauthorization Acts of 1986, Title III. See also "Material Safety Data Sheets." 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 0272-264 
TITLE Incident Investigation Files 
DESCRIPTION Documents relating to investigations of accidents, incidents, or complaints involving radioactive materials or radiation conducted by Radiation Program staff. 
RETENTION 010 cldr yrs post closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0412-264 
TITLE Small Hospital X-Ray Equipment Survey 
DESCRIPTION Survey questions and answers used to determine the methods used by small hospitals in operating the x-ray equipment. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0275-264 
TITLE Staff Health and Safety Files 
DESCRIPTION Documents relating to the occupational safety and health of Radiation Program staff. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2015-06-09
K.A.R. NUMBER 53-2-084 

SERIES ID 0276-264 
TITLE Training Files 
DESCRIPTION Documents relating to the radiation program training activities and staff training. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2015-06-09
K.A.R. NUMBER 53-2-084 

SERIES ID 0416-264 
TITLE X-Ray Registration and Inspection Files 
DESCRIPTION Documents relating to the registration files and the inspection reports for all possessors and users of x-ray or ionizing radiation producing devices. 
RETENTION 010 cldr yrs after disposal of device 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Waste Management

SERIES ID 0577-264 
TITLE Hazardous Waste Generator Files 
DESCRIPTION Correspondence, generator and inspection reports, and other documents relating to efforts to monitor generators of hazardous waste (ex: refinery) to ensure compliance with federal and state statutes and regulations. 
RETENTION 010 cldr yrs 
COMMENTS Purge materials other than reports. Transfer reports to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0580-264 
TITLE Hazardous Waste Resource Conservation and Recovery Act (RCRA) Groundwater Files 
DESCRIPTION Documents relating to monitoring of hazardous waste facility groundwater during operations and for 30 yrs after closure as required by RCRA Title C: Sampling and analysis plan, reports, etc. 
RETENTION 030 Calendar Years after closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0579-264 
TITLE Hazardous Waste Statistical Data 
DESCRIPTION Data submitted annually by facilities generating, treating, storing, and/or disposing of hazardous waste that summarize the quantity, chemical composition, type, and methods of managing the waste. 
RETENTION 007 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0588-264 
TITLE Household Hazardous Waste Files 
DESCRIPTION Permits, correspondence, reports, and other documents relating to the monitoring of household hazardous waste disposal programs and facilities to ensure compliance with state statutes and regulations. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-104 

SERIES ID 0596-264 
TITLE Mausoleum Creation Permits 
DESCRIPTION Permit applications, permits, correspondence, and other documents relating to the issuance of permits for the construction of mausoleums or vaults to ensure that the structure will be sound and maintain the sanitation of surrounding environment. 
RETENTION 010 cldr yrs 
COMMENTS Purge files of transactional material. Transfer remaining file to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0584-264 
TITLE Solid Waste Facility Permits 
DESCRIPTION Permit applications, correspondence, inspection reports, and other documents relating to efforts to monitor solid waste activities to ensure compliance with state statutes (65-3407 and 65-3410) and regulations. 
RETENTION 030 Calendar Years after closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0581-264 
TITLE Solid Waste Resource Conservation and Recovery Act (RCRA) Groundwater Files 
DESCRIPTION Documents relating to monitoring of solid waste facility groundwater during operations and after closure as required by RCRA Title D: Sampling and analysis plan, reports, and related records. 
RETENTION 030 Calendar Years after closure 
COMMENTS
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0578-264 
TITLE Treatment, Storage, and Disposal Facility Files  
DESCRIPTION Permits, correspondence, and other documents relating to the monitoring of facilities involved in hazardous waste treatment, storage, and disposal. 
RETENTION 005 Calendar years after notification of closure 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0597-264 
TITLE Waste Collection Truck Tipping Fee Files 
DESCRIPTION Documents relating to the administration and collection of tipping fees assessed on each ton of solid waste disposed of at any solid waste disposal area.  
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0585-264 
TITLE Waste Tire Files 
DESCRIPTION Permits, correspondence, reports, and other documents relating to the monitoring of waste tire processing and collection facilities to ensure compliance with tire disposal and reclamation regulations. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Waste Management
Solid Waste Section

SERIES ID 0595-264 
TITLE Disposal Authorization Files 
DESCRIPTION Documents relating to requests submitted by individuals and firms seeking authorization to dispose of solid waste in a landfill. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2015-05-04
K.A.R. NUMBER 53-2-104 

SERIES ID 0598-264 
TITLE Landfill Database 
DESCRIPTION Electronic database (Lotus Notes) containing summary information on each solid waste facility: name, address, landfill type, landfill status, permit issue date, permit expire date, tipping fee data. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13 
K.A.R. NUMBER 53-2-104 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water

SERIES ID 0811-264 
TITLE 503 Sludge Reports 
DESCRIPTION Reports submitted by Municipal and Industrial Wastewater Treatment facilities including laboratory results covering the disposal of sludge waste. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16  ; Revised 2015-04-20
K.A.R. NUMBER 53-2-185 

SERIES ID 0601-264 
TITLE Agricultural Waste Facilities Files 
DESCRIPTION Plan sheets, correspondence, registration applications, reports, and other documents related to issuing permits and regulating waste water produced by animal feed lot facilities. 
RETENTION 010 cldr yrs  
DISPOSITION Archives 
RESTRICTIONS KSA 45-221 (a)(1); KSA 65-170g, KAR 28-46-23, 40 CFR 122.7 40 CFR 123.25 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0568-264 
TITLE Annual Priority List - EPA Construction Grants and State Revolving Fund Loans 
DESCRIPTION Annual report prepared to inform the public of the priorities established for the allocation of EPA construction grants and state revolving fund loans for wastewater facility construction. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0689-264 
TITLE Aquatic Macro-Invertebrate Sample Identification Sheets 
DESCRIPTION Records of the contents of water samples taken from sampling stations as regards aquatic organisms according to laboratory analysis. 
RETENTION 020 cldr yrs 
COMMENTS This data is available in the Water Quality Data for Kansas report and the EPA's STORET system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0690-264 
TITLE Arkansas River Corridor Assessment Project Records 
DESCRIPTION Documents containing chemical, biological, and hydrological information on the Arkansas River and used to prepare a comprehensive analysis of the river's water quality. 
RETENTION 020 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0691-264 
TITLE Bio-Screening Program Records 
DESCRIPTION Documents regarding the screening, analysis, and impact assessment of municipal and industrial waste water on aquatic life: correspondence, reports, notes, and related records. 
RETENTION 020 Calendar Years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0005-264 
TITLE Bond Fund Accounts Audit Reports 
DESCRIPTION Audit reports related to municipal sewer construction revenue bonds held by the agency. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0634-264 
TITLE Chlorophyll A Analysis Sheets 
DESCRIPTION Chemical analysis data relating to tests for chlorophyll A in lakes and wetlands that is used to monitor levels and ensure compliance with water quality standards. 
RETENTION 020 cldr yrs 
COMMENTS Data is found in the EPA's STORET system and the Kansas University's Kansas Water Database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0466-264 
TITLE Chlorophyll Test Results 
DESCRIPTION Worksheets used to plot results of tests for chlorophyll content in water samples. 
RETENTION 005 cldr yrs 
COMMENTS Some of this information can also be found in the EPA's STORET system. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0468-264 
TITLE Clean Lakes Restoration Priority Data Sheets 
DESCRIPTION Surveys of physical features of lakes including general topography, drainage, ownership and other legal issues, water use, and miscellaneous information. 
RETENTION 020 cldr yrs 
COMMENTS Contact State Archives for appraisal, if not accepted then destroyed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0514-264 
TITLE Consulting Engineers' Reports 
DESCRIPTION Reports submitted by consulting engineers to the department on behalf of water treatment plants prior to major changes in the treatment process that provide a historical summary of plant operations. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0511-264 
TITLE County Sanitation Files 
DESCRIPTION Correspondence, lab reports, and other documents relating to domestic sewer and water issues maintained to ensure that private property owners comply with water supply and sanitation regulations. 
RETENTION 005 cldr yrs 
COMMENTS a.k.a. "4.0 Files" 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0566-264 
TITLE County Wide Plan Files 
DESCRIPTION Copies of plans, correspondence, and other documents concerning long range plans prepared by counties to guide the development of water and wastewater treatment facilities. 
RETENTION Until Plan is Superseded 
COMMENTS Contact State Archives for appraisal, if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0650-264 
TITLE Data Analysis Records 
DESCRIPTION Documents that represent efforts to analyze, interpret, and give greater meaning to Kansas Biological System data to facilitate preparation of program development reports. 
RETENTION Published in final report 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0268-264 
TITLE Drinking Water Program Files 
DESCRIPTION Documents relating to the radiation portion of the state drinking water program. 
RETENTION Until Superseded 
COMMENTS Contact the 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 0697-264 
TITLE Farmstead Well Water Quality Study Records 
DESCRIPTION Documents regarding the study of private farmstead well water quality: correspondence, reports, notes, data sheets, lab reports, and related records. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0651-264 
TITLE Fish Consumption Advisory Files 
DESCRIPTION Documents relating to fish filet samples taken to assess the human health risks of eating fish from certain sites in Kansas and to the issuance of fish consumption advisories when necessary. 
RETENTION 020 cldr yrs 
COMMENTS Contact the State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0477-264 
TITLE Fish Tissue Advisory Files 
DESCRIPTION Records related to development of health advisory notices for issuance to the public concerning the consumption of fish: correspondence, press releases, maps, data sheets, reports, and related records. 
RETENTION 020 cldr yrs 
COMMENTS Contact the State Archives for appraisal - if not accepted, then destory. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0649-264 
TITLE Fish Tissue Monitoring Program Administrative Files 
DESCRIPTION Copies of EPA fish program work plans, analytical data reports, work plan correspondence, etc. relating to the administration of the fish monitoring program. 
RETENTION 020 cldr yrs 
COMMENTS Contact state archives for appraisal, if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0479-264 
TITLE Geographic Information Database System 
DESCRIPTION Computerized mapping system used to provide geographic information for water quality assessment operations. 
RETENTION 010 cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0698-264 
TITLE Groundwater Nitrate Problem Files 
DESCRIPTION Documents related to the administration of studies to assess nitrate contents of drinking water sources: correspondence, reports, publications, lab analyses, and related records. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0480-264 
TITLE Groundwater Quality Monitoring Network Data Files 
DESCRIPTION Records related to the monitoring of groundwater quality at sampling sites: results of lab analyses, field measurement notes, sample collection notes. 
RETENTION 020 cldr yrs 
COMMENTS Some information is also found in the EPA's STORET system. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0644-264 
TITLE Groundwater Quality Monitoring Network Files 
DESCRIPTION Field notes, lab submission forms, map of site, etc. relating to well sites that are monitored every other year to ensure compliance with groundwater quality standards. 
RETENTION 020 cldr yrs 
COMMENTS Some data is also found in EPA's STORET system and Kansas University's Kansas Water Database. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0812-264 
TITLE Hydrostatic Test Discharge General Permits 
DESCRIPTION Applications, Maps, Permits, Laboratory Data, Correspondence, etc. related to the Hydrostatic testing of new and existing underground pipeline and storage tanks and discharge of test water. 
RETENTION 010 cldr yrs from closure of project 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0813-264 
TITLE Industrial Stormwater Construction files 
DESCRIPTION Engineering Plans, permits, data, correspondence, etc. related to industrial stromwater construction permits. 
RETENTION 010 cldr yrs from closure of project 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0700-264 
TITLE Intensive Water Quality Survey Records 
DESCRIPTION Documents related to intensive surveys of specific water sources not normally monitored on a regular basis: correspondence, interim reports, field data sheets, notes, final reports, and related records. 
RETENTION 020 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0622-264 
TITLE Kansas Water Quality Assessment Report (305(b) Report) Files 
DESCRIPTION Report submitted to the U.S. Environmental Protection Agency every two years summarizing water quality in Kansas and the state's efforts to monitor and regulate water quality. Includes data and other supporting information used in preparing the report. 
RETENTION 020 Calendar Years 
COMMENTS Send final report to archives, all other material may be destroyed. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0705-264 
TITLE Laboratory Sample Log Sheets 
DESCRIPTION Record of water samples submitted to the laboratory for analysis - used to track progress of sample. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0706-264 
TITLE Lake Drinking Water Supply Quality Study Records 
DESCRIPTION Records related to the study of the quality of drinking water supplied from multiple-use lakes: correspondence, reports, data, notes, drafts, and reference materials. 
RETENTION 020 cldr yrs 
COMMENTS Contact state archives for appraisal, if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 
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