Kansas Records Retention Schedules
Results of Query:
Agency Code: 039 (Department for Aging and Disability Services)
Page 1 of 1 showing 483 records of 483 total,
starting on record 1
Agency Number: 039-000
Department for Aging and Disability Services
All Divisions
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0003-039 |
TITLE |
Area Agencies on Aging - Permanent Files |
DESCRIPTION |
Copies of documents maintained by the Dept. on Aging that establish policies for area agencies on aging: articles of incorporation, by-laws, policy manuals, affirmative action plans, sample contracts. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0004-039 |
TITLE |
Area Plans |
DESCRIPTION |
Plans submitted by area agencies on aging, used as the basis for grant funding decisions, that contain information on aging program characteristics, objectives, coordination, and service levels. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files." |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0005-039 |
TITLE |
Assessment Reports - Federal Administration on Aging |
DESCRIPTION |
Reports and correspondence related to the Dept. of Health and Human Services' Administration on Aging's evaluations of the services provided by the Kansas Department on Aging. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0006-039 |
TITLE |
Assessments - Area Agencies on Aging |
DESCRIPTION |
Assessment reports, correspondence, and other documents relating to the Department on Aging's periodic evaluations of the effectiveness of each area agency on aging. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0008-039 |
TITLE |
Audit Reports - Area Agencies on Aging |
DESCRIPTION |
Results of audits of area agencies on aging or other contractors conducted by independent auditors. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0036-039 |
TITLE |
Correspondence - Constituent Concerns |
DESCRIPTION |
Correspondence and other documents pertaining to concerns expressed by individuals on aging related issues and the agency's responses to the complaints. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. Supersedes general schedule retention requirements for "Correspondence." Such correspondence may be filed with program or grant records; if so, it should not be purged but should be transferred to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(14) |
APPROVED |
2011-10-13
|
K.A.R. NUMBER |
53-2-169 |
SERIES ID |
0019-039 |
TITLE |
Governor's Conference on Aging Files |
DESCRIPTION |
Variety of documents pertaining to the planning of a biennial educational conference held for Kansas seniors and professionals involved in the field of aging. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0026-039 |
TITLE |
Program Reports - Older Americans Act Grants |
DESCRIPTION |
Interim and final reports submitted to the Department on Aging by area agencies on aging used to monitor the progress of federally funded grant projects to provide services for the elderly. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files." |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0001-039 |
TITLE |
Rules and Regulations Working files |
DESCRIPTION |
Notes, staff suggestions, copies of regulations, and other documents relating to the process of revising the agency's administrative regulations. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2011-10-13
|
K.A.R. NUMBER |
53-2-169 |
SERIES ID |
0029-039 |
TITLE |
State Plan on Aging Files |
DESCRIPTION |
Documents relating to the formulation of the State Plan on Aging submitted to the federal Administration on Aging as required by Title III of the Older Americans Act. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0030-039 |
TITLE |
State Program Reports - Title III Older Americans Act |
DESCRIPTION |
Annual report submitted by the Dept. on Aging to the federal Administration on Aging providing aggregate statistical data on services provided to older Kansans under OAA Title III. |
RETENTION |
See comments |
COMMENTS |
Retain working files for five calendar years, then destroy. Send copy of final State Plan to archives. |
DISPOSITION |
See comments |
RESTRICTIONS |
None |
APPROVED |
2011-10-13
|
K.A.R. NUMBER |
53-2-168 |
SERIES ID |
0035-039 |
TITLE |
Training/Meeting/Field Reports |
DESCRIPTION |
Reports prepared by staff members summarizing the content of meetings attended, training sessions conducted, or field work performed and maintained to monitor staff activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 039-001
Department for Aging and Disability Services
Office of the Secretary
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0154-039 |
TITLE |
Assessments - Working Files |
DESCRIPTION |
Correspondence, notes, drafts, etc. relating to the preparation of the reports on the periodic evaluation of the effectiveness of each agency on aging. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-01-13
|
K.A.R. NUMBER |
53-2-122 |
SERIES ID |
0350-629 |
TITLE |
Cost Report Data |
DESCRIPTION |
Statistical and financial data accumulated by the staff and used to prepare the annual Cost Reports. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-5602 & 45-221(a)(3) & 39-709(b) |
APPROVED |
2015-09-24
; Revised 2015-09-24 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0037-039 |
TITLE |
Employee Grievance Files |
DESCRIPTION |
Variety of documents related to grievances filed by employees against the agency under state civil service and civil rights protection statutes. These are not EEO grievance files. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after grievance is settled, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(11)(25) |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0042-039 |
TITLE |
Subject Files - Administrative Assistant to the Secretary |
DESCRIPTION |
Correspondence, reports, notes, publications, and other documents relating to the activities and interests of the agency secretary. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0043-039 |
TITLE |
Subject Files - Secretary |
DESCRIPTION |
Variety of documents relating to the administration and operation of the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions per KSA 45-221(a)(4) |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0044-039 |
TITLE |
Working Files - Personnel |
DESCRIPTION |
Variety of documents relating to personnel administration in the Department on Aging. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 039-001
Department for Aging and Disability Services
Office of the Secretary
Accounting Unit
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0157-039 |
TITLE |
Cost Allocations - Health and Human Services |
DESCRIPTION |
Applications and supporting documentation submitted to state or federal grantor agencies to support the department's plan for allocating costs for administering its programs. |
RETENTION |
007 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2002-01-10
|
K.A.R. NUMBER |
53-2-129 |
Agency Number: 039-001
Department for Aging and Disability Services
Office of the Secretary
Nursing Facility Program
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0046-039 |
TITLE |
Nursing Facility Program Files |
DESCRIPTION |
Application, correspondence, provider agreement, certification and transmittals, etc. relating to nursing care facilities' eligibility to participate in the Medicare & Medicaid reimbursement program. |
RETENTION |
010 cldr yrs |
COMMENTS |
Retain in office 3 calendar years, transfer to the records center for 7 calendar years, then destroy. The provider agreement is the only original document, the remainder are copies received from KDHE. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
Agency Number: 039-003
Department for Aging and Disability Services
Operations
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0049-039 |
TITLE |
Grant Administration Files |
DESCRIPTION |
Notices of grant awards, financial status reports, correspondence, and other documents relating to the administration of grant funds distributed by the agency to area agencies on aging. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. Supersedes general schedule retention requirements for "Grant Files." |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0051-039 |
TITLE |
Grant Payment Vouchers |
DESCRIPTION |
Documents relating to agency disbursement of grant funds to area agencies on aging including DA 120 forms and advance cash request forms. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 2 fiscal years after the end of the grant period, transfer to the records center for 3 fiscal years, then destroy. Supersedes general schedule retention requirements for "Grant Files." |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0059-039 |
TITLE |
Purchasing Records |
DESCRIPTION |
Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0065-039 |
TITLE |
Vehicle Operation Records |
DESCRIPTION |
Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 039-003
Department for Aging and Disability Services
Operations
Community Based Services
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0159-039 |
TITLE |
Home and Community Based Cost Cap Exception Files |
DESCRIPTION |
Application and supporting documentation relating to older Kansans applying for Medicaid assistance above the normal cost of regular planning care. |
RETENTION |
See Comments |
COMMENTS |
Retain in office until case is closed, transfer to the records center for 5 years, then destroy |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
2001-04-12
|
K.A.R. NUMBER |
53-2-126 |
Agency Number: 039-004
Department for Aging and Disability Services
Advocacy and Legislation
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0172-039 |
TITLE |
Correspondence - Partnership Loan Program |
DESCRIPTION |
Incoming and outgoing letters and memoranda relating to the Partnership Loan Program. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 2 years, transfer to the records center for 3 years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0170-039 |
TITLE |
Partnership Loan Program Application Files - Denied |
DESCRIPTION |
Application and supporting documentation relating to the denial of loans to submitting nursing facilities. |
RETENTION |
See Comments |
COMMENTS |
Retain in office for 2 years after the date of final disposition, transfer to the records center for 3 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0169-039 |
TITLE |
Partnership Loan Program Files - Approved |
DESCRIPTION |
Application and supporting documentation relating to nursing facilities applying and receiving loans to support expansion of services and housing alternatives for senior Kansans. |
RETENTION |
See Comments |
COMMENTS |
Retain in office for 3 years, transfer to the records center until 7 years after the end date of the loan, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0168-039 |
TITLE |
Program for All-inclusive Care for the Elderly (PACE) Files |
DESCRIPTION |
Registration form, monthly financial statements, service utilization reports, outcome based efficiency reports, payment reports, etc. relating to a program designed to provide comprehensive medical and social services managed care benefits for the frail elderly. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
42 CFR Part 460 |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0070-039 |
TITLE |
Silver Haired Legislature Files |
DESCRIPTION |
Correspondence, copies of testimony, copies of proceedings, and other documents related to the Silver Haired Legislature which offers recommendations to the legislature and governor on aging issues. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 039-004
Department for Aging and Disability Services
Advocacy and Legislation
Home and Community Based Services
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0166-039 |
TITLE |
Home and Community Based Services Resident Status Review Files |
DESCRIPTION |
Level of care score reviews conducted upon residents in nursing facilities to determine whether their needs could be served within the community. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0165-039 |
TITLE |
Home and Community Based Services Resident Status Review Training Materials |
DESCRIPTION |
Manuals, forms, handouts, etc. relating to the preparation of Resident Status Review training. |
RETENTION |
See Comments |
COMMENTS |
Retain until training program is obsolete, then transfer one copy of each manual, syllabus, textbook and/or handouts to the archives. Destroy the remainder. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
|
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0810-039 |
TITLE |
Home and Community Based Services Settings Final Rule Provider Evidence Files |
DESCRIPTION |
Evidence documentation (policies, procedures, manuals, forms, pictures, agreements, etc.) submitted by HCBS providers for review and determination of compliance of a waiver participant's rights, choice, privacy, autonomy, and community integration as required by the HCBS settings final rule. |
RETENTION |
7 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
2022-04-21
|
K.A.R. NUMBER |
53-2-213 |
Agency Number: 039-004
Department for Aging and Disability Services
Advocacy and Legislation
Public Health Educator
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0099-039 |
TITLE |
Publications - Public Health Education |
DESCRIPTION |
Publications produced and distributed by the Department on Aging on health issues affecting older Kansans. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer two copies of each publication to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 039-004
Department for Aging and Disability Services
Advocacy and Legislation
Senior Care Act Coordinator
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0106-039 |
TITLE |
Senior Care Act Program Evaluations |
DESCRIPTION |
Independent studies of the Senior Care Act program produced to evaluate the effectiveness of the program that provides state grant funds for in-home services for older Kansans. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0107-039 |
TITLE |
Senior Care Act Program Files |
DESCRIPTION |
Variety of documents related to the establishment and implementation of the Senior Care Act program that provides in-house assistance to the elderly. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 039-005
Department for Aging and Disability Services
Client, Assessment and Referral Program
Starting at the beginning of FY2013, the Department on Aging changed its name under governor executive order to the Department for Aging and Disability Services (KDADS). The KDOA had been formed in 1977 out of the Services for Aging Section of the Kansas Department of Social and Rehabilitation Services (SRS).
SERIES ID |
0111-039 |
TITLE |
Annual Report Drafts |
DESCRIPTION |
Working files compiled and used to produce the agency annual report. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-01-13
|
K.A.R. NUMBER |
53-2-118 |
SERIES ID |
0116-039 |
TITLE |
CARE Level II Monthly Billing and CARE Reports |
DESCRIPTION |
Monthly billing reports submitted by Area Agencies on Aging to the Department on Aging for reimbursement to nursing home facilities operating at CARE Level II. |
RETENTION |
007 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0114-039 |
TITLE |
CARE Level I Monthly Billing and CARE Reports |
DESCRIPTION |
Monthly billing reports submitted by Area Agencies on Aging to the Department on Aging for reimbursement to nursing home facilities operating at CARE Level I. |
RETENTION |
007 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2000-04-13
|
K.A.R. NUMBER |
53-2-123 |
SERIES ID |
0119-039 |
TITLE |
End of Year Data |
DESCRIPTION |
Statistical data compiled as required for Health Care Finance Administration reporting. |
RETENTION |
007 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-01-13
|
K.A.R. NUMBER |
53-2-118 |
SERIES ID |
0123-039 |
TITLE |
Preadmission Screenings and Annual Resident Reviews (PASARR) |
DESCRIPTION |
Correspondence, medical records, assessments, etc. made on individuals diagnosed with either a mental illness or mental retardation to determine the level of care. |
RETENTION |
80 fisc yrs |
COMMENTS |
Retain in office 10 fiscal years, transfer to the records center for 70 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) |
APPROVED |
1999-04-15
|
K.A.R. NUMBER |
53-2-119 |
SERIES ID |
0153-039 |
TITLE |
Procedures Manuals |
DESCRIPTION |
Original copies of agency procedures issued in a collective manual. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect, then transfer 1 copy to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1999-01-13
|
K.A.R. NUMBER |
53-2-118 |
Agency Number: 039-006
Department for Aging and Disability Services
Budget, Finance, and Analysis
SERIES ID |
0128-039 |
TITLE |
Payments for Frail and Elderly Services |
DESCRIPTION |
Documents relating to the reconciliation of Blue Cross, STARS, and SRS payments made under the Frail and Elderly Waiver. |
RETENTION |
007 fisc yrs |
COMMENTS |
Retain in office 1 fiscal year, transfer to the records center for 6 fiscal years, then destroy. Meets Health Care Finance Administration requirements. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-01-13
|
K.A.R. NUMBER |
53-2-118 |
SERIES ID |
0129-039 |
TITLE |
Population Statistics |
DESCRIPTION |
Census statistics gathered to determine minority population percentages in each planning and service area and used to calculate target minority participation rates for aging programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-04-14
|
K.A.R. NUMBER |
53-2-100 |
Agency Number: 039-006
Department for Aging and Disability Services
Budget, Finance, and Analysis
Accounting and Financial Management
SERIES ID |
0163-039 |
TITLE |
Revisions of Financial Reports |
DESCRIPTION |
Correspondence, reports, work papers, etc. relating to the carryover of state and federal funds as computed by the agency based upon corrections of errors in calculating the Project Income Match. |
RETENTION |
007 fisc yrs |
COMMENTS |
Retain in office 1 fiscal year, transfer to the records center for 6 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
|
K.A.R. NUMBER |
53-2-126 |
Agency Number: 039-006
Department for Aging and Disability Services
Budget, Finance, and Analysis
Audit
SERIES ID |
0132-039 |
TITLE |
Nursing Facilities Central Office Files |
DESCRIPTION |
Documents relating to the distribution of costs among multiple nursing care facilities owned by a corporation as calculated by its central office. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0133-039 |
TITLE |
Nursing Facility Audit Reports |
DESCRIPTION |
Audit reports, supporting documentation and copies of nursing facility program files reviewed both within the agency and by the Health Care Finance Administration to ensure accountability. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 2 years, purge files and transfer audit reports and supporting documentation to the records center for 3 years, then destroy. Retain ownership papers until closure plus 5 years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
Agency Number: 039-006
Department for Aging and Disability Services
Budget, Finance, and Analysis
Reimbursement
SERIES ID |
0134-039 |
TITLE |
Appeals Files |
DESCRIPTION |
Documents relating to nursing care providers that appeal reimbursement actions established by the Department on Aging. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. SRS Fair Hearings Section retains the originals. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(25) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0137-039 |
TITLE |
Case Mix Project Files |
DESCRIPTION |
Documents relating to the reimbursement proportion established for nursing care providers based upon the case mix. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0140-039 |
TITLE |
Litigation Case Files - Reimbursement |
DESCRIPTION |
Copies of documents relating to lawsuits filed in state and federal courts which usually involve but are not limited to reimbursement and audit actions. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(29) |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0141-039 |
TITLE |
Nursing Facility Finding Files |
DESCRIPTION |
Documents used to establish reimbursement rates allowed by the Health Care Finance Administration to nursing care providers. |
RETENTION |
006 fisc yrs |
COMMENTS |
Retain in office 3 fiscal years, transfer to the records center for 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0142-039 |
TITLE |
Nursing Facility Reimbursement Files |
DESCRIPTION |
Cost reports and copies of the nursing facility program file which the reimbursement division reviews and uses to establish reimbursement rates for nursing care providers. |
RETENTION |
010 fisc yrs |
COMMENTS |
Retain in office 3 fiscal years, transfer to the records center for 7 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0144-039 |
TITLE |
Post-Payment Reports |
DESCRIPTION |
Monthly computer printouts generated by EDS or Blue Cross listing claim payment data from nursing care providers. |
RETENTION |
007 fisc yrs |
COMMENTS |
Retain in office 2 fiscal years, transfer to the records center for 5 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0146-039 |
TITLE |
Quality Indicator Profile Reports |
DESCRIPTION |
Computer report detailing the aggregate data on case distribution in each nursing facility which is used to determine reimbursement rates. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0147-039 |
TITLE |
Rate Schedules - Book Copy |
DESCRIPTION |
Compilation of computer printouts generated summarizing cost report data which is used to determine reimbursement rates for nursing care providers and maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0149-039 |
TITLE |
Resident Listing Report |
DESCRIPTION |
Quarterly computer printout listing the residents living in each nursing facility. |
RETENTION |
005 fisc yrs |
COMMENTS |
Retain in office 1 fiscal year, transfer to the records center for 4 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
SERIES ID |
0150-039 |
TITLE |
State Plan Files |
DESCRIPTION |
Comprehensive plan developed in conjunction with the Health Care Finance Administration to establish methods, standards, and reimbursement rates for nursing care providers. |
RETENTION |
013 cldr yrs |
COMMENTS |
Retain in office 10 calendar years, transfer to the records center for 3 calendar years, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1998-07-14
|
K.A.R. NUMBER |
53-2-116 |
Agency Number: 039-007
Department for Aging and Disability Services
Senior Health Insurance Counseling for Kansas
SERIES ID |
0174-039 |
TITLE |
Senior Health Insurance Counseling (SHICK) Files |
DESCRIPTION |
Documents relating to assistance provided by community volunteers to seniors regarding Medicare and other health care insurance issues. |
RETENTION |
002 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(3) |
APPROVED |
2006-10-12
|
K.A.R. NUMBER |
53-2-149 |
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 |
0309-629 |
TITLE |
Accountable Medication Records |
DESCRIPTION |
Documents used to maintain inventories of controlled substances in the residential units - indicates all issuances, to whom issued, and running balances. |
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 |
0382-629 |
TITLE |
Accounts Receivable Ledgers - Patients |
DESCRIPTION |
Documents related to the collection of payments due the facility for Medicare, Medicaid, and insurance billing purposes. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Vouchers - Receipts. |
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 |
0360-629 |
TITLE |
Accounts Receivable Records |
DESCRIPTION |
Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. |
RETENTION |
003 fisc yrs |
COMMENTS |
See also Vouchers - Receipts. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted per KSA 65-5602 & 45-221(a)(3) |
APPROVED |
1994-01-13
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0216-629 |
TITLE |
Activity Descriptions |
DESCRIPTION |
Descriptions made and reviewed by the staff of various recreational activities planned for the residents which are used to determine the feasibility of such activities. |
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 |
0359-629 |
TITLE |
Activity Therapy Monthly Reports |
DESCRIPTION |
Monthly reports monitoring patient participation in scheduled activities. |
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 |
0358-629 |
TITLE |
Activity Therapy Patient Program Files |
DESCRIPTION |
Wide variety of documents relating to the activity therapy programs offered to patients to help with their progress. |
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 2013-05-15 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0357-629 |
TITLE |
Activity Therapy Quality Assurance Monitors Files |
DESCRIPTION |
Semi-annual staff performance evaluations produced to ensure the quality and appropriateness of activity therapy programs and 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 2013-05-15 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0148-629 |
TITLE |
Admission Application Files - Not Accepted |
DESCRIPTION |
Documents regarding applications for admission to the Institute which were not approved: correspondence, reports, application forms, and supporting materials. |
RETENTION |
010 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 |
0356-629 |
TITLE |
Admissions Log |
DESCRIPTION |
Log compiled on all patients admitted to the state hospitals which is used for reimbursement purposes. |
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 |
0222-629 |
TITLE |
Agency Financial Reports |
DESCRIPTION |
Daily, monthly, and annual computer printouts listing by object code all funds budgeted, expended, encumbered, and the balance. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. These are not CASK or STARS reports. Previously titled "Agency Monthly Reports." |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0187-629 |
TITLE |
Agency Monthly Reports |
DESCRIPTION |
Monthly computer reports listing by object code all funds budgeted, expended, encumbered, and the balance. |
RETENTION |
See Comments |
COMMENTS |
These are not CASK or STARS reports. Previously titled "Summary of Expenditures by Object Code Reports." |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0435-629 |
TITLE |
Antibiotic Daily Reports |
DESCRIPTION |
Reports of antibiotics issued on a daily basis to patients. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0472-629 |
TITLE |
Applicants Register |
DESCRIPTION |
Computer reports listing names and addresses of applicants for employment. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0755-629 |
TITLE |
Asbestos Removal Reports |
DESCRIPTION |
Documents relating to the removal of asbestos from buildings on the state hospital grounds. |
RETENTION |
005 cldr yrs |
COMMENTS |
Retain in office 5 calendar years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2003-01-09
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0444-629 |
TITLE |
Audiometric Screening Test Results |
DESCRIPTION |
Requisitions for hearing tests and test results for patients. |
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 |
0179-629 |
TITLE |
Augmentative Files |
DESCRIPTION |
Documents concerning the use and operation of the augmentative equipment which provides alternative ways to communicate with residents. |
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 |
0395-629 |
TITLE |
Authorized Purchase Order Listings |
DESCRIPTION |
Handwritten journals of expenditures encumbered and allowed by funding codes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0583-629 |
TITLE |
AWOL/Missing Persons Reports |
DESCRIPTION |
Copies of forms completed by Security Department officers indicating that a patient's location is unknown and used to notify the proper authorities and personnel to begin search procedures. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-5602 |
APPROVED |
1997-04-10
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-111 |
SERIES ID |
0384-629 |
TITLE |
Banking Records |
DESCRIPTION |
Bank statements, deposit books and slips, check registers, and canceled checks. |
RETENTION |
003 fisc yrs |
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 |
0452-629 |
TITLE |
Bank Statements and Cancelled Checks |
DESCRIPTION |
Banking documents related to a variety of fund accounts. |
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 |
0125-629 |
TITLE |
Biennial Reports |
DESCRIPTION |
Biennial reports containing information relating to the activities of the state hospitals. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer one copy to the archives and destroy the remainder. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0524-629 |
TITLE |
Boiler Operation Log |
DESCRIPTION |
Record of essential data on power plant boiler operation: temperature, pressure, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0523-629 |
TITLE |
Budget Preparation Files - Annual |
DESCRIPTION |
Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials. |
RETENTION |
005 fisc yrs |
COMMENTS |
Portions and/or duplicates of this series is also maintained in the business office - duplicate materials may be discarded prior to transfer to the archive or purged once transferred. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0521-629 |
TITLE |
Building Construction Files |
DESCRIPTION |
Records related to building construction projects: correspondence, drawings, contracts, specifications, bid information and awards, etc. |
RETENTION |
Permanent |
COMMENTS |
Retain permanently in office or transfer to archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0520-629 |
TITLE |
Building Maintenance Files |
DESCRIPTION |
Records related to building maintenance projects: correspondence, drawings, bids, publications, notes, etc. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
|
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0597-629 |
TITLE |
Building Security Violation Report |
DESCRIPTION |
Form completed by Security Department officers during their assigned routine inspections to ensure that any lapses in security procedures are corrected. |
RETENTION |
See Comments |
COMMENTS |
Retain until 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 |
0405-629 |
TITLE |
Bylaws |
DESCRIPTION |
Formal policy statements regarding the administrative and organizational structure of the hospital and the responsibilities of individuals and committees. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect, 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 |
0250-629 |
TITLE |
Cancelled Forms List |
DESCRIPTION |
List of all the cancelled forms which is kept for reference in the event a discontinued form needs to be used again. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0389-629 |
TITLE |
Canteen Fund Records |
DESCRIPTION |
Documents concerning the financial accounting of the canteen fund: ledgers, receipts, bank statements, invoices, check ledgers. |
RETENTION |
003 fisc yrs |
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 |
0518-629 |
TITLE |
Capital Improvement Projects Cost Statistics |
DESCRIPTION |
Documents related to building construction costs: vouchers, ledger sheets, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0451-629 |
TITLE |
Card File of Patients |
DESCRIPTION |
Documents relating to patients' medical history and current status. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer one copy to the archives, the remainder destroy. |
DISPOSITION |
See Comments |
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 |
0387-629 |
TITLE |
Carpet Care Records |
DESCRIPTION |
Documents recording the frequency of carpet care to ensure proper maintenance. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-16 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0397-629 |
TITLE |
Case Files of Employees |
DESCRIPTION |
Documents relating to investigations of employee conduct including: court orders, reports to courts, correspondence and personal notes of attorneys, investigative reports, and grievances. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after case is closed, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1991-01-17
; Revised 2013-05-16 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0460-629 |
TITLE |
Case Files of Patients |
DESCRIPTION |
Documents relating to investigations of patient conduct including: court orders, reports to courts, correspondence and personal notes of attorneys, investigative reports, grievances. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after case is closed, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0425-629 |
TITLE |
Caseload Sampling |
DESCRIPTION |
Samplings made of case loads to compare against certain standards and how the patient was being supported. |
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 2013-05-16 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0465-629 |
TITLE |
Cemetery Records - Patients and Stillborn Infants |
DESCRIPTION |
Documents related to the graves in the hospital cemetery. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0386-629 |
TITLE |
Census Reports |
DESCRIPTION |
Electronic and manual census reports of patients compiled to monitor the patient population and used for billing purposes. |
RETENTION |
005 cldr yrs |
COMMENTS |
Formerly titled Computer Census Reports. |
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 |
0241-629 |
TITLE |
Center Forms List |
DESCRIPTION |
List of all the forms created for the facilities which is used to keep track of any revisions, cancellations, or new forms. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then place in "Cancelled Forms List." |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0394-629 |
TITLE |
Central Nursing Daily Reports |
DESCRIPTION |
Daily reports of nursing concerns related to patient care or medical conditions including illnesses and behaviors that required special control. |
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 2013-05-16 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0166-629 |
TITLE |
CETA Files |
DESCRIPTION |
Records concerning work performance and training of individuals employed under the CETA program: copies of certificates and diplomas, applications, transcripts, time sheets, agreements, etc. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
1988-10-13
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-076 |
SERIES ID |
0374-629 |
TITLE |
Chaplainry Services Monthly Reports |
DESCRIPTION |
Monthly reports relating to the various types of chaplainry services provided for the patients. |
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 |
0385-629 |
TITLE |
Chaplainry Services Quality Assurance Monitors Files |
DESCRIPTION |
Documents used to monitor the quality and appropriateness of chaplainry services to ensure quality assurance standards are met. |
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 |
0490-629 |
TITLE |
Check Registers and Stubs |
DESCRIPTION |
Records of bank transactions related to reimbursement operations. |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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 |
0322-629 |
TITLE |
Insurance Notebooks |
DESCRIPTION |
Insurance claim forms for patient hospitalization billing filed in notebooks for convenience of reference. |
RETENTION |
003 fisc yrs |
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 |
0533-629 |
TITLE |
Intermediate Care Facilities Files |
DESCRIPTION |
Records related to inspections and certifications required by the federal Health Care Financing Administration: reports, regulations, correspondence, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0120-629 |
TITLE |
Intermediate Care Facilities for Mentally Retarded Surveys |
DESCRIPTION |
Surveys made by the Department of Health and Environment to monitor programs and services which cite any deficiencies and the agency's plan of corrections to ensure compliance with federal standards. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0243-629 |
TITLE |
Intermediate Care Facilities for the Mentally Retarded Financial Records |
DESCRIPTION |
Financial and statistical records required by all Intermediate Care Facilities for the Mentally Retarded providers to ensure the accountability to the federal government including cost reports. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0314-629 |
TITLE |
Inventory Database |
DESCRIPTION |
Computer database used to manage capital property inventory. |
RETENTION |
See Comments |
COMMENTS |
Retain data until updated, then delete. Data is also printed in reports scheduled as part of other series. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0531-629 |
TITLE |
Inventory Property Number Registers |
DESCRIPTION |
Lists of agency non-expendable property on inventory: dates of acquisitions, types of property, descriptions, and property numbers assigned. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer in effect plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0320-629 |
TITLE |
Inventory Records - Library Materials |
DESCRIPTION |
Records related to inventory management of library materials. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded by new inventory plus 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0530-629 |
TITLE |
Inventory Transaction Register |
DESCRIPTION |
Hand completed forms listing all purchases of capital equipment - maintained in conjunction with copies of DAM013 reports. |
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 |
0500-629 |
TITLE |
Invoice Files |
DESCRIPTION |
Accounts payable records consisting of invoices from vendors and contractors along with some supporting documents. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-13 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0227-629 |
TITLE |
Job Training and Partnership Act Employees Files |
DESCRIPTION |
Documents associated with employment of specific personnel under the Job Training and Partnership Act: employment contract, time sheets, evaluations, and other personnel materials. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) & 39-709b |
APPROVED |
1993-04-15
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0466-629 |
TITLE |
Key and Combination Control Files |
DESCRIPTION |
Documents listing the combinations to locks and to whom key is assigned. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0325-629 |
TITLE |
Key Deposit Receipt Books |
DESCRIPTION |
Receipt books indicating which employee has paid a deposit on a facility key and when the key was returned. |
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 |
0270-629 |
TITLE |
Key Security Log |
DESCRIPTION |
Log relating to the control and issuing of facility security key sets. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0253-629 |
TITLE |
Laboratory Request Slips |
DESCRIPTION |
Internal forms used to keep track of requests from physicians for various types of laboratory work to be completed on residents including type of work needed, resident's name, date of birth, etc. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
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 |
0186-629 |
TITLE |
Laboratory Specimen Log |
DESCRIPTION |
Specimen log used to record the completion of laboratory work for residents. |
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 |
0327-629 |
TITLE |
Laundry Production Costs Records |
DESCRIPTION |
Laundry production costs summary data compiled for budgetary purposes. |
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 |
0104-629 |
TITLE |
Leisure Activities Evaluation Forms |
DESCRIPTION |
Forms used to evaluate the effectiveness of large group leisure activities for the residents at the facilities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-13 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0132-629 |
TITLE |
Linen Delivery Records |
DESCRIPTION |
Documents used to record the amount of linen delivered to each unit daily. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0488-629 |
TITLE |
Lists of Outstanding Obligations |
DESCRIPTION |
DA forms 118 and associated materials used to document funds encumbered from previous fiscal year which are yet to be disbursed. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0463-629 |
TITLE |
Maps of Utility Locations |
DESCRIPTION |
Maps required for maintenance of water lines, sewer lines, telephone cables and other utilities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0487-629 |
TITLE |
Meal Tickets |
DESCRIPTION |
Tickets for meals sold to employees and other non-residents. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0251-629 |
TITLE |
Mealtime Management Files |
DESCRIPTION |
Documents relating to the unit feeding committees to assess at-risk residents and their progress. |
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 2013-05-15 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0351-629 |
TITLE |
Medicaid and Medicare Logs |
DESCRIPTION |
Logs used in conjunction with cost report data which monitor the charges and payments for billing each patient. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-5602 & 45-221(a)(3) & 39-709(b) |
APPROVED |
1994-01-13
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0457-629 |
TITLE |
Medical and Service Records -- SRS Hospitals and Facilities |
DESCRIPTION |
Documents concerning individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment. |
RETENTION |
See Comments |
COMMENTS |
Retain for 10 years after the date of last discharge.
According to SRS legal counsel, 45 CFR Section 164.530(j)(2) states "all patient records must be retained for 6 years from the date of the patient's discharge, transfer or death", & 42 CFR Section 482.24(b)(1) states "Medical records must be retained in their original or legally reproduced form for a period of at least 5 years". |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) & 65-5602 |
APPROVED |
2011-04-28
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-167 |
SERIES ID |
0456-629 |
TITLE |
Medical Record - Child or Adolescent |
DESCRIPTION |
Documents of individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 yr beyond the date that patient reaches majority, or 10 years after last discharge date, whichever is longer. Every 100th file transfer to archives. |
DISPOSITION |
See Comments |
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 |
0449-629 |
TITLE |
Medical Staff Bylaws |
DESCRIPTION |
Original bylaws and updates which physicians must agree to abide by while practicing at the State Hospitals. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded or no longer in effect, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0349-629 |
TITLE |
Medicare Remittance Advice |
DESCRIPTION |
Medicare payment history maintained on patients and used for billing purposes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-5602 & 45-221(a)(3) |
APPROVED |
1994-01-13
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0696-629 |
TITLE |
Medication Alert/El Dorado Medication Error Tool Form |
DESCRIPTION |
Forms describing medication errors which occurred during the treatment of patients which are used as a monitoring tool to ensure that quality standards are met and maintained. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-5602 & 45-221(a)(3) |
APPROVED |
1994-04-14
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-100 |
SERIES ID |
0142-629 |
TITLE |
Medication and Supply Requisitions |
DESCRIPTION |
Internal requisitions received from all areas to the central supply for medication and supplies including area requesting items, date, items requested, quantity, price, person requesting item, etc. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0348-629 |
TITLE |
Menu Files |
DESCRIPTION |
Documents relating to the preparation of patient dietary needs. |
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 |
0153-629 |
TITLE |
Midnight Movement Reports |
DESCRIPTION |
Reports from residence units regarding patient movements in and out of the units - information summarized in Client Census Reports (q.v.). |
RETENTION |
005 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 |
0733-629 |
TITLE |
Minutes - Treatment Teams |
DESCRIPTION |
Minutes of unit treatment teams which meet to review individual patient activities and treatment. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(3) & KSA 65-5602 |
APPROVED |
2001-01-11
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-125 |
SERIES ID |
0408-629 |
TITLE |
Monitoring Information |
DESCRIPTION |
Documents related to monitoring of patient care and staff clinical performance which includes: protocols, monitoring and quarterly reports related to quality assurance functions for accreditation. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-16 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0336-629 |
TITLE |
Monthly Fire Prevention Reports |
DESCRIPTION |
Reports made on a variety of fire related activities including building, fire and safety inspections, reported hazards, fire drills, reported fires, fire extinguisher inspections, etc. |
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 |
0345-629 |
TITLE |
Monthly Inspection List |
DESCRIPTION |
Check list assigning the security officers to the various types of inspections made at the facility for health and safety reasons. |
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 |
0354-629 |
TITLE |
Monthly Room Inspection Reports |
DESCRIPTION |
Fire and safety inspection reports made of individual living quarters to ensure the welfare of the patients. |
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 |
0343-629 |
TITLE |
Music Therapy Activity Files |
DESCRIPTION |
Documents relating to the planning and implementation of music therapy activities scheduled for the patients. |
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 2013-05-15 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0342-629 |
TITLE |
Music Therapy Professional Files |
DESCRIPTION |
Documents relating to the function and operation of the music therapy program. |
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 2013-05-15 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0311-629 |
TITLE |
Neighborhood Youth Corps Health Records |
DESCRIPTION |
Minimal health examination records maintained on participants in the NYC (summer job) program: nursing assessments, TB test results, and injury reports. |
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 |
0107-629 |
TITLE |
Nursing Administration Records |
DESCRIPTION |
Wide variety of documents used in the administration of the nursing services at the facilities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0123-629 |
TITLE |
Nursing Staff Records |
DESCRIPTION |
Daily staffing sheets used to schedule nurses in the wards to ensure adequate coverage. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0468-629 |
TITLE |
Nutritional Interview |
DESCRIPTION |
Data gathered and updated regarding patients' nutritional status, including anthropometric, possible food/drug interaction, obvious clinical signs of malnutrition, food habits, food allergies, etc. |
RETENTION |
001 cldr yr |
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 |
0484-629 |
TITLE |
Object Code Ledger Books |
DESCRIPTION |
Handwritten record of all agency expenditures arranged by object codes: object codes, dates, vendors, voucher numbers, estimated costs, dates paid, and fund balances. |
RETENTION |
010 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0252-629 |
TITLE |
Off Campus Appointment Records |
DESCRIPTION |
Internal forms used to schedule all appointments made for the residents with consulting physicians not at the facilities. |
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 2013-05-15 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0341-629 |
TITLE |
Office Machine Repair Files |
DESCRIPTION |
Documents relating to the service work done on equipment to maintain a repair history and monitor contract maintenance agreements on typewriter and copier machines. |
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 |
0448-629 |
TITLE |
On-Duty Books |
DESCRIPTION |
Documents relating to the events during the time a physician covers for off-duty medical staff, namely calls from courts or community officials, as well as problems encountered. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then contact the archives for appraisal, if not accepted, destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0483-629 |
TITLE |
Organization Files |
DESCRIPTION |
Miscellaneous records related to interaction with other organizations, including local, state, and federal agencies: correspondence, reports, notes, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0339-629 |
TITLE |
Outing Log |
DESCRIPTION |
Log used to monitor the location and number of trips which patients and accompanying staff take 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 |
0113-629 |
TITLE |
Outpatient Resident Index Cards |
DESCRIPTION |
Background documentation filled out on index cards about residents for possible admission to the facility on an outpatient basis. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 76-12(b)(11) & 45-221(a)(3) |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0437-629 |
TITLE |
Pathology Laboratory Reports - Monthly |
DESCRIPTION |
Lists of procedures done in the laboratory for patients. |
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 |
0225-629 |
TITLE |
Patient Account Management Records |
DESCRIPTION |
Database records, reports, vouchers and other documents related to collection of payments from clients maintained in hard copy and electronic format. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-5602 & 45-221(a)(1)(3) |
APPROVED |
1993-04-15
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0337-629 |
TITLE |
Patient Attendance Records |
DESCRIPTION |
Reports relating to patient attendance in activity therapy groups maintained to provide documentation for any possible investigations or audits. |
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 |
0258-629 |
TITLE |
Patient Benefit Fund Records |
DESCRIPTION |
Documents concerning the financial accounting of the patient benefit fund: ledgers, receipts, bank statements, invoices, check ledgers. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 65-5602 & 45-221(a)(3) |
APPROVED |
1994-01-13
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0636-629 |
TITLE |
Patient Billing Files |
DESCRIPTION |
Patient billing files for hospitalization services including statements, claim forms, copy of insurance cards, insurance authorization, computer printouts, financial packets, etc. |
RETENTION |
003 fisc yrs |
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 |
0453-629 |
TITLE |
Patient Card Files |
DESCRIPTION |
Individual cards for each patient with information including dates, diagnosis, number of admissions of each patient. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0736-629 |
TITLE |
Patient Charge Files |
DESCRIPTION |
Documents used to prepare patient billing including doctor orders, patient billing statements, physicians charge sheets, census records and pharmacy charges. |
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 |
0738-629 |
TITLE |
Patient Contact Reports |
DESCRIPTION |
Monthly statistical reports documenting the number of patient contact hours which are used to provide feedback to the treatment team as well as the summaries used for accreditation surveys. |
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 |
0447-629 |
TITLE |
Patient Death - Thanatology Reports |
DESCRIPTION |
Reviews completed by ad hoc committees and submitted to the Clinical Director with recommendations regarding problems noted. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0469-629 |
TITLE |
Patient Grievances |
DESCRIPTION |
Grievance form letters written to the ombudsman by patients as part of a Patient Advocacy/Complaint Resolution service. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after resolution of grievance and transfer to the archives. |
DISPOSITION |
Archives |
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 |
0754-629 |
TITLE |
Patient Log |
DESCRIPTION |
Log listing pertinent patient information which is used to generate assessments on a timely basis and to review the patient's current status. |
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 |
0753-629 |
TITLE |
Patient Nutritional Files |
DESCRIPTION |
Documents relating to patient nutritional needs maintained to ensure that the proper dietary care is provided by the staff. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, 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 |
0455-629 |
TITLE |
Patient Registers |
DESCRIPTION |
Bound registers of patients admitted. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(3) & 65-5602 |
APPROVED |
1991-01-17
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0476-629 |
TITLE |
Payment Journal - Patient Reimbursement |
DESCRIPTION |
Record of payments credited to patients reimbursement accounts: dates, patient identification, source code, amounts, description of payment, name of parent or guardian, trust fund. |
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 |
0474-629 |
TITLE |
Personnel Administration Files |
DESCRIPTION |
Wide variety of documents used to administer personnel at agency: correspondence, reports, statistics, policies, procedures, studies, notes, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0315-629 |
TITLE |
Personnel and Payroll Database System |
DESCRIPTION |
Inter-related computer databases used to manage agency personnel and payroll. |
RETENTION |
See Comments |
COMMENTS |
All information in database duplicates that found in paper records series schedule elsewhere. Retain data until updated or until no longer useful, then delete. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0433-629 |
TITLE |
Pharmacy Billing Journals |
DESCRIPTION |
Records of charges to an individual patient and sent to reimbursement for collection purposes to the hospital. |
RETENTION |
003 fisc 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 |
0459-629 |
TITLE |
Pharmacy - Daily/Monthly Prescription Records |
DESCRIPTION |
Documents used to keep track of the number of prescriptions issued on a daily basis to patients. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0740-629 |
TITLE |
Photocopier Log |
DESCRIPTION |
Daily log kept to monitor the number of photocopies made on a monthly basis and to generate a summary report. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0446-629 |
TITLE |
Physicians' Continuing Medical Education Files |
DESCRIPTION |
Master list of on-grounds continuing medical education files, along with hours completed for each physician. |
RETENTION |
See Comments |
COMMENTS |
Retain until termination of physician, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0461-629 |
TITLE |
Prescription Journal for Patients |
DESCRIPTION |
Journal of prescriptions issued to individual patients. |
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 |
0303-629 |
TITLE |
Prescriptions |
DESCRIPTION |
Physicians' prescriptions for various medications to be issued to clients. |
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 |
0413-629 |
TITLE |
Primary Client Service Files |
DESCRIPTION |
Follow-up sheet made on patients to check the progress of patients. |
RETENTION |
See Comments |
COMMENTS |
Retain 10 years after the discharge date. |
DISPOSITION |
Destroy |
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 |
0473-629 |
TITLE |
Printing Requisitions |
DESCRIPTION |
Copies of DA forms 104 used to order and pay for work by the State Printer, and supporting materials. |
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 |
0650-629 |
TITLE |
Private Review Organizations Files |
DESCRIPTION |
Documents relating to private organizations and reviewed for payment approval to the hospital. |
RETENTION |
007 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) & KSA 65-5602 |
APPROVED |
2001-01-11
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-125 |
SERIES ID |
0511-629 |
TITLE |
Property Disposition Records - Non-Expendable |
DESCRIPTION |
Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory. |
RETENTION |
003 fisc yrs |
COMMENTS |
A.k.a. "Condemnation Records." |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0117-629 |
TITLE |
Property Relocation Requests |
DESCRIPTION |
Documents used to keep track of property locations and any possible relocation within the facility. |
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 |
0110-629 |
TITLE |
Protection from Harm Files |
DESCRIPTION |
Documents relating to investigations by the Risk Management Division of resident abuse cases which are used to take measures to protect the residents from any further harm. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0724-629 |
TITLE |
Psychiatric Admission/Release Reports |
DESCRIPTION |
Reports listing the number of admissions and discharges which are used to determine the necessary services in the community to provide placement for patients. |
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 |
0127-629 |
TITLE |
Psychological Test Kits |
DESCRIPTION |
Standard psychological tests completed on residents to determine their intelligence level. |
RETENTION |
See Comments |
COMMENTS |
Retain test protocols until no longer useful, then destroy. Retain test protocol summaries in respective "Client Records" 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 |
0737-629 |
TITLE |
Psychology Department Clinical Monitoring Plans |
DESCRIPTION |
Plans developed to monitor the quality and the appropriateness of the care and treatment of individuals who are provided psychological services. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0193-629 |
TITLE |
Psychology Files |
DESCRIPTION |
Documents relating to the profile and progress or regression in the individual resident's program. |
RETENTION |
See Comments |
COMMENTS |
Retain until tenure of resident, then transfer to the resident's file. |
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 |
0758-629 |
TITLE |
Psychotherapy Notes |
DESCRIPTION |
Notes recorded in any medium by a mental health professional documenting or analyzing the contents of a conversation during a private counseling session or a group, joint, or family counseling session that is maintained separate from the rest of the patient's medical record. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 65-5602 & 45-221(a)(3) |
APPROVED |
2006-01-13
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-146 |
SERIES ID |
0506-629 |
TITLE |
Purchase Requisition Control Log |
DESCRIPTION |
Register of all purchase requisitions generated. |
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 |
0479-629 |
TITLE |
Purchasing Records - General |
DESCRIPTION |
Wide variety of documents (largely copies) related to operation of purchasing unit: correspondence, reports, invoices, procedures, publications, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0396-629 |
TITLE |
Quality Assurance Plans |
DESCRIPTION |
A wide variety of documents relating to the Quality Assurance Program required to meet accreditation standards. |
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 |
0731-629 |
TITLE |
Quality Assurance/Risk Management Activities Files |
DESCRIPTION |
Documents used to assess the quality assurance and risk management activities at the facility. |
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 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0730-629 |
TITLE |
Quality Assurance/Risk Management Supplemental Files |
DESCRIPTION |
Documents used to supplement the primary documentation, excluding that contained in the incident report files, of specific issues addressed by and activities of the Quality Assurance Committee. |
RETENTION |
See Comments |
COMMENTS |
Retain in conjunction with Quality Assurance/Risk Management Activities Files. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0424-629 |
TITLE |
Quality Control Files |
DESCRIPTION |
Documents relating case analyses made on patients to check on the services provided. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
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 |
0729-629 |
TITLE |
Quality Improvement Plans |
DESCRIPTION |
Documents used to monitor the quality assurance/continuous quality improvement plans and activities at the facility. |
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 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0728-629 |
TITLE |
Quality Improvement Supplemental Files |
DESCRIPTION |
Documents used to supplement the primary documentation of hospital-wide and departmental quality assurance/improvement plans and activities. |
RETENTION |
See Comments |
COMMENTS |
Retain in conjunction with Quality Improvement Plans. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0412-629 |
TITLE |
Questionnaires/Survey Forms |
DESCRIPTION |
Copies of forms completed by the hospital staff as responses to agencies or research programs which have requested data. |
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 |
0128-629 |
TITLE |
Reach Program Index Cards |
DESCRIPTION |
Index cards relating to the screening of preschool children with learning disabilities to determine their level and needs for the Reach program which helps prepare them for school. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0727-629 |
TITLE |
Receiving Reports |
DESCRIPTION |
Reports made regarding the receipt of merchandise or services which are submitted to the accounting section for use in validating invoices. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0502-629 |
TITLE |
Reconciliation of Change Fund (Petty Cash) Records |
DESCRIPTION |
DA form 75 used to account for petty cash. |
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 |
0129-629 |
TITLE |
Recreation and Leisure Records |
DESCRIPTION |
Documents related to the residents' related recreational and leisure activities including assessments data sheets, forms, meeting notes, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0442-629 |
TITLE |
Refill Sheets Regarding Controlled Drugs |
DESCRIPTION |
Requests from wards for refills of prescriptions of controlled drugs. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(3) & 65-5602 |
APPROVED |
1991-01-17
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0496-629 |
TITLE |
Reimbursement Statements |
DESCRIPTION |
Copies of billings sent to guardians and/or parents of patients for care and board of those patients. |
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 |
0726-629 |
TITLE |
Release Form |
DESCRIPTION |
Form listing the length of stay and subsequent release of patients from the facility. |
RETENTION |
See Comments |
COMMENTS |
Retain in conjunction with individual patient file. |
DISPOSITION |
See Comments |
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 |
0725-629 |
TITLE |
Release of Information Log |
DESCRIPTION |
Log listing the nature and purpose of information requested. |
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 |
0486-629 |
TITLE |
Reports - Miscellaneous |
DESCRIPTION |
Collection of special reports on a variety of topics related to the agency mission. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0701-629 |
TITLE |
Requisition Control Files |
DESCRIPTION |
Documents relating to assigning control numbers to requisitions maintained for convenience of reference. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0164-629 |
TITLE |
Research and Reference Files |
DESCRIPTION |
Documents resulting from research projects and programs conducted: theses, dissertations, papers, publications, and other miscellaneous materials. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-10-13
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-076 |
SERIES ID |
0669-629 |
TITLE |
Reserve Day Book |
DESCRIPTION |
Log used to monitor the number of patient therapeutic pass days billed to Medicare and Medicaid. |
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 |
0445-629 |
TITLE |
Residency Training Program Files |
DESCRIPTION |
Documents pertaining to the once operative Psychiatric Residency Training Program, including curriculum and class schedules. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0126-629 |
TITLE |
Resident Activity Attendance Records |
DESCRIPTION |
Documents relating the attendance of residents participating in leisure activities at the facilities. |
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 |
0668-629 |
TITLE |
Resident By Age Report |
DESCRIPTION |
Computer printout and electronic data relating to bed usage at the facility according to the various age groups. |
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 |
0105-629 |
TITLE |
Resident Care/Behavior Sheets |
DESCRIPTION |
Reports made by the direct care staff on the units to the nursing staff regarding resident care or behavior incidents. |
RETENTION |
See Comments |
COMMENTS |
Retain 7 years after dismissal or death, then destroy. If resident is a minor, retain until majority is reached and/or dismissal plus 7 yrs, 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 |
0106-629 |
TITLE |
Resident Check Sheets |
DESCRIPTION |
Bed check sheets filled out nightly to monitor the residents in the wards. |
RETENTION |
001 cldr yr |
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 |
0254-629 |
TITLE |
Resident I.D. Picture Cards |
DESCRIPTION |
Photographs taken of residents to use on identification cards which are used by the physicians to help recognize them. |
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 2013-05-15 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0667-629 |
TITLE |
Resident Ledger Files |
DESCRIPTION |
Computer printout of patient charges that have been deleted from the computer for various reasons. |
RETENTION |
003 fisc yrs |
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 |
0666-629 |
TITLE |
Resident Master Balance Sheets |
DESCRIPTION |
Ending monthly balances remaining in patient accounts and used for accounting purposes. |
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 |
0133-629 |
TITLE |
Resident Review Records |
DESCRIPTION |
Documents relating to the review of the individual resident's current training level to assess the effectiveness of the program plan. |
RETENTION |
See Comments |
COMMENTS |
Place in the respective resident's files 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 |
0136-629 |
TITLE |
Residents by County Records |
DESCRIPTION |
Index cards listing the number of residents admitted from a specific county which are used for reference purposes. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
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 |
0495-629 |
TITLE |
Residents Employment Files |
DESCRIPTION |
Personnel records maintained on residents employed. |
RETENTION |
See Comments |
COMMENTS |
Retain during tenure of employee plus 3 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0145-629 |
TITLE |
Residents' Training Materials |
DESCRIPTION |
Daily routines and data used to help train residents for a variety of tasks including personal hygiene, speech, etc. |
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 |
0257-629 |
TITLE |
Respite Files |
DESCRIPTION |
Documents maintained for approved respite clients which provides short-term care at the facilities to give some relief for the caregiver of a mentally retarded person. |
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 |
0109-629 |
TITLE |
Restraint Reports |
DESCRIPTION |
Reports made on the use of restraints placed on individual residents along with a medical procedure checksheet to ensure the proper use and the well-being of the resident. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 76-12b11 & 45-221(a)(3) |
APPROVED |
1992-07-09
|
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0756-629 |
TITLE |
Risk Management Files |
DESCRIPTION |
Incident reports, peer review documents, minutes, correspondence, etc. relating to reportable incidents under KSA 65-4921(f) and investigated by the Risk Management Division. |
RETENTION |
See Comments |
COMMENTS |
Retain 2 years after the Final Standard of Care is determined or retain until no longer useful if the case is potentially litigious, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-4925 |
APPROVED |
2003-01-09
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-133 |
SERIES ID |
0664-629 |
TITLE |
Risk Management Plans and Minutes |
DESCRIPTION |
Documents relating to the activities of the Risk Management Committee. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0467-629 |
TITLE |
Roof Moisture Testing Records |
DESCRIPTION |
Data gathered in the testing for moisture on the various roofs. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0429-629 |
TITLE |
Roster of Attendance at Workshops |
DESCRIPTION |
Register of attendance for staff members requiring continuing education units for licensure and includes social workers, RNs, LMHTs, and LPNs. |
RETENTION |
See Comments |
COMMENTS |
Rosters are maintained as required by the Behavioral Sciences Regulatory Board and the Kansas State Board of Nursing. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0402-629 |
TITLE |
Safety Program Plans |
DESCRIPTION |
A wide variety of documents relating to the Safety Program Plans 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 |
0158-629 |
TITLE |
Sanitation Checklists |
DESCRIPTION |
Lists used to monitor monthly sanitation checks of all the units to ensure compliance with federal standards. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0660-629 |
TITLE |
Security Daily Activity Log |
DESCRIPTION |
Log maintained by the security officers on activities which occurred during each shift. |
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 |
0662-629 |
TITLE |
Security Daily Reports |
DESCRIPTION |
Reports made by the security staff detailing daily activities. |
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 |
0493-629 |
TITLE |
Security Log |
DESCRIPTION |
Daily narrative record of all security related activities and events. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0697-629 |
TITLE |
Security Patient Assistance Reports |
DESCRIPTION |
Reports prepared by security officers describing the type of assistance security offered to patients. |
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 |
0492-629 |
TITLE |
Security Records |
DESCRIPTION |
Copies of records maintained by Security Office (see Incident and Elopement Reports). |
RETENTION |
See Comments |
COMMENTS |
Reports will be used by archives staff to fill gaps in Incidents and Elopement Reports after transfers. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0512-629 |
TITLE |
Security Report Sheets - Daily |
DESCRIPTION |
Logs of daily activities by individual security staff members. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0693-629 |
TITLE |
Security Safe Log |
DESCRIPTION |
Log maintained by the security officers of items going in and out of the security safe. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0691-629 |
TITLE |
Security Schedules |
DESCRIPTION |
Documents relating to the scheduling of inspections in every quarter to ensure proper maintenance and functioning of equipment at all times. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0585-629 |
TITLE |
Service Rendered Report |
DESCRIPTION |
Form completed by Security Department officers indicating the nature and type of assistance. |
RETENTION |
See Comments |
COMMENTS |
Retain until 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 |
0175-629 |
TITLE |
Sewing Room Requests |
DESCRIPTION |
Memos relating to requests for clothing articles to be manufactured or altered by the sewing room staff including item requested, by whom, what area and amount, and a description of said item. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0124-629 |
TITLE |
Social Service Case Activity Log |
DESCRIPTION |
Log used by the social workers to keep track of individual resident's contacts and activities which is used for reference purposes. |
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 |
0137-629 |
TITLE |
Social Service Records |
DESCRIPTION |
Documents relating to client care and training which are duplicates from other units for reference use by the staff. |
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 |
0131-629 |
TITLE |
Speech Therapy Files |
DESCRIPTION |
Documents relating to an individual resident's program in speech therapy which are used to keep track of any progress or regression. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to resident's file. |
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 |
0146-629 |
TITLE |
Staff In-Service Attendance Lists |
DESCRIPTION |
Rosters of staff members listing the in-services they have attended which are used to monitor their certification requirements. |
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 |
0112-629 |
TITLE |
Staff In-Service Files |
DESCRIPTION |
Short in-service training sessions taught by professional and non-professional support staff to other staff members which are required either for promotions or to fulfill position expectations. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. Delete from computer when no longer useful. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0427-629 |
TITLE |
State Summaries of Medical Assistance |
DESCRIPTION |
Program statistics of average payments made by clients. |
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 |
0431-629 |
TITLE |
Statistical Reports |
DESCRIPTION |
Statistics gathered on patients and used to make a variety of reports about patients and patient care. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0454-629 |
TITLE |
Statistical Studies - Special |
DESCRIPTION |
Studies completed either at the request of the Central Office or community SRS related groups, or in-house data needed to make future plans. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0414-629 |
TITLE |
Stock Requisitions |
DESCRIPTION |
Completed internal forms used by Purchasing Unit to record orders of expendable goods. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-16 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0296-629 |
TITLE |
Stores Requisitions |
DESCRIPTION |
Completed internal forms (IM-1105) used to requisition supplies by and for various organizational units in the agency. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0680-629 |
TITLE |
Student Records |
DESCRIPTION |
Documents relating to the rotation of students in training at the various state hospitals as a degree requirement. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(1)(9) |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0418-629 |
TITLE |
Subject Files |
DESCRIPTION |
Records related to general activities of the office: "Outstanding Projects, Vehicle Cost Reports, KRDC, Work Therapy Payroll, Development of Leisure Time and Activities, Records Dispositions," etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-16 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0295-629 |
TITLE |
Subject Files |
DESCRIPTION |
Wide variety of documents related to multiple aspects of logistical and administrative activities at the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0122-629 |
TITLE |
Subject Files - Activity |
DESCRIPTION |
Wide variety of documents relating to resident activities including special Olympics materials. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted |
APPROVED |
1992-07-09
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0679-629 |
TITLE |
Subject Files - Administrative |
DESCRIPTION |
Documents relating to the administrative and operational responsibilities of the agency. |
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 |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0678-629 |
TITLE |
Subject Files - Business Office |
DESCRIPTION |
Wide variety of documents relating to the function and operation of the business office. |
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 |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0173-629 |
TITLE |
Subject Files - Chaplain |
DESCRIPTION |
Variety of documents relating to the services of chaplain for the residents at the facilities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0676-629 |
TITLE |
Subject Files - Clinical Services |
DESCRIPTION |
Wide variety of documents relating to functioning of the office. |
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 |
KSA 65-5602 & 45-221(a)(3) |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0256-629 |
TITLE |
Subject Files - Community Services |
DESCRIPTION |
Wide variety of documents relating to the administration of the community services program. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. Portions may be restricted. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0168-629 |
TITLE |
Subject Files - General |
DESCRIPTION |
Records related to the employee training and career development program: correspondence, reports, publications, personnel records, and other materials. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-10-13
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-076 |
SERIES ID |
0138-629 |
TITLE |
Subject Files - Music Therapy |
DESCRIPTION |
Wide variety of documents relating to the administration of the music therapy program. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted. |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0416-629 |
TITLE |
Subject Files - Non-Routine |
DESCRIPTION |
Wide variety of documents related to the physical plant activities of a non-routine nature. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-16 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0172-629 |
TITLE |
Subject Files - Reimbursement |
DESCRIPTION |
Wide variety of financial documents relating to the reimbursement unit. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0294-629 |
TITLE |
Subject Files - Reimbursement Unit |
DESCRIPTION |
Miscellaneous documents regarding operations of the Reimbursement Unit. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0417-629 |
TITLE |
Subject Files - Routine |
DESCRIPTION |
Records related to routine activities of the office: correspondence, receipts, bid sheets, reports, gasoline reports, copies of vouchers, etc. |
RETENTION |
See Comments |
COMMENTS |
See also Subject Files, Non-Routine. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-16 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0670-629 |
TITLE |
Subject Files - Security |
DESCRIPTION |
Wide variety of documents relating to the activities of the security section. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0174-629 |
TITLE |
Subject Files - Sewing Room |
DESCRIPTION |
Variety of documents relating to the activities and administration of the sewing room. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer needed, then transfer to the archives for purging. Portions may be restricted. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0101-629 |
TITLE |
Subject Files - Staff Training |
DESCRIPTION |
Wide variety of documents relating to the administration of the staff training program. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-13 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0292-629 |
TITLE |
Summary of Expenditures by Object Code Reports |
DESCRIPTION |
Monthly computer reports listing by object code all funds budgeted, expended, encumbered, and balances. |
RETENTION |
See Comments |
COMMENTS |
This is not a CASK report. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0675-629 |
TITLE |
Sunday Worship Bulletins |
DESCRIPTION |
Programs scheduled for Sunday worship services offered by the chaplainry services staff. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer 2 copies to the archives, destroy the remainder. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0226-629 |
TITLE |
Supported Family Living Reimbursement Files |
DESCRIPTION |
Documents relating to payments made to supported family living providers to reimburse families with mentally retarded children living in their home. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1993-04-15
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0401-629 |
TITLE |
Survey Reports - Joint Commission on Accreditation of Hospital Organizations |
DESCRIPTION |
Reports of surveys, including deficiencies, contingencies and resurvey information, related to the accreditation standards of the Joint Commission on Accreditation of Hospital Organizations. |
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 |
0399-629 |
TITLE |
Survey Reports - Medicaid (Periodic Medical Review) |
DESCRIPTION |
Reports of Medicaid surveys, including deficiencies, contingencies, and plans for correction. |
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 |
0400-629 |
TITLE |
Survey Reports - Medicare |
DESCRIPTION |
Reports of Medicare surveys, including deficiencies, contingencies, and plans for correction. |
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 |
0398-629 |
TITLE |
Survey Reports - Risk Management |
DESCRIPTION |
Reports of site visits made by surveyors from the Department of Health and Environment used to substantiate compliance with laws and regulations. |
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 |
0438-629 |
TITLE |
Survey Results - College of American Pathologists |
DESCRIPTION |
Surveys of results of hospital laboratory work on specimens in comparison to other labs and used for proficiency testing and required for accreditation. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-05-17 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0139-629 |
TITLE |
Surveys and Questionnaires |
DESCRIPTION |
Survey forms and general questionnaires sent to Intermediate Care Facilities for the Mentally Retarded by federal agencies to be filled out regarding various aspects of health care. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0163-629 |
TITLE |
SWEP Files |
DESCRIPTION |
Records regarding participation of individuals in the Summer Work Employment Program: applications, correspondence, physical examination results, performance ratings, and time sheets. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
1988-10-13
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-076 |
SERIES ID |
0410-629 |
TITLE |
Test Protocols |
DESCRIPTION |
Test protocols, notes, and copies of the psychological reports used for review and comparison purposes on patients. |
RETENTION |
See Comments |
COMMENTS |
Retain for 10 years after the date of last discharge or 1 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 2013-05-16 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0677-629 |
TITLE |
Therapeutic Passes |
DESCRIPTION |
Patient passes given to the reimbursement office to verify days spent away from the facility and used for reimbursement purposes. |
RETENTION |
003 fisc yrs |
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 |
0681-629 |
TITLE |
Tile Floor Records |
DESCRIPTION |
Documents recording the frequency of floor care to ensure proper maintenance. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0290-629 |
TITLE |
Time Reports - Daily |
DESCRIPTION |
Internal reports submitted by each unit listing time work for each employee daily (sign-in and -out sheets). |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1988-07-14
|
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0291-629 |
TITLE |
Time Report Work Sheets |
DESCRIPTION |
Completed forms used to input monthly time data into KIPPS computer system. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0279-629 |
TITLE |
Time Schedules - Monthly |
DESCRIPTION |
Record of time worked by employees - compiled from Daily Time Reports (q.v.). |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0134-629 |
TITLE |
Toll Log |
DESCRIPTION |
Log used to record long distance calls not on the KANS-A-N line made by staff. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0118-629 |
TITLE |
Tool Control Files |
DESCRIPTION |
Documents used to monitor the distribution of tools within the facilities. |
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 |
0683-629 |
TITLE |
Traffic Courtesy Reminder Log |
DESCRIPTION |
Log maintained by the security officers of improper parking by visitors in the parking lots. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0188-629 |
TITLE |
Training Sheets |
DESCRIPTION |
Forms used to track and analyze the task performances of residents in training programs which are used to assess the effectiveness of the program. |
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 |
0407-629 |
TITLE |
Treatment Program Plans |
DESCRIPTION |
A variety of documents relating to the Treatment Program Plan and required to meet accreditation standards. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0191-629 |
TITLE |
Tuition Assistance Records |
DESCRIPTION |
Documents related to the administration of tuition assistance programs for employees including applications, information on tuition assistance programs elsewhere, and educational institutions. |
RETENTION |
See Comments |
COMMENTS |
Retain 1 year after employee's tenure, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0297-629 |
TITLE |
Utilization Sheets |
DESCRIPTION |
Daily summary of housekeeping staff activities by building and task. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0220-629 |
TITLE |
Volunteer Applications |
DESCRIPTION |
Applications submitted by individuals interested in volunteer work at state hospitals. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1993-04-15
; Revised 2013-05-13 |
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0686-629 |
TITLE |
Volunteer Program Files |
DESCRIPTION |
Documents relating to the function and activities of the volunteer program. |
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 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0284-629 |
TITLE |
Vouchers - Receipts |
DESCRIPTION |
DA forms 100, 103, 120, and 123 used to make payments to individuals and organizations, periodic abstracts, and occasional copies of invoices and other supporting materials. |
RETENTION |
003 fisc yrs |
COMMENTS |
Includes a sub-series of duplicates of DA forms 103 which may be destroyed immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0283-629 |
TITLE |
VRU Billing Records |
DESCRIPTION |
Documents related to purchases of goods and services by the Vocational Rehabilitation Unit. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0423-629 |
TITLE |
Ward Log Books |
DESCRIPTION |
Working data (daily status of patients) & log of patient information used to meet deadlines & expedite patient paperwork including: admission, legal status, changes in venue, discharge & summaries. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
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 |
0587-629 |
TITLE |
Warning Form |
DESCRIPTION |
Copies of form completed by Security Department officers and given to staff or visitors for parking or traffic infractions as a reminder to obey all traffic and parking regulations. |
RETENTION |
See Comments |
COMMENTS |
Retain until 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 |
0115-629 |
TITLE |
Wash and Finishing Records |
DESCRIPTION |
Daily wash and finishing reports including wash room weights and finishing count. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1992-07-09
; Revised 2013-05-14 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0690-629 |
TITLE |
Weekly Fire Alarm System Tests |
DESCRIPTION |
Documents relating to weekly testing of the fire panel and manual stations conducted to ensure proper maintenance of the systems. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1994-01-13
; Revised 2013-05-20 |
K.A.R. NUMBER |
53-2-099 |
SERIES ID |
0259-629 |
TITLE |
Weekly/Monthly Duplicating Tally |
DESCRIPTION |
Tally of the usage and costs accrued on photoduplication machines on a weekly and monthly basis which is used for accounting purposes to the company. |
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 |
0426-629 |
TITLE |
Welfare Eligibility Records |
DESCRIPTION |
Documents relating to the eligibility of clients to qualify for welfare payments. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1991-01-17
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-087 |
SERIES ID |
0282-629 |
TITLE |
Workers Compensation Files |
DESCRIPTION |
Records regarding employee accidents reported to the state workers compensation system: Report of Employee Injury, WC form 1101A, correspondence, vouchers, notes, medical reports, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0287-629 |
TITLE |
Workshop Earnings Listings |
DESCRIPTION |
Records of pay earned by residents participating in workshop program as applied to re-imbursement for care provide to them. |
RETENTION |
See Comments |
COMMENTS |
Obsolete records series - destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-075 |
SERIES ID |
0247-629 |
TITLE |
Work Therapy Benefit Fund |
DESCRIPTION |
Financial records related to the administration of the Work Therapy Benefit Fund which helps fund projects for residents. |
RETENTION |
See Comments |
COMMENTS |
Retain according to general schedule (KAR 53-3-1) entries where applicable, otherwise retain 3 fiscal years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
Portions may be restricted. |
APPROVED |
1992-07-09
; Revised 2013-05-15 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0436-629 |
TITLE |
X-Ray Film and Report |
DESCRIPTION |
Reports and film for of x-rays performed on patients. |
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 2013-01-30 |
K.A.R. NUMBER |
53-2-087 |
Agency Number: 039-008
Department for Aging and Disability Services
State Hospitals and Institutions
State Facilities
Operation and oversight of state hospitals and related facilities was transferred to KDADS at the beginning of FY2012.
SERIES ID |
0103-629 |
TITLE |
Cemetery Records |
DESCRIPTION |
Documents listing deceased residents buried at the facilities including name and grave number. |
RETENTION |
Permanent |
COMMENTS |
Retain permanently or transfer to the archives. |
DISPOSITION |
Permanent |
RESTRICTIONS |
KSA 76-12b11 & 45-221(a)(3) |
APPROVED |
1992-07-09
; Revised 2013-05-13 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0156-629 |
TITLE |
Correspondence - Medical Records |
DESCRIPTION |
Correspondence removed from Client Records (q.v.) and established as a separate series. |
RETENTION |
See Comments |
COMMENTS |
Retain and dispose of in conjunction with associated Client Records (q.v.). |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 76-12b11 & 45-221(a)(3) |
APPROVED |
1989-04-27
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-079 |
SERIES ID |
0167-629 |
TITLE |
Grade Books |
DESCRIPTION |
Records of student grades for specific courses given. |
RETENTION |
010 cldr yrs |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
1988-10-13
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-076 |
SERIES ID |
0102-629 |
TITLE |
Residents by Age Records |
DESCRIPTION |
Index cards listing the residents by age and their birthdate which are used for reference purposes. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 76-12b11 & 45-221(a)(3) |
APPROVED |
1992-07-09
; Revised 2013-05-13 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0221-629 |
TITLE |
Speech and Hearing Outpatient Reports |
DESCRIPTION |
Monthly summary reports used for billing purposes containing outpatient's name and date and length of treatment. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 65-5602 & 45-221(a)(1)(3) |
APPROVED |
1993-04-15
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-096 |
SERIES ID |
0108-629 |
TITLE |
Subject Files - Volunteer Services |
DESCRIPTION |
Wide variety of documents relating to the administration of the volunteer services division. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
Portions may be restricted. |
APPROVED |
1992-07-09
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-093 |
SERIES ID |
0285-629 |
TITLE |
Vending - Records of Daily Sales |
DESCRIPTION |
Daily records of sales receipts from vending machines - internal form "A." |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1988-07-14
; Revised 2013-01-30 |
K.A.R. NUMBER |
53-2-075 |
Agency Number: 039-008
Department for Aging and Disability Services
State Hospitals and Institutions
State Hospitals
Operation and oversight of state hospitals and related facilities was transferred to KDADS at the beginning of FY2012.
SERIES ID |
0338-629 |
TITLE |
Patient Activity Fund Records |
DESCRIPTION |
Documents concerning the financial accounting of the patient activity fund including bank statements, deposit books and slips, check registers, and canceled checks. |
RETENTION |
003 fisc yrs |
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 |
Agency Number: 039-009
Department for Aging and Disability Services
Multiple subunits/subunit not defined
SERIES ID |
0019-629 |
TITLE |
Audit Reports/Responses & Financial Management Reviews/Responses |
DESCRIPTION |
Responses and other information provided by the agency for audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. May include personal health information. |
RETENTION |
See Comments |
COMMENTS |
Retain 6 fiscal years beyond final report, then transfer to State Archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
K.S.A. 45-221(a)(3); HIPAA |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0772-629 |
TITLE |
Bond Records |
DESCRIPTION |
Supporting documentation relating to payments and reconciliation of bonds. |
RETENTION |
Retain 5 fiscal years beyond life of bond. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0773-629 |
TITLE |
Contracts/Grants Awarded by DBHS to Contractors/Grantees |
DESCRIPTION |
Legal agreements with individuals and organizations including all associated documentation. |
RETENTION |
See Comments |
COMMENTS |
Retain 6 fiscal years after final payment. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
|
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0026-629 |
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 |
1995-04-13
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-104 |
SERIES ID |
0774-629 |
TITLE |
Grants Awarded to DBHS |
DESCRIPTION |
Applications and associated documents for federal, state, and private grants. |
RETENTION |
See Comments |
COMMENTS |
Retain 6 fiscal years beyond final grant transaction, then transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0775-629 |
TITLE |
ICF/MR, NF/MH, and PRTF Forms |
DESCRIPTION |
Intermediate Care Facility for Persons with Mental Retardation (ICF/MR), Nursing Facility for Mental Health (NF/MH), and Psychiatric Review Technique (PRTF). Informational documents relating to cost reports, certifications, appeals and rate setting. |
RETENTION |
See Comments |
COMMENTS |
Retain 6 fiscal years following rate implementation. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0776-629 |
TITLE |
Managed Care Organization (MCO) Contracts |
DESCRIPTION |
Contract agreements, performance and all other reports, correspondence relating to performance, contract scope or deliverables, service payments under such contracts, policy and procedures of MCO, financial and settlement reports. |
RETENTION |
6 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0769-629 |
TITLE |
Official Letters and Memoranda |
DESCRIPTION |
Correspondence stating policy, rules and regulations, interpretive guidelines, and the like related to any Community Supports & Services program. |
RETENTION |
See Comments |
COMMENTS |
Retain in office 5 calendar years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0778-629 |
TITLE |
Parent (Family) Fee Program Manuals and Printed Materials |
DESCRIPTION |
Program manual, sliding fee scales, and other published program documents. |
RETENTION |
See Comments |
COMMENTS |
Retain sliding fee scales for 10 years. Retain all other program material one year beyond date superseded or no longer in effect. Transfer one copy of each to State Archives for purging. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0777-629 |
TITLE |
Parent (Family) Fee Program Participants |
DESCRIPTION |
Informational documents relating to eligible children, income for fee base, fee variances requests, and supporting documents. |
RETENTION |
6 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0770-629 |
TITLE |
Plans of Care, Extraordinary Funding and Home Modifications |
DESCRIPTION |
Documents related to MR/DD waiver, Money Follows the Person, Traumatic Brain Injury, and Technology Assisted, and other Community Supports & Services programs. |
RETENTION |
006 fiscal years |
COMMENTS |
Maintain in office one (1) year, then transfer to State Records Center for five (5) years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0771-629 |
TITLE |
Program Grants |
DESCRIPTION |
Records related to Traumatic Brain Injury Program, Money Follows the Person Program, the Systems Transformation Program, and any other Community Supports & Services program grants. |
RETENTION |
006 fiscal years |
COMMENTS |
Program manager to maintain records for 1 year following close of grant. Then transfer grant records to State Records Center for 5 years. Intra-agency contact for potentially additional related information is DBHS/Management Operations. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
Agency Number: 039-010
Department for Aging and Disability Services
Addiction and Prevention Services
Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.
SERIES ID |
0761-629 |
TITLE |
1915(b)(c) Waiver Approval and Renewals |
DESCRIPTION |
Final Waiver documents and CMS approval documents related to substance abuse community based managed care programs. |
RETENTION |
10 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0759-629 |
TITLE |
All AAPS grants and contracts |
DESCRIPTION |
All grants and contracts specific to the Alcohol and Addiction Prevention Services (AAPS) program. |
RETENTION |
10 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0760-629 |
TITLE |
All Other Alcohol and Addiction Prevention Services (AAPS) Policies and Procedures |
DESCRIPTION |
All final policy and procedure documents for AAPS programs. |
RETENTION |
10 fiscal years |
COMMENTS |
Retain for 10 fiscal years, then transfer to the State Archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0762-629 |
TITLE |
External Quality Review Organization Reports |
DESCRIPTION |
All final reports related to the Prepaid Inpatient Health Plan (PIHP) program. |
RETENTION |
10 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0765-629 |
TITLE |
Prepaid Inpatient Health Plan (PIHP) Contracts |
DESCRIPTION |
All contracts and amendments related to the PIHP program. |
RETENTION |
10 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0766-629 |
TITLE |
Prepaid Inpatient Health Plan (PIHP) Policy and Procedures |
DESCRIPTION |
All final Policy and Procedure documents for the PIHP program. |
RETENTION |
10 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0768-629 |
TITLE |
Project Applications |
DESCRIPTION |
Provider applications to provide specialty services. |
RETENTION |
10 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0767-629 |
TITLE |
Substance Abuse/Prevention Services Block Grant Application |
DESCRIPTION |
All annual Block Grant applications related to substance abuse/prevention services. |
RETENTION |
10 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
Agency Number: 039-011
Department for Aging and Disability Services
Mental Health Services
Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.
SERIES ID |
0779-629 |
TITLE |
Constituent Complaint Files |
DESCRIPTION |
All correspondence and memoranda, case logs, and intake logs relating to complaints submitted by constituents. |
RETENTION |
5 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(14) |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0780-629 |
TITLE |
Customer Relations and Referral Services Program Files |
DESCRIPTION |
Correspondence, area office plans, and other documents relating to the establishment and administration of the Customer Relations and Referral Services Program. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 fiscal years, then transfer to the State Archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0781-629 |
TITLE |
Facility Licenses |
DESCRIPTION |
All licensing and supporting documentation for Community Mental Health Centers (CMHC), Residential Care Facilities (RCF), Psychiatric Residential Treatment Facilities (PRTF), and Private Psychiatric Hospitals (PPH). |
RETENTION |
5 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0782-629 |
TITLE |
Grants and Contracts - Funded |
DESCRIPTION |
Pertinent documents relating to applications for federal, state, and private grants and their subsequent implementation. |
RETENTION |
5 fiscal years beyond end of grant or contract period. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0783-629 |
TITLE |
Medicaid Funded Programs |
DESCRIPTION |
Official reports, determinations, contracts, and policies/procedures related to Medicaid funded mental health programs, including Community Based Managed Care Services, waiver exceptions for Serious Emotional Disturbances (SED), and Psychiatric Residential Treatment Facilities (PRTF). |
RETENTION |
006 fiscal years |
COMMENTS |
Retain for 6 fiscal years, then transfer to the State Archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
K.S.A. 45-221(a) |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0785-629 |
TITLE |
Nursing Facilities Mental Health Screens |
DESCRIPTION |
When a Kansan seeks to access nursing facility services, the first step is to conduct a broad-based assessment or "screening" of the overall health and functioning levels to determine whether nursing facility-level of care is necessary. This initial screening process is conducted by or under the management of the Kansas Department on Aging. After that initial screening, if there is an indication that mental health services may also be needed, a second level evaluation or "screen" as to mental health and functioning levels is conducted by a Community Mental Health Center (CMHC), and SRS - because SRS licenses CMHCs and management publicly funded mental health services - becomes programmatically responsible. Based upon the results of that screening, the person may be identified for placement in one of the Nursing Facility-Mental Health (NFMH) facilities in Kansas, also licensed by SRS. Both the initial screening for NFMH services and periodic (generally annual) re-screening for those services are presented to SRS staff for review and NFMH placement approval. SRS has only a copy of the screen for service approval/program management purposes. |
RETENTION |
6 fiscal years |
DISPOSITION |
Destroy |
RESTRICTIONS |
K.S.A. 45-221(a)(3) |
APPROVED |
2011-04-28
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-167 |
SERIES ID |
0784-629 |
TITLE |
Subject Files |
DESCRIPTION |
Correspondence, notes, reports, and other documents related to SRS programs, policies, and procedures. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2011-01-27
; Revised 2013-05-21 |
K.A.R. NUMBER |
53-2-166 |
Agency Number: 039-012
Department for Aging and Disability Services
Health Occupations Credentialing
In FY2012, most health occupations credentialing services and programs were transferred from the Kansas Department of Health and Environment to the newly-formed Kansas Department for Aging and Disability Services (formerly Dept. on Aging).
SERIES ID |
0199-264 |
TITLE |
Activity Director/Social Services Designee and Operator Course Curricula |
DESCRIPTION |
Curricula, samples, program plans, etc. relating to proposed courses which must be approved by the Department of Health and Environment. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0200-264 |
TITLE |
Activity Director/Social Services Designee and Operator Courses Files |
DESCRIPTION |
Application, correspondence, course materials, etc. relating to the approval process for Activity Director/Social Services Designee and Operator Courses. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0791-264 |
TITLE |
Address Change Notifications |
DESCRIPTION |
Notices submitted to the agency indicating an address change for credentialed or regulated individuals or groups. |
RETENTION |
See Comments |
COMMENTS |
Retain until record is updated and verified, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0201-264 |
TITLE |
Administrator Program Statistics |
DESCRIPTION |
Statistics about administrators' performance on the examination. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0792-264 |
TITLE |
Adult Care Home Administrator Examination Statistics |
DESCRIPTION |
Statistics listing the cumulative performance for adult care home administrators on the national and state examinations. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0202-264 |
TITLE |
Approved Instructors |
DESCRIPTION |
Applications and supporting documentation relating to the approval process for instructors to teach the various training courses. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0793-264 |
TITLE |
Certified Nurse Aide, Certified Medication Aide, Home Health Aide Course Approval |
DESCRIPTION |
Applications and supporting documentation relating to the approval process for CAN, CMA, and HHA courses. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0794-264 |
TITLE |
Certified Nurse Aide, Certified Medication Aide, Home Health Aide Course Rosters |
DESCRIPTION |
Aattendance rosters for courses approved by the Department of Health and Environment. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0795-264 |
TITLE |
Complaint Files |
DESCRIPTION |
Documents relating to investigations into complaints made against licensed professionals, certified occupations individuals, or facilities which did not result in further action. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0204-264 |
TITLE |
Complaints and Legal Actions |
DESCRIPTION |
Documents of complaints and legal actions taken against adult care home administrators including: correspondence, hearing records, legal orders, affidavits, and documents. |
RETENTION |
See Comments |
COMMENTS |
If duplicate, keep until no longer useful, then destroy. Otherwise transfer to the archives. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(11) |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0205-264 |
TITLE |
Computerized Certificates, Nurse, Home Health, and Medication Aides |
DESCRIPTION |
Copies of nurse's aide, home health aide, medication aide certificates issued by department used for reference. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0796-264 |
TITLE |
Continuing Education Program Files |
DESCRIPTION |
Applications, correspondence, course descriptions, etc. relating to the approval of continuing education programs required for licensed professionals. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0207-264 |
TITLE |
Continuing Education Programs |
DESCRIPTION |
Records concerning the approval of continuing education courses for adult care home administrators including: applications, correspondence, course descriptions, etc. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0206-264 |
TITLE |
Continuing Education - Subsequent Approval Forms |
DESCRIPTION |
Completed forms requesting the approval of continuing education for adult care home administrators after their completion. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0797-264 |
TITLE |
Continuing Education Subsequent Approval Forms |
DESCRIPTION |
Applications, brochures, etc. relating to the approval of continuing education credits required to maintain a license to practice in the state of Kansas. |
RETENTION |
005 cldr yrs |
COMMENTS |
Some material may be returned to the licensee/applicant. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0798-264 |
TITLE |
Correspondence - Activity Directors, Social Service Designee and Operators |
DESCRIPTION |
Incoming and outgoing memos and letters that relate to routine matters regarding Activity Directors, Social Service Designess and Operators. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0800-264 |
TITLE |
Criminal History Background Abstracts |
DESCRIPTION |
Reports submitted by the KBI to the KDHE regarding criminal history problems of applicants to long term care nursing facility jobs to ensure that only qualified applicants are hired. |
RETENTION |
020 cldr yrs |
COMMENTS |
Retain in office 1 calendar year, transfer to the records center for 19 calendar years, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10) |
APPROVED |
2005-04-14
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0809-264 |
TITLE |
Criminal Record Check Request Forms |
DESCRIPTION |
Completed forms submitted to the KBI for a criminal background check on applicants for employment at health facilities. Reports from background checks are part of series 0800-264, "Criminal History Background Abstracts". |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
|
APPROVED |
2009-01-08
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-158 |
SERIES ID |
0801-264 |
TITLE |
Current Certificate Receipts for Certified Nurse Aides |
DESCRIPTION |
Receipt tabs removed from the certificates issued to certified nurse aides and maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0212-264 |
TITLE |
Current Certificate Receipts for Nurses' Aides |
DESCRIPTION |
Receipt tabs once issued to nurse's aides and used for reference. |
RETENTION |
Permanent |
DISPOSITION |
Permanent |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0213-264 |
TITLE |
Disapproved Instructors |
DESCRIPTION |
Applications, resumes, correspondence, etc. relating to course instructors denied authorization to teach the various training courses. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(6) |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0214-264 |
TITLE |
Dropped or Failed Applicants Files |
DESCRIPTION |
Applications for adult care home administrator license that have failed the examination or dropped applications including applications, correspondence, transcripts, job records and qualifications. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(6) |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0215-264 |
TITLE |
Equivalency Statements for Certified Nurses' Aides |
DESCRIPTION |
Documents relating to equivalency statements allowing the substitution of course work for the Certified Nurse Aide program. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0216-264 |
TITLE |
Examination Results |
DESCRIPTION |
Examination reports, results, and individual test scores of licensees. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0217-264 |
TITLE |
Fraudulent Certificates or Licenses |
DESCRIPTION |
Affidavits, correspondence, evidence, etc. relating to fraudulent certificates or licenses. |
RETENTION |
005 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0219-264 |
TITLE |
Health Occupation Credentialing Applications |
DESCRIPTION |
Application and supporting documentation relating to individuals applying for certification as required by the Health Occupations Credentialing Act. |
RETENTION |
001 cldr yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0802-264 |
TITLE |
Health Occupations Credentialing Program Statistics |
DESCRIPTION |
Numeric and graphic data summary reports detailing the operation of the licensing and certification programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 45-221(a)(9) |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0220-264 |
TITLE |
Home Health Agency Files |
DESCRIPTION |
Survey reports, correspondence, etc. relating to home heath agency inspections conducted by the agency to ensure compliance with state and federal requirements. |
RETENTION |
005 fisc yrs |
COMMENTS |
Meets federal requirements. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-10-07
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-121 |
SERIES ID |
0221-264 |
TITLE |
Insufficient Funds Checks |
DESCRIPTION |
Documentation of checks returned for insufficient funds including: canceled checks and correspondence. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0222-264 |
TITLE |
License Renewals |
DESCRIPTION |
Documents of the renewal or nonrenewal of adult care home administrators including: lists of administrators and summary statements. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0223-264 |
TITLE |
License Stubs |
DESCRIPTION |
Tear off stubs from adult care home administrator licenses used as a record of licenses issued. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0225-264 |
TITLE |
Medication Aide Expired Certificates |
DESCRIPTION |
Documents relating to medication aide certificates which have expired and not been renewed. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0226-264 |
TITLE |
Medication Aide, Nurse Aide and Home Health Aide Program (Course) Approval |
DESCRIPTION |
Applications and documentation regarding the approval of nurse's aide, medication and home health aide training, including applications, correspondence, curriculum descriptions and instructor, etc. |
RETENTION |
See Comments |
COMMENTS |
Transfer to another series upon completion of course. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0804-264 |
TITLE |
Name Change Notification Files |
DESCRIPTION |
Correspondence, legal documents, etc. relating to name changes of credentialed or regulated individuals or groups. |
RETENTION |
See Comments |
COMMENTS |
Retain until record is updated and verified, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0805-264 |
TITLE |
Non-Kansas Certified Nurse Aide Courses |
DESCRIPTION |
Correspondence, curriculum, etc. describing other states' Certified Nurse Aide programs and maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0229-264 |
TITLE |
Nurses' Aide, Home Health Aide and Medication Aide Database Printouts |
DESCRIPTION |
Numerical and alphabetical listings on database used for reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0230-264 |
TITLE |
Nurses' Aide, Medication Aide and Home Health Aide Course Rosters |
DESCRIPTION |
Attendance rosters for approved courses, including attendance rosters to which the course approval is attached. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0228-264 |
TITLE |
Nurses' Aide Program History |
DESCRIPTION |
General information pertaining to the development and revision of the nurse's aide, medication aide, and home health aide program, regulations and statutes. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0231-264 |
TITLE |
Nursing Home Files |
DESCRIPTION |
Survey reports, correspondence, etc. relating to nursing home inspections conducted by the agency to ensure compliance with state and federal requirements. |
RETENTION |
005 fisc yrs |
COMMENTS |
Meets federal requirements. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1999-10-07
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-121 |
SERIES ID |
0232-264 |
TITLE |
Out of State Nurses' Aide Course Approvals |
DESCRIPTION |
Course curriculum and correspondence relating to the approval of nurse's aide courses offered by other states. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0233-264 |
TITLE |
Prior Approved Continuing Education Attendance Reports |
DESCRIPTION |
Documents relating to the licensed professions and health occupations credentialing programs where courses are approved under authority of long-term sponsorship. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0234-264 |
TITLE |
Program History Files |
DESCRIPTION |
Documents relating to the deveopment and revision of the certified nurse aide, certified medication aide, and home health aide programs. |
RETENTION |
002 cldr yrs |
COMMENTS |
Retain in office 2 calendar years, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0235-264 |
TITLE |
Reading File |
DESCRIPTION |
Documents produced by the department for reference purposes. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0236-264 |
TITLE |
Requests for Applications |
DESCRIPTION |
Requests for application materials, packets, or general information relating to the various licensing and certification programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0237-264 |
TITLE |
Sponsors of Approved CAN, CMA, HHA, SSD, AD and Operator Courses |
DESCRIPTION |
Correspondence, course plans, curriculum, instructors, etc. relating to the approval of the various certification courses. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0241-264 |
TITLE |
Subject Files - Programs |
DESCRIPTION |
General subject files used in the administration of adult care home administrators, nurse's and medication aide, dietitian's licensing, health occupation credentialing and other programs. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0242-264 |
TITLE |
Subject Files - Secretary |
DESCRIPTION |
Various subject files used in the performance of secretary's duties for the health occupations credentialing section, including supplies information and computer database operation information. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1990-04-19
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-084 |
SERIES ID |
0244-264 |
TITLE |
Unpaid and Returned Certificates |
DESCRIPTION |
Certified nurse aide, certifed medication aide, and home health aide certificates issued but not paid for and not made or mailed and returned as undeliverable. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
SERIES ID |
0245-264 |
TITLE |
Used Examination Answer Sheets |
DESCRIPTION |
Answer sheets completed for the various examinations. |
RETENTION |
002 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
2001-04-12
; Revised 2013-06-03 |
K.A.R. NUMBER |
53-2-126 |
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