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Kansas Records Retention Schedules

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Agency Code: 531 (Board of Pharmacy. )

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Agency Number: 531-001
Board of Pharmacy

SERIES ID 0044-531 
TITLE Abandoned Incomplete Applications 
DESCRIPTION Includes abandoned incomplete applications and related documents for any licensing or registration type for which there has been no activity within the last two years. 
RETENTION 002 cldr yrs after receipt of last document 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(3)(9)(10)(49) 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0006-531 
TITLE Complaint Case Files/Disciplinary orders 
DESCRIPTION Includes complaint forms, investigative reports, alcohol/drug evaluations, medical records, legal orders and other correspondence and related materials for pharmacists, pharmacy technicians, interns, pharmacies and other businesses regarding complaints and investigations conducted on behalf of the Board of Pharmacy. 
RETENTION Permanet 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 45-221(a)(1)(2)(3)(9)(10)(11)(25)(30)(35) 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0007-531 
TITLE Continuing Education Files 
DESCRIPTION Includes Continuing Pharmacy Education (CPE) certificates or logs of continuing education activity for pharmacists as a prerequisite for license renewal. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0009-531 
TITLE Drug Destruction Inventories 
DESCRIPTION Includes U.S. Drug Enforcement Agency Form with detailed inventory list of controlled substance drugs that a registrant is surrendering.  
RETENTION See comments 
COMMENTS Original is sent to U.S. Drug Enforcement Agency; Kansas Board of Pharmacy does not keep copies. If any copies are made, destroy once originals are sent to the U.S. D.E.A. 
DISPOSITION See comments 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0043-531 
TITLE Legal Summary Orders for Complaint or Disciplinary Cases 
DESCRIPTION Legal summary order documents issued to pharmacists, technicians, pharmacies, and other businesses by the Kansas Board of Pharmacy showing the disciplinary action taken on investigations and complaints that resulted in a violation. 
RETENTION Permanent 
COMMENTS Orders are publicly available on Board of Pharmacy website pursuant to USC 552A and K.S.A. 45-221; see also 0006-531, Complaint Case Files/Disciplinary Orders for complete records of investigations. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

SERIES ID 0028-531 
TITLE Registration (or License) Files - Interns 
DESCRIPTION Includes application for license, license renewal information, intern registration, and other related documents for interns who do not become licensed pharmacists in Kansas. 
RETENTION 8 cldr years after issuance 
COMMENTS Interns who become licensed pharmacists have their intern file integrated with their pharmacist file. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(3)(9)(10)(49) 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0023-531 
TITLE Registration (or License) Files - Pharmacists and Resident Pharmacies 
DESCRIPTION Registration or licensing files for pharmacists and resident pharmacies. Includes application for license, license renewal information, intern registration and other related documents for Pharmacists. Also includes application for license, license renewal information, inspection reports and other related documents for Kansas Pharmacies.  
RETENTION See comments 
COMMENTS If the license issue date is before January 1, 2012, transfer paper copy of cancelled Pharmacies and Pharmacists to Archives. For cancelled licenses with an issue date after January 1, 2012, retain the paper copy until quality assurance of the electronic copy has been performed, then destroy. Retain electronic copy permanently. Transfer electronic copy of cancelled Pharmacists and Resident Pharmacies to State Archives within two years after cancellation. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(3)(9)(10)(49) 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0045-531 
TITLE Registration (or License) Files - Technicians and Businesses Other Than Resident Pharmacies 
DESCRIPTION Registration or licensing files, including application for license, license renewal information, inspection reports, and other related documents for Pharmacy Technicians and businesses other than resident pharmacies. Businesses include county health departments, analytical laboratories, ambulance operators, research and teaching institutions, manufacturers, distributors, institutional drug rooms, durable medical equipment and retail dealers. 
RETENTION 002 cldr years after cancellation 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1)(3)(9)(10)(49) 
APPROVED 2014-10-16 
K.A.R. NUMBER 53-2-182 

SERIES ID 0026-531 
TITLE Registration (or License) Record Books - Pharmacists 
DESCRIPTION  
RETENTION See Comments 
COMMENTS Retain 5 years after volume filled and then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1986-04-24 
K.A.R. NUMBER 53-2-068 

SERIES ID 0038-531 
TITLE Surrendered Pharmacist Registration (or license) Certificates 
DESCRIPTION Original wall certificates issued to Pharmacists that have been surrendered and returned to the Kansas Board of Pharmacy. 
RETENTION 002 cldr yrs 
COMMENTS Retain on-site at Board of Pharmacy for 2 years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2014-05-01 
K.A.R. NUMBER 53-2-180 

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