Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-119 (Local Government Records. County Juvenile Justice Programs)

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Agency Number: 000-119
Local Government Records
County Juvenile Justice Programs

SERIES ID	0001-119
TITLE	County Juvenile Justice Program Operational Records
DESCRIPTION	Records, documents and files related to operation of a juvenile supervision agency including expenditure and income records, grant application records, policy and procedure information, and other records created and/or retained in the operation of the agency.
RETENTION	See Comments
COMMENTS	Refer to the Local Government General Schedule for retention and disposition guidance on related record series/categories covered by this entry.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 75-7024, K.S.A. 75-7038 through 75-7053
APPROVED	2008-01-24
K.A.R. NUMBER	53-2-154

SERIES ID	0002-119
TITLE	Juvenile Case Management Records
DESCRIPTION	Documents, forms and records relating to youth disposed by the court to case management program administered by a juvenile community supervision agency.
RETENTION	See Comments
COMMENTS	Retain full file for five years after case closed, then cull file and retain the following documents for 60 years for juveniles: supervision agreement, payment records, UA records, disciplinary/grievance records, substance abuse, journal entries/motions/court records and correspondence, offender registry information, personal information such as; automobile, employment, living arrangements, YLS-CMI, supervision plan, education, PSI/criminal records, psychological, intake data, photo and affidavit.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A 45-221 (a)(1),K.S.A. 75-7024, K.S.A 75-7038 through 75-7053
APPROVED	2017-01-19
K.A.R. NUMBER	53-2-194

SERIES ID	0256-000
TITLE	Juvenile Intake and Assessment Forms
DESCRIPTION	These records include documents pertaining the juvenile intake and assessment process handled by county officials and overseen by the Department of Corrections.
RETENTION	5 Calendar years
COMMENTS	Records should be scanned and uploaded to Athena, then the digital copy is kept for 5 calendar years after the release/transfer of the juvenile. Following a quality check of the scan, the physical copy is to be destroyed. After 5 years, destroy the electronic records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-2309; KSA 38-2310; KSA 38-2311; KSA 45-221(a)(1)(10)(29)(30)
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

SERIES ID	0003-119
TITLE	Juvenile Intake and Assessment Service Files
DESCRIPTION	Records generated by intake and assessment workers and records obtained from other sources in the intake process.
RETENTION	See Comments
COMMENTS	Retain for five years after intake, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 75-7023a
APPROVED	2008-01-24
K.A.R. NUMBER	53-2-154

SERIES ID	0004-119
TITLE	Juvenile Intensive Supervision Probation Files
DESCRIPTION	Documents, forms and records of youth disposed by the court to a term of intensive supervision probation program administered by a juvenile community supervision agency.
RETENTION	See Comments
COMMENTS	Retain full file for five years after case closed, then cull file and retain the following documents for 60 years for juveniles: supervision agreement, payment records, UA records, disciplinary/grievance records, substance abuse, journal entries/motions/court records and correspondence, YLS-CMI, offender registry information, personal information such as; automobile, employment, living arrangements, supervision plan, education, PSI/criminal records, psychological, intake data, photo and affidavit.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 45-221 (a)(1), K.S.A. 75-7024, K.S.A. 75-7038 through 75-7053
APPROVED	2017-01-19
K.A.R. NUMBER	53-2-194

SERIES ID	0005-119
TITLE	Prevention/Intervention Block Grant Programs Records
DESCRIPTION	Documents, records and forms generated or collected by Prevention/Intervention including grant applications, financial records, program outcomes, operational manuals, guidelines, etc. Also including participant related documents, forms and records.
RETENTION	See Comments
COMMENTS	Retain for five years after annual county audit, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 75-7038 through 75-7053, JJA Financial Rules & Guidelines
APPROVED	2008-01-24
K.A.R. NUMBER