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Kansas Records Retention Schedules

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Agency Code: 039 (Department for Aging and Disability Services)

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Agency Number: 039-008
Department for Aging and Disability Services
State Hospitals and Institutions

Operation and oversight of state hospitals and related facilities was transferred to KDADS at the beginning of FY2012.


SERIES ID 0672-629 
TITLE Child/Adult Abuse Hotline Report 
DESCRIPTION Copies of reports summarizing the content of calls received on the child and adult abuse and neglect hotline which are maintained to verify that proper action was taken in the event of a lawsuit. 
RETENTION See Comments 
COMMENTS Retain in office 2 calendar years, transfer to the records center for 19 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1507 and 39-1404 
APPROVED 1994-04-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-100 

SERIES ID 0682-629 
TITLE Children Hospitalization Report 
DESCRIPTION Documents relating to the hospitalization of children who are ready for placement in the community. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 

SERIES ID 0516-629 
TITLE Client Abuse Records 
DESCRIPTION Records related to allegations, charges, and investigations of abuse of clients by staff members: correspondence, reports, photographs, legal documents, etc. 
RETENTION See Comments 
COMMENTS Retain until case is closed plus 3 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0482-629 
TITLE Client Account Ledger Cards 
DESCRIPTION Record of expenditures for individual client's care and board, of reimbursement received thereof, and subsequent credit/debit balances. 
RETENTION See Comments 
COMMENTS Two subseries: 1. Care and Maintenance and 2. Trust Fund (obsolete). 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0471-629 
TITLE Client Accounts Worksheets 
DESCRIPTION Ledger style spread sheets used in accounting for client costs & reimbursements thereof. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0161-629 
TITLE Client Admission and Discharge Register 
DESCRIPTION Log of all patients admitted and discharged - includes date of admission, patient number, county of admission, number of admissions and re-admissions for each client, and client's date of birth. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. Contains three sub-series: residents, out-patients, and discharges. 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0313-629 
TITLE Client Benefit Fund Database System 
DESCRIPTION Inter-related computer databases used to manage Client Benefit Fund. 
RETENTION See Comments 
COMMENTS Print data in report monthly and maintain with Client Benefit Fund General Accounting Records, then delete data from hard disk. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 

SERIES ID 0480-629 
TITLE Client Benefit Fund General Accounting Files 
DESCRIPTION Documents related to the administration of and accounting for the Client Benefit Fund: receipt books, worksheets, memoranda of withdrawals, computer reports, check stubs and books, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0154-629 
TITLE Client Card File - Master 
DESCRIPTION Abstracts of client records maintained on 5x7 cards: name, number, parents or guardians, vital statistics, admission and discharged information, personal information, diagnoses, records of leaves. 
RETENTION See Comments 
COMMENTS Retain until client deceased or discharged plus 25 years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0170-629 
TITLE Client Census Reports 
DESCRIPTION Daily and monthly summaries of client movement statistics (admissions, discharges, etc.) - includes short entries regarding individual clients moved. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0157-629 
TITLE Client Census Working Files 
DESCRIPTION Records documenting the compilation of the Client Census Reports (q.v.): notes, completed forms, worksheets, etc. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0497-629 
TITLE Client Files 
DESCRIPTION Records of financial conditions of clients' guardians or parents maintained for purposes of assigning reimbursement charges for care and board of those patients. 
RETENTION See Comments 
COMMENTS Retain until after death or discharge of client plus 20 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5602 & 45-221(a)(1)(3) 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0298-629 
TITLE Client Prescription Profiles 
DESCRIPTION Records of prescriptions for individual clients - duplicate maintained in Client Files (q.v.) at medical records center. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-076 

SERIES ID 0162-629 
TITLE Client Records 
DESCRIPTION Records on all aspects of clients' diagnoses and treatment: medical, psychological, social, educational, speech and audiology, dental, unit filings, crisis files, etc. Includes outpatient & transfer. 
RETENTION See Comments 
COMMENTS Retain 10 years after client deceased or discharged, or one year beyond date minor client reaches age 18, whichever is greater, then transfer every 100th file to archives - destroy remainder. 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0289-629 
TITLE Client Trust Fund Database System 
DESCRIPTION Inter-related computer databases used to manage the Client Trust Fund and containing information regarding receipts, expenditures, balances, and individual patients' financial situations. 
RETENTION See Comments 
COMMENTS Transfer data to floppy disks yearly and delete from hard disk - retain floppy disks for 3 additional fiscal years, then erase. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 

SERIES ID 0489-629 
TITLE Client Trust Fund General Accounting Records 
DESCRIPTION Records related to administration of and accounting for the Client Trust Fund: receipts, withdrawal slips, bank books and statements, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0478-629 
TITLE Client Trust Fund Monthly Transaction Lists 
DESCRIPTION Monthly computer report of all activities in the Client Trust Fund. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0503-629 
TITLE Client Trust Fund Receipts and Sales Slips 
DESCRIPTION Records of purchases for and/or by clients using trust fund monies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0477-629 
TITLE Client Trust Fund Vouchers 
DESCRIPTION Internal form used to document purchases by resident using trust fund monies. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0383-629 
TITLE Clinical Director's Files 
DESCRIPTION Documents relating to the administration and management of the clinical director's office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0404-629 
TITLE Clinical Privileges 
DESCRIPTION Documents relating to the granting of clinical privileges for persons in various departments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0393-629 
TITLE Clinical Privileges Review Panel Files 
DESCRIPTION Minutes and other documents relating to the review process for granting clinical privileges to staff in various departments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0299-629 
TITLE Clothing Inventory Records 
DESCRIPTION Documents used to keep track of the clothing and personal property of residents. 
RETENTION See Comments 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-093 

SERIES ID 0255-629 
TITLE Community Services Client Files 
DESCRIPTION Documents maintained on clients outside the facility which contains behavioral consults, testing, and recommendations by the staff for them. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0268-629 
TITLE Community Services Files 
DESCRIPTION Documents relating to community services projects completed by the staff including logs, hours, trips, evaluation reports, and test results. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0275-629 
TITLE Compliance Reports 
DESCRIPTION Reports created to help plan, monitor and review the various programs within the facility to ensure compliance with federal and state regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0515-629 
TITLE Condition Reports 
DESCRIPTION Completed forms used to survey and report on conditions for specific units of the physical plant. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 

SERIES ID 0135-629 
TITLE Consent Form Files 
DESCRIPTION Consent forms signed by the individual resident's guardian for a variety of reasons including medication consents, photo releases, release of information forms, authorizations for off-campus. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then place in respective 'Client Records.' 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0430-629 
TITLE Continuing Education Units 
DESCRIPTION Documents relating to the accumulation of continuing education units granted to maintain licensure of the professional staff. 
RETENTION See Comments 
COMMENTS Retain until expiration of license, plus 1 year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0434-629 
TITLE Controlled Drugs Records 
DESCRIPTION Documents listing controlled drugs prescribed and dispensed by physicians and used as a tracking mechanism and required by the Drug Enforcement Act. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0380-629 
TITLE Correspondence 
DESCRIPTION Incoming and outgoing letters and memoranda. 
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 Portions may be restricted per KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0428-629 
TITLE County Masterfile Error Listing 
DESCRIPTION Lists of case errors that workers made in entering amounts to be paid by clients. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0144-629 
TITLE Courier Log 
DESCRIPTION Log used to record all packages delivered to the switchboard by the courier companies. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0379-629 
TITLE Craft Ideas and Samples Files 
DESCRIPTION Documents relating to the planning and implementation of patient recreational activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0378-629 
TITLE Credential Files 
DESCRIPTION Documents relating to the credentialing of the staff, including correspondence, evaluations, and credentials added during time of employment. 
RETENTION See Comments 
COMMENTS Retain 5 years after termination of employee, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0307-629 
TITLE Daily Activity Journals - Pharmacy 
DESCRIPTION Daily logs of prescription medication issued, to whom, by whom, and quantity issued. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-074 

SERIES ID 0377-629 
TITLE Daily Activity Log 
DESCRIPTION Daily log listing patient activities used for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0458-629 
TITLE Daily Bulletins 
DESCRIPTION Daily census reports indicating names, legal status, and county of origin, as well as daily patient movement within the grounds. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0376-629 
TITLE Daily Fund Balances 
DESCRIPTION Final balances on all funds calculated on a daily basis to ensure accountability for all financial transactions. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0757-629 
TITLE Daily Infection Report 
DESCRIPTION Reports submitted daily by each unit to the health clinic indicating the types of infections and treatments for patients. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 2003-07-17  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-135 

SERIES ID 0346-629 
TITLE Daily Movement Log 
DESCRIPTION Daily log used to monitor the movement of the patient population. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0392-629 
TITLE Dedication of All Faith Chapel File 
DESCRIPTION Documents relating to the dedication of the All Faith Chapel at Larned State Hospital. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0443-629 
TITLE Dental Clinic Patients' Charts 
DESCRIPTION Documents relating to an individual patient's dental work. 
RETENTION See Comments 
COMMENTS Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0432-629 
TITLE Dental Procedures - Monitors 
DESCRIPTION Documents relating to the monitors used as a check on dental procedures and completed to meet accreditation requirements. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-087 

SERIES ID 0248-629 
TITLE Departmental Internal Cost Reports 
DESCRIPTION Monthly expenditures of selected objects by the service department and unit compared to allocated amounts including internal reports by department and object. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0300-629 
TITLE Diet Database System 
DESCRIPTION Inter-related databases regarding dietary requirements of individual clients - duplicates information maintained in Client Records. 
RETENTION See Comments 
COMMENTS Retain data until superseded or until death or discharge of client, then delete. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-076 

SERIES ID 0141-629 
TITLE Diet Requests 
DESCRIPTION Documents related to special dietary requirements for some residents. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0301-629 
TITLE Dietary Staff Scheduling Database 
DESCRIPTION Computer database used to generate work schedules and sign-out sheets for the Dietary Department staff on a monthly basis. 
RETENTION See Comments 
COMMENTS Retain until updated and no longer useful, then delete. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-076 

SERIES ID 0302-629 
TITLE Direct Care Staff Scheduling Database 
DESCRIPTION Computer database used to print monthly work schedules and sign-in sheets for the direct care staff. 
RETENTION See Comments 
COMMENTS Retain until updated and no longer useful, then delete. 
DISPOSITION Delete 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-076 

SERIES ID 0363-629 
TITLE Direct Service Reports 
DESCRIPTION Reports detailing the number of staff hours provided in direct service to Community Mental Health Center patients which are used to justify staff allocation. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-099 

SERIES ID 0334-629 
TITLE Discharge Log 
DESCRIPTION Log used to monitor the discharge dates of patients released from the facility. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0242-629 
TITLE Dispatch Log 
DESCRIPTION Log used to record all communications with security and any resulting action taken during all the shifts. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0316-629 
TITLE Drug Inspection Reports 
DESCRIPTION Reports of inspection of institution units by pharmacist concerning conditions of drugs storage and other adherence to policies and procedures. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-074 

SERIES ID 0305-629 
TITLE Drug Waste and Returns Records 
DESCRIPTION Records of drugs issued but not used and their dispositions (destroyed or re-issued) thereafter. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-074 

SERIES ID 0304-629 
TITLE Drugs Inventory 
DESCRIPTION Records of periodic inventory of pharmaceuticals on hand. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-074 

SERIES ID 0249-629 
TITLE Dysphagia Consults 
DESCRIPTION Documents related to video swallow consultations for residents who have difficulty in swallowing to the Nutritional Guidance Committee. 
RETENTION See Comments 
COMMENTS Maintain along with individual "Client Records." 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0450-629 
TITLE Electrocardigram Test Results 
DESCRIPTION Results of electrocardigram tests of each patient to check for heart abnormalities. 
RETENTION See Comments 
COMMENTS Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0441-629 
TITLE Electroencephalogram Card File 
DESCRIPTION Cards pertaining to patient data regarding electroencephalogram tests for handy access. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0420-629 
TITLE Electroencephalogram Test Results 
DESCRIPTION Requisitions and printouts of results for electroencephalogram tests given to patients. Tracings are interpreted by the neurologist and information about abnormalities placed in the medical record. 
RETENTION See Comments 
COMMENTS Retain tracing until interpretation by the neurologist, then destroy. Retain requisitions 10 years after the date of last discharge or patient turns 21. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-10-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-090 

SERIES ID 0439-629 
TITLE Electroencephalogram and Electrocardigram Technicians' Continuing Education File 
DESCRIPTION Documents pertaining to the educational programs attended by the technicians as required. 
RETENTION See Comments 
COMMENTS Retain for tenure of the technician, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0499-629 
TITLE Electronic Data System Federal Corporation Adjustment Records 
DESCRIPTION Copies of forms used to make adjustments in patients' reimbursement account records at the EDS Federal Corporation. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0333-629 
TITLE Emergency Light Inspections Reports 
DESCRIPTION Monthly and annual emergency light inspection reports made to ensure proper maintenance and functioning at all times. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0280-629 
TITLE Emergency Paging and Announcement Logs 
DESCRIPTION Logs used to record all calls made over the public address system. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0538-629 
TITLE Employee Files - Special 
DESCRIPTION Records related to specific employees regarding either their professional credentials or concerning non-routine events such as grievances, disciplinary actions, etc. 
RETENTION See Comments 
COMMENTS Retain during tenure of specific employee plus 5 calendar years, then transfer. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0312-629 
TITLE Employee Health Cards 
DESCRIPTION Card files recording tuberculosis tests, tetanus shots, pinworm medication, hepatitis tests, and other medical tests and treatments administered to employees - a.k.a. "TB Cards." 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1988-10-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-076 

SERIES ID 0577-629 
TITLE Employee Health Files 
DESCRIPTION Correspondence, examination sheets, health histories, hepatitis test results, etc. related to individual employee's health as required by KAR 28-34-8. 
RETENTION See Comments 
COMMENTS Retain in office 5 years after employee tenure, then destroy. Retain positives for hepatitis B and HIV permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1998-01-08  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-114 

SERIES ID 0277-629 
TITLE Employee Health Records 
DESCRIPTION Documents related to employees' health maintained pursuant to K.A.R. 28-34-8 including examination sheets, health histories, hepatitis test results, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain 5 years after employee tenure, then destroy. Retain hepatitis B and HIV results permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 

SERIES ID 0519-629 
TITLE Employee Injury Reports 
DESCRIPTION Completed forms detailing injuries suffered by employees while at work - includes staff physician's diagnosis. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 

SERIES ID 0332-629 
TITLE Employee Personnel Cards 
DESCRIPTION Information abstracted from Employee Personnel Files regarding individual employee's service. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure, plus 10 years, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0545-629 
TITLE Employee Personnel Files 
DESCRIPTION Documents associated with employment of specific personnel: employee evaluation forms, applications for employments, INS Residence Status forms, and other personnel materials. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure, then transfer vital information to Employee Personnel Cards (q.v.). Retain files additional 5 calendar years and then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0330-629 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with the 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 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0470-629 
TITLE Employee Security Clearance Checks 
DESCRIPTION Reports from the Kansas Bureau of Investigation, SRS Youth Services, SRS Adult Services, and court reports regarding individuals seeking employment at the hospital. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 20 years in original or abstracted form, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0169-629 
TITLE Employee Training Files 
DESCRIPTION Records related to the training/career development of individual employees: correspondence, course plans, records requests, grades, transcripts, evaluations, copies of certificates and diplomas, etc. 
RETENTION See Comments 
COMMENTS Will require some purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1988-10-13  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-076 

SERIES ID 0588-629 
TITLE Employee Vehicle Registration 
DESCRIPTION Form completed by staff to register their vehicle with the Security Department to ensure that no unauthorized vehicles remain on hospital grounds. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-04-10  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-111 

SERIES ID 0541-629 
TITLE Encumbrance Authorization Records 
DESCRIPTION Copies of DA forms 146 and supporting materials authorizing encumbrances of agency funds. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0462-629 
TITLE Equipment Operation Manuals 
DESCRIPTION Documents used for the maintenance and repair of equipment. 
RETENTION See Comments 
COMMENTS Retain for the life of the equipment, then transfer to new owner of equipment or destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0317-629 
TITLE Event Monitoring and Direct Service Form 
DESCRIPTION Form listing the current patients with code numbers and descriptions used to report event monitoring and direct services provided by staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0582-629 
TITLE Evidence Custody Receipt 
DESCRIPTION Copies of the Kansas Bureau of Investigation (KBI) form completed by Security Department officers requesting that the KBI examine evidence seized. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 1997-04-10  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-111 

SERIES ID 0326-629 
TITLE Exit Light Inspections Files 
DESCRIPTION Documents relating to the inspections of all exit lights in every quarter to ensure proper maintenance and functioning at all times. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0540-629 
TITLE Expendable Inventory Reports 
DESCRIPTION Inventory forms listing supplies consumed, unit costs, total costs, and summaries. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0539-629 
TITLE Feedback Sheets 
DESCRIPTION Daily reports from housekeeping staff on their work activities. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 

SERIES ID 0335-629 
TITLE Fire Extinguisher Maintenance Checklist 
DESCRIPTION Monthly checklist made on fire extinguishers to ensure proper maintenance and functioning at all times. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0528-629 
TITLE Fire and Safety Records 
DESCRIPTION Records regarding maintenance and inspections of fire and safety equipment, training, and related issues. 
RETENTION See Comments 
COMMENTS Retain 3 calendar years then destroy except for certifications required by regulations to remain on file perpetually - retain these documents until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0324-629 
TITLE Fire and Safety Reports 
DESCRIPTION Weekly and monthly reports made on fire and safety related issues. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0244-629 
TITLE Foster Grandparent Financial Records 
DESCRIPTION Documents related to the financial accounting of the Foster Grandparent Program. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) where applicable, otherwise retain 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0537-629 
TITLE Foster Grandparents Meal Records 
DESCRIPTION Forms documenting meals served to persons participating in the Foster Grandparents Program. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-075 

SERIES ID 0547-629 
TITLE Funds Review Committee Records 
DESCRIPTION Records regarding activities of committee charged with the oversight of the Patient Benefit and Trust Funds: minutes and financial statements. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0403-629 
TITLE Goals and Objectives 
DESCRIPTION Planning documents written each budget year based on the needs of the hospital. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0155-629 
TITLE Guardian Change of Address Card File 
DESCRIPTION Notification received from social workers or postal service pertaining to changes of address by guardians of clients. 
RETENTION See Comments 
COMMENTS Retain until superseded or until associated client has been discharged or deceased, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-079 

SERIES ID 0147-629 
TITLE Guardian Information Files 
DESCRIPTION Documents relating to the individual resident's guardian in the event the facilities need to contact him/her regarding the resident. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0421-629 
TITLE Hazardous Materials Management Plans 
DESCRIPTION A wide variety of documents relating to the Hazardous Materials Management Plan required to meet accreditation. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0464-629 
TITLE Hazardous Waste Materials Data 
DESCRIPTION Documents relating to the handling of various hazardous materials used. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 

SERIES ID 0111-629 
TITLE Hepatitis B Files 
DESCRIPTION Documents relating to vaccines given to staff to protect them from possible infection by resident Hepatitis B carriers. 
RETENTION See Comments 
COMMENTS Place in respective employee personnel file and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 

SERIES ID 0409-629 
TITLE Hospital Brochures 
DESCRIPTION Brochures written and published to provide information for visitors, patients, families, hospital staff, and interested persons about programs/current treatment offered. 
RETENTION See Comments 
COMMENTS Transfer one copy to the archives, the remainder destroy when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0165-629 
TITLE In-Service Files 
DESCRIPTION Records related to specific courses taught and the participation of individuals in them: student rosters, attendance records, syllabi, and other miscellaneous documents. 
RETENTION See Comments 
COMMENTS Will require purging by archives staff. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-076 

SERIES ID 0406-629 
TITLE Incident Reports 
DESCRIPTION Reports regarding special incidents regarding patients or staff, including conclusions, recommendations, and results of reviews. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 

SERIES ID 0578-629 
TITLE Incident Reports 
DESCRIPTION Reports describing any breach of security or other risks which pose a danger to clients. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602, 65-4915, 65-4291 & 45-221(3) 
APPROVED 1997-07-10  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-112 

SERIES ID 0534-629 
TITLE Incident and Elopement Reports 
DESCRIPTION Narrative reports describing security related incidents and specifically unauthorized absences from institution grounds by residents. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5602 & 45-221(a)(1)(3) 
APPROVED 1988-07-14  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-075 

SERIES ID 0323-629 
TITLE Infection Control Annual Reports 
DESCRIPTION Annual reports made concerning the activities of the infection control laboratory. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

SERIES ID 0121-629 
TITLE Infectious Surveillance Records 
DESCRIPTION Documents used to monitor residents' infectious diseases and antibiotic use to prevent further spread. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 
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