Kansas Records Retention Schedules
Results of Query:
Agency Code: 039-000 (Department for Aging and Disability Services. All Divisions)
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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 |
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