Kansas Records Retention Schedules

Results of Query:

Agency Code: 039-008 (Department for Aging and Disability Services. State Hospitals and Institutions)

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

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

SERIES ID	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

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