Kansas Records Retention Schedules
Results of Query:
Agency Code: 039 (Department for Aging and Disability Services)
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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 |
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