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Kansas Records Retention Schedules

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Agency Code: 629 (Department of Social and Rehabilitation Services)

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Agency Number: 629-001
Department for Children and Families
Secretary's Office and Administration Division

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0017-629 
TITLE Fee Fund Reconciliation Form 
DESCRIPTION Report compiled by the agency and used to reconcile all cash transactions made on a daily basis. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-07-14 
K.A.R. NUMBER 53-2-101 

SERIES ID 0018-629 
TITLE Warrant Registers 
DESCRIPTION Copies of monthly listing of warrant checks issued to clients for assistance. 
RETENTION 001 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-102 

Agency Number: 629-002
Department of Social and Rehabilitation Services
Disability & Behavioral Health Services

10/2010: Renamed "Disability & Behavioral Health Services" from Health Care Policy. 01/2013: Program functions transferred from the former Department of Social & Rehabilitation Services to the new Kansas Department of Aging and Disability Services at the beginning of FY2013.


SERIES ID 0042-629 
TITLE Reference Files - Customer Relations and Referral Service Program 
DESCRIPTION External publications and other documents relating to ombudsmen programs in other states maintained for convenience of reference. 
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: 629-002
Department of Social and Rehabilitation Services
Disability & Behavioral Health Services
Addiction and Prevention Services

10/2010: Renamed "Disability & Behavioral Health Services" from Health Care Policy. 01/2013: Program functions transferred from the former Department of Social & Rehabilitation Services to the new Kansas Department of Aging and Disability Services at the beginning of FY2013.


SERIES ID 0763-629 
TITLE Independent Assessment Reports 
DESCRIPTION All final reports for the 1915(b)(c) waiver. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27 
K.A.R. NUMBER 53-2-166 

Agency Number: 629-003
Department for Children and Families
Human Resources

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0054-629 
TITLE Area Management Report 
DESCRIPTION Copies of a report compiled to inform the SRS Secretary of the activities and conditions within the area offices. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0058-629 
TITLE Budget Allocation Records 
DESCRIPTION Documents maintained to monitor expenditures charged to each program account number insuring allocation amounts are not exceeded or under charged. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0061-629 
TITLE Certification Log 
DESCRIPTION List verifying licenses required by certain staff members to maintain classification or employment. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0062-629 
TITLE Child Abuse/Neglect Public Awareness Fund Files 
DESCRIPTION Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of program expenditures. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0063-629 
TITLE Child Care Allocation Fund Files 
DESCRIPTION Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of program expenditures. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0064-629 
TITLE Child Support Enforcement Receipt Reports 
DESCRIPTION Forms FA-3101 and FA-3451 summarizing the daily totals of monies collected. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0065-629 
TITLE Client Assistance Printouts 
DESCRIPTION Computer printouts listing the benefit amount granted to clients prior to the implementation of the Kansas Automated Eligibility Child Support Enforcement System. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0066-629 
TITLE Client Billing Records 
DESCRIPTION Reports, receipt books, provider billings, time sheets, etc. relating to billing clients for program services. 
RETENTION 006 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0068-629 
TITLE Client Case Files - Employment Preparation Services 
DESCRIPTION Application, action plan, determination notification, fiscal materials, etc. relating to Employment Preparation Services eligibility determination and administration of benefits. 
RETENTION See Comments 
COMMENTS Retain 3 years after closure of file, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 2011-01-27 
K.A.R. NUMBER 53-2-166 

SERIES ID 0069-629 
TITLE Client Case Files - Social Services 
DESCRIPTION Application, medical history, determination notification, fiscal materials, etc. relating to Social Services eligibility determination and administration of benefits. 
RETENTION See Comments 
COMMENTS Retain 5 years after closure of file, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0070-629 
TITLE Client Case Files - Vocational Rehabilitation Services 
DESCRIPTION Applications, medical history, rehabilitation plan, determination notification, etc. relating to Vocational Rehabilitation Services eligibility determination and administration of benefits. 
RETENTION See Comments 
COMMENTS Retain 5 years after closure of file, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0071-629 
TITLE Client Fraud Files 
DESCRIPTION Investigation form, client notification form, budget, and payment records relating to clients who may have committed fraud to gain SRS services or benefits. 
RETENTION See Comments 
COMMENTS Retain 5 years after investigation is closed, and overpayment recovery is complete, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 2011-01-27 
K.A.R. NUMBER 53-2-166 

SERIES ID 0072-629 
TITLE Client Payment Records 
DESCRIPTION Logs, contracts, copies of court orders, etc. relating to payments made by clients to SRS. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0074-629 
TITLE Community Organizations and Committees Files 
DESCRIPTION Correspondence, policies and procedures, organization endorsement letters, etc. relating to the mutual interests shared by various community organizations and SRS. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0075-629 
TITLE Complaint Files 
DESCRIPTION Copies of written complaints received from clients regarding allegations of impropriety or misconduct by SRS staff which did not result in disciplinary action taken by SRS. 
RETENTION See Comments 
COMMENTS Transfer to employee personnel file and retain according to general schedule. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4), 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0076-629 
TITLE Computer Conversion Information File 
DESCRIPTION Configuration sheets, newsletters, correspondence, field issuance printouts, etc. relating to the implementation of case files on the Kansas Automated Eligibility Child Support Enforcement System. 
RETENTION See Comments 
COMMENTS Retain or dispose of in conjunction with disposition of data in associated computer programs and systems. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0078-629 
TITLE Continuing Education Files 
DESCRIPTION Correspondence, forms, brochures, etc. relating to staff requests to attend meetings, conferences, and workshops. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0082-629 
TITLE Employee Disciplinary Action File 
DESCRIPTION Documents relating to investigations of allegations made against SRS staff and any resulting action taken by the agency. 
RETENTION See Comments 
COMMENTS Transfer to employee personnel file and retain according to the general schedule. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0084-629 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0091-629 
TITLE Employment Security Clearance Request 
DESCRIPTION Form used to request security clearance for employees, volunteers, students, etc. 
RETENTION See Comments 
COMMENTS Transfer to employee personnel file, student file, or volunteer file and retain according to general schedule or agency schedule. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0095-629 
TITLE Historical Files 
DESCRIPTION Case files, budgets, minutes, etc. relating to the early administration of area offices. 
RETENTION See Comments 
COMMENTS Obsolete series, transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0096-629 
TITLE Home Care Worker Shopping Requisitions 
DESCRIPTION Form SA-1062 used to verify the home care workers expenditure of client funds and maintained for accountability purposes. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0097-629 
TITLE Home Care Worker Time Verification Records 
DESCRIPTION Form MS-1063 used to verify the total number of hours worked by the home care worker for each client. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4), 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0638-629 
TITLE Janitorial Reference Files 
DESCRIPTION Contracts, correspondence, etc. relating to independent janitorial companies contracted by SRS to perform maintenance services. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination of contract, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0627-629 
TITLE Laboratory Files 
DESCRIPTION Contracts, correspondence, test results, etc. relating to independent laboratories contracted by SRS to perform blood tests. 
RETENTION See Comments 
COMMENTS Retain 5 years after contract has expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0571-629 
TITLE Master Card File 
DESCRIPTION Index cards listing applicants for the various program services supported by SRS and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0568-629 
TITLE Military Leave Report 
DESCRIPTION Form compiled identifying staff enlisted in the Reserves or National Guard and maintained as reference in the event of military duty. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0622-629 
TITLE Monthly Contractor Reports 
DESCRIPTION Computer printouts listing monies collected monthly by each contractor hired by SRS. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0569-629 
TITLE Monthly Itinerary for Supervisors 
DESCRIPTION Form listing the location and number of home visits made by supervisors. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0633-629 
TITLE Monthly Management Reports 
DESCRIPTION Report submitted monthly by staff updating the area chief of the status of unit progress, requirements, and activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0570-629 
TITLE Monthly Statistical Reports 
DESCRIPTION Statistical reports verifying monthly applicant referrals for the various program services supported by SRS. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0556-629 
TITLE Payment Collection Plan 
DESCRIPTION Plan compiled for the next fiscal year containing projections of SRS client payment collections that is maintained for budgetary purposes. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0628-629 
TITLE Project Files 
DESCRIPTION Reports, memoranda, and other documents relating to research and development activities for the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0647-629 
TITLE Provider Care Files 
DESCRIPTION Application, operating plan, correspondence, etc. relating to licensing agreements with independent adult or child care providers contracted by SRS to provide services. 
RETENTION See Comments 
COMMENTS Retain 5 fiscal years after contract has expired, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0602-629 
TITLE Purchase Requests - Internal 
DESCRIPTION Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0558-629 
TITLE Quarterly Statistical Reports 
DESCRIPTION Statistical reports verifying quarterly applicant referrals for the various program services supported by SRS. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0639-629 
TITLE Quarterly Unemployment Reports 
DESCRIPTION Report produced by the Department of Human Resources listing former SRS employees who have applied for unemployment benefits. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0640-629 
TITLE Random Employee Sample Technique (REST) Records 
DESCRIPTION Copies of correspondence, observation forms, technique control lists, etc. related to the random quality control checks on staff performing directly related program functions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0607-629 
TITLE Records Management Records 
DESCRIPTION Documents related to the management of agency records including completed survey forms, inventories, and other miscellaneous materials such as correspondence or reference materials. 
RETENTION See Comments 
COMMENTS Retain survey forms and inventories until superseded, then contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0603-629 
TITLE Replacement/Repair Request Forms 
DESCRIPTION Claim forms submitted by clients for compensation for repair or replacement of damaged items. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0610-629 
TITLE Schedules - Office Activities 
DESCRIPTION Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0632-629 
TITLE Secretary's Letters 
DESCRIPTION Copies of statements issued from the SRS Secretary outlining agency policies and practices. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0625-629 
TITLE Sensitive Client Information Files 
DESCRIPTION Variety of documents relating to pending and current client case investigations and appeals which are maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0601-629 
TITLE Services Provided Annual Summary 
DESCRIPTION Annual statistical report compiled on client services for the various program services supported by SRS. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0631-629 
TITLE State Director's Letters 
DESCRIPTION Copies of policy statements issued by SRS Commissioners regarding agency practices and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0565-629 
TITLE Vacancy Report 
DESCRIPTION Report submitted to the central office confirming vacant positions within the area office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0616-629 
TITLE Vouchers - Travel 
DESCRIPTION Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0567-629 
TITLE Workers' Compensation Files 
DESCRIPTION Copy of form (#1101) submitted by the employee reporting an accident or injury which occurred while on the work site. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0626-629 
TITLE Working Files - Area Director 
DESCRIPTION Correspondence, policies, fiscal notes, program data, etc. relating to the management of area office resources. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0634-629 
TITLE Working Files - Family Support Program 
DESCRIPTION Correspondence, policies, fiscal, program data, etc. relating to the management of program resources. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0605-629 
TITLE Working Files - Home and Community Based Services 
DESCRIPTION Correspondence, policies, fiscal, program data, etc. relating to the management of program resources. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

SERIES ID 0566-629 
TITLE Working Files - Personnel Officer 
DESCRIPTION Correspondence, copies of position descriptions, etc. relating to the function and interests of the personnel office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08 
K.A.R. NUMBER 53-2-109 

Agency Number: 629-005
Department for Children and Families
Operations
Division of Income Maintenance
Area Office

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0747-629 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 629-005
Department for Children and Families
Operations
Division of Income Maintenance
Area Offices

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0375-629 
TITLE Active Case Listing Report 
DESCRIPTION Computer printout (CR 300) providing a detailed listing of all cases in a specified eligibility or social services worker's caseload. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0230-629 
TITLE Adult Care Homes Payment Rate Update 
DESCRIPTION Monthly update of local area adult care homes billing rates used to calculate payments made to long term care facilities. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0368-629 
TITLE Approvals and Denials Summary Report 
DESCRIPTION Monthly computer printout (MR 161) summarizing action taken on all cash and medical assistance applications received. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0371-629 
TITLE Base Wage, New Hire, and Unemployment Insurance Detailed Report 
DESCRIPTION Monthly computer printout (CR 520) containing income or benefit data on clients who have started a new job or who have begun to receive unemployment insurance benefits. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0233-629 
TITLE Base Wage, New Hire, and Unemployment Insurance Summary Report 
DESCRIPTION Monthly computer printout (CR 521) listing clients who have started a new job or who have begun to receive unemployment insurance and arranged by eligibility worker for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0232-629 
TITLE Case Management Report 
DESCRIPTION Monthly computer printout (MR 610) summarizing by area the total number of cases opened, closed, and denied. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0209-629 
TITLE Caseload Report 
DESCRIPTION Monthly computer printout (MR 310) summarizing a unit's activities by listing the name, program, and month-end status of each client. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0208-629 
TITLE Caseload Summary Report 
DESCRIPTION Monthly computer printout (MR 320) summarizing an eligibility worker's caseload by listing the name, program, and month-end status of each client. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0240-629 
TITLE Cash Assistance Recovery Report 
DESCRIPTION Monthly computer printout (MR 100) listing recoveries of incorrect cash assistance payments by individual case. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0308-629 
TITLE Eligibility Worker Alert Report 
DESCRIPTION Computer printout (CR 330) notifying eligibility caseworkers of cases that are due, overdue, or coming due within the next 14 days. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0197-629 
TITLE Employee Training Manuals 
DESCRIPTION Original copies of manuals used to train agency personnel. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0198-629 
TITLE Food Stamp Mail Issuance Report 
DESCRIPTION Monthly computer printout (FR 259) containing accounting data by county on mail issuance, mail returns, and food stamp replacements with state totals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0199-629 
TITLE Food Stamp Program Summary Report 
DESCRIPTION Monthly computer printout (FR 256) summarizing by county the number of households and individuals receiving food stamps and the total value of food stamps issued. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0212-629 
TITLE Food Stamp Recoveries Report 
DESCRIPTION Monthly computer printout (MR 242) listing claims against clients for food stamp overissuances and amounts recouped. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0204-629 
TITLE Income Maintenance Case Files 
DESCRIPTION Applications and supporting documentation used to determine the eligibility of persons for income maintenance programs and records documenting all case activity. 
RETENTION See Comments 
COMMENTS Data is maintained in both paper and electronic format. Retain 4 cldr. years after case is closed, then destroy. Retain every 100th file (make hard copy of electronic data) and transfer to archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0217-629 
TITLE Income Maintenance Statistics Report 
DESCRIPTION Monthly computer printout (MR 600) summarizing expenditures for each income maintenance program: cash, food stamps, and medical. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0195-629 
TITLE Mass Change Detail Summary Report 
DESCRIPTION Computer printout (MR 340) containing summary Social Security cost of living adjustment data used to monitor changes in income maintenance program eligibility. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0202-629 
TITLE Medical Transportation Recipients Report 
DESCRIPTION Monthly computer printout (MR 710) listing clients who received benefits to pay for transportation to medical appointments. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0205-629 
TITLE Pending Applications Area Report 
DESCRIPTION Weekly computer printout (MR 105) summarizing pending applications for assistance in each area office. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. Case names are not included on the report. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0369-629 
TITLE Pregnant Women Report 
DESCRIPTION Computer printout (CR 600) informing eligibility workers of clients who are pregnant so that they can refer them to local health departments for special services related to pregnancy. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0207-629 
TITLE Quality Control Files 
DESCRIPTION Office copies of documents relating to quality control unit reviews of selected cases. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original copies are retained by the central office quality control unit. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0262-629 
TITLE Reviews Due and Overdue Reports 
DESCRIPTION Monthly computer printouts (CR 110) providing a detailed listing of cases with required eligibility reviews coming due within the next two months, as well as reviews overdue. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0234-629 
TITLE Social Security Number Validation Discrepancy Report 
DESCRIPTION Monthly computer printout (CR 510) listing clients whose income maintenance social security number record does not match the social security number on file at the Social Security Administration. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0229-629 
TITLE Subject Files - Income Maintenance Chief 
DESCRIPTION Variety of documents related to the operation and management of income maintenance programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0215-629 
TITLE Timeliness Measurement of Approved Cash and Medical Applications Report 
DESCRIPTION Monthly computer printout (MR 162) containing information on cases that were not approved in a timely manner and the reasons for the delay. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0210-629 
TITLE Timeliness Summary of Food Stamp Transactions Report 
DESCRIPTION Monthly computer printout (MR 272) containing information on whether food stamp applications were processed in a timely manner. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0211-629 
TITLE Untimely Food Stamp Disposition Report 
DESCRIPTION Monthly computer printout (MR 270) containing information on all food stamp program transactions that were not processed in a timely manner and the reasons for the delay. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

SERIES ID 0206-629 
TITLE Weekly Application Summary Report 
DESCRIPTION Computer printout (MR 370) summarizing each eligibility worker's weekly activities including the number of applications received and actions taken. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 629-005
Department for Children and Families
Operations
Division of Income Maintenance
Central Office

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0264-629 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel File associated with employment of specific personnel (applications, evaluations, etc.) maintained by the division for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

SERIES ID 0271-629 
TITLE Income Maintenance Finance Files 
DESCRIPTION Variety of documents relating to the fiscal operation of the division including vouchers, receipts, and purchase orders, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 629-005
Department for Children and Families
Operations
Economic & Employment Support
Regional Offices

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0231-629 
TITLE Subject Files 
DESCRIPTION Wide variety of documents maintained by eligibility workers for reference purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 629-005
Department for Children and Families
Operations
Employment Preparation Services

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0596-629 
TITLE Child Care Facility Complaints and Reports of Investigation Files 
DESCRIPTION Documents received from local SRS offices relating to complaints lodged against child care facilities including reports of suspected child abuse, neglect, or sexual abuse. 
RETENTION See Comments 
COMMENTS Retain confirmed child abuse, neglect, or sexual abuse complaints permanently or transfer to the archives. Retain unconfirmed child abuse neglect, or sexual abuse complaints 3 fisc yrs, then destroy. Retain all other complaints 3 fisc yrs, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(11) 
APPROVED 1995-04-13 
K.A.R. NUMBER 53-2-104 

SERIES ID 0584-629 
TITLE Contracts - Job Opportunities and Basic Skills (JOBS) and KanWork Programs 
DESCRIPTION Contracts between SRS and local organizations providing employment through the JOBS and KanWork programs to individuals receiving public assistance. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13 
K.A.R. NUMBER 53-2-104 

SERIES ID 0550-629 
TITLE Correspondence - Department of Human Resources 
DESCRIPTION Correspondence with the Kansas Department of Human Resources relating to employment programs for public assistance recipients. 
RETENTION 005 cldr yrs 
COMMENTS Retain 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-04-13 
K.A.R. NUMBER 53-2-104 

Agency Number: 629-006
Department for Children and Families
Prevention and Protection Services

This sub-agency was previously "Children and Family Services" under the Department of Social and Rehabilitation Services, which became DCF after an executive reorganization order beginning FY 2013.


SERIES ID 0050-629 
TITLE Abuse/Neglect Investigation Files 
DESCRIPTION Allegation report, social service plan, intervention plan, etc. relating to the investigation of suspected abuse and/or neglect cases. 
RETENTION See Comments 
COMMENTS If not assigned for investigation, retain 2 years, then destroy. If not substantiated, retain 6 years, then destroy. If substantiated, confirmed, or validated, retain permanently by agency. 
DISPOSITION See comments 
RESTRICTIONS KSA 39-709b 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0712-629 
TITLE Child Support Case Files 
DESCRIPTION Court records, payment histories, correspondence, etc. relating to paternity establishment for child support order and collections of child support, medical support and alimony. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1998-10-08 
K.A.R. NUMBER 53-2-117 

SERIES ID 0067-629 
TITLE Client Case Files - Adoption Services 
DESCRIPTION Application, medical history, correspondence, etc. relating to adoption of individuals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the agency's records center permanently. A copy is provided by the agency to the State Archives; the agency keeps a copy on-site to handle reference requests. 
DISPOSITION See comments 
RESTRICTIONS KSA 39-709(b) 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0093-629 
TITLE Foster Care Training Fund Files 
DESCRIPTION Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of foster parent training expenditures. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1996-08-08  ; Revised 2013-03-26
K.A.R. NUMBER 53-2-109 

SERIES ID 0695-629 
TITLE Guardianship/Adoption Records - State Wards 
DESCRIPTION Documents relating to guardianship cases filed with Social and Rehabilitation Services that are closed at the time of adoption or at age 21. 
RETENTION See Comments 
COMMENTS Submit case file to agency records center for imaging when no longer needed locally. Destroy paper case file after imaged and image is verified. Annually transfer copies of images to State Archives; agency keeps copies on-site for reference requests. 
DISPOSITION See Comments 
RESTRICTIONS KSA 65-2423 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 

SERIES ID 0611-629 
TITLE Working Files - Social Worker 
DESCRIPTION Variety of documents relating to the interests and activities of the social worker. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1996-08-08  ; Revised 2013-03-26
K.A.R. NUMBER 53-2-109 

Agency Number: 629-008
Department for Children and Families
Integrated Service Delivery

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.


SERIES ID 0004-629 
TITLE Child Support Collection Report 
DESCRIPTION Quarterly statistical report compiled by SRS staff documenting the various activities in the area offices regarding collection efforts. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0005-629 
TITLE Child Support Enforcement Activities and Staff Report 
DESCRIPTION Quarterly statistical report compiled by SRS as required by Title IV-D of the Social Security Act documenting the various caseload activities. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 

SERIES ID 0006-629 
TITLE Contractor Summary Report 
DESCRIPTION Quarterly statistical report compiled by SRS staff documenting the types of caseload activities which is maintained for monitoring purposes. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
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