Kansas Records Retention Schedules

Results of Query:

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

Page 1 of 1 showing 349 records of 349 total, starting on record 1

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

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

SERIES ID	0309-629
TITLE	Accountable Medication Records
DESCRIPTION	Documents used to maintain inventories of controlled substances in the residential units - indicates all issuances, to whom issued, and running balances.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-074

SERIES ID	0382-629
TITLE	Accounts Receivable Ledgers - Patients
DESCRIPTION	Documents related to the collection of payments due the facility for Medicare, Medicaid, and insurance billing purposes.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0360-629
TITLE	Accounts Receivable Records
DESCRIPTION	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Receipts.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted per KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0216-629
TITLE	Activity Descriptions
DESCRIPTION	Descriptions made and reviewed by the staff of various recreational activities planned for the residents which are used to determine the feasibility of such activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0359-629
TITLE	Activity Therapy Monthly Reports
DESCRIPTION	Monthly reports monitoring patient participation in scheduled activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0358-629
TITLE	Activity Therapy Patient Program Files
DESCRIPTION	Wide variety of documents relating to the activity therapy programs offered to patients to help with their progress.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0357-629
TITLE	Activity Therapy Quality Assurance Monitors Files
DESCRIPTION	Semi-annual staff performance evaluations produced to ensure the quality and appropriateness of activity therapy programs and activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0148-629
TITLE	Admission Application Files - Not Accepted
DESCRIPTION	Documents regarding applications for admission to the Institute which were not approved: correspondence, reports, application forms, and supporting materials.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0356-629
TITLE	Admissions Log
DESCRIPTION	Log compiled on all patients admitted to the state hospitals which is used for reimbursement purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0222-629
TITLE	Agency Financial Reports
DESCRIPTION	Daily, monthly, and annual computer printouts listing by object code all funds budgeted, expended, encumbered, and the balance.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. These are not CASK or STARS reports. Previously titled "Agency Monthly Reports."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0187-629
TITLE	Agency Monthly Reports
DESCRIPTION	Monthly computer reports listing by object code all funds budgeted, expended, encumbered, and the balance.
RETENTION	See Comments
COMMENTS	These are not CASK or STARS reports. Previously titled "Summary of Expenditures by Object Code Reports."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0435-629
TITLE	Antibiotic Daily Reports
DESCRIPTION	Reports of antibiotics issued on a daily basis to patients.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0472-629
TITLE	Applicants Register
DESCRIPTION	Computer reports listing names and addresses of applicants for employment.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-075

SERIES ID	0755-629
TITLE	Asbestos Removal Reports
DESCRIPTION	Documents relating to the removal of asbestos from buildings on the state hospital grounds.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-01-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-133

SERIES ID	0444-629
TITLE	Audiometric Screening Test Results
DESCRIPTION	Requisitions for hearing tests and test results for patients.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0179-629
TITLE	Augmentative Files
DESCRIPTION	Documents concerning the use and operation of the augmentative equipment which provides alternative ways to communicate with residents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0395-629
TITLE	Authorized Purchase Order Listings
DESCRIPTION	Handwritten journals of expenditures encumbered and allowed by funding codes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-075

SERIES ID	0583-629
TITLE	AWOL/Missing Persons Reports
DESCRIPTION	Copies of forms completed by Security Department officers indicating that a patient's location is unknown and used to notify the proper authorities and personnel to begin search procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602
APPROVED	1997-04-10 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-111

SERIES ID	0384-629
TITLE	Banking Records
DESCRIPTION	Bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0452-629
TITLE	Bank Statements and Cancelled Checks
DESCRIPTION	Banking documents related to a variety of fund accounts.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0125-629
TITLE	Biennial Reports
DESCRIPTION	Biennial reports containing information relating to the activities of the state hospitals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer one copy to the archives and destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0524-629
TITLE	Boiler Operation Log
DESCRIPTION	Record of essential data on power plant boiler operation: temperature, pressure, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0523-629
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of annual agency budget: correspondence, draft budget requests, computer reports, notes, and other miscellaneous materials.
RETENTION	005 fisc yrs
COMMENTS	Portions and/or duplicates of this series is also maintained in the business office - duplicate materials may be discarded prior to transfer to the archive or purged once transferred.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0521-629
TITLE	Building Construction Files
DESCRIPTION	Records related to building construction projects: correspondence, drawings, contracts, specifications, bid information and awards, etc.
RETENTION	Permanent
COMMENTS	Retain permanently in office or transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0520-629
TITLE	Building Maintenance Files
DESCRIPTION	Records related to building maintenance projects: correspondence, drawings, bids, publications, notes, etc.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0597-629
TITLE	Building Security Violation Report
DESCRIPTION	Form completed by Security Department officers during their assigned routine inspections to ensure that any lapses in security procedures are corrected.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-111

SERIES ID	0405-629
TITLE	Bylaws
DESCRIPTION	Formal policy statements regarding the administrative and organizational structure of the hospital and the responsibilities of individuals and committees.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0250-629
TITLE	Cancelled Forms List
DESCRIPTION	List of all the cancelled forms which is kept for reference in the event a discontinued form needs to be used again.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0389-629
TITLE	Canteen Fund Records
DESCRIPTION	Documents concerning the financial accounting of the canteen fund: ledgers, receipts, bank statements, invoices, check ledgers.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0518-629
TITLE	Capital Improvement Projects Cost Statistics
DESCRIPTION	Documents related to building construction costs: vouchers, ledger sheets, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0451-629
TITLE	Card File of Patients
DESCRIPTION	Documents relating to patients' medical history and current status.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer one copy to the archives, the remainder destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0387-629
TITLE	Carpet Care Records
DESCRIPTION	Documents recording the frequency of carpet care to ensure proper maintenance.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0397-629
TITLE	Case Files of Employees
DESCRIPTION	Documents relating to investigations of employee conduct including: court orders, reports to courts, correspondence and personal notes of attorneys, investigative reports, and grievances.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0460-629
TITLE	Case Files of Patients
DESCRIPTION	Documents relating to investigations of patient conduct including: court orders, reports to courts, correspondence and personal notes of attorneys, investigative reports, grievances.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0425-629
TITLE	Caseload Sampling
DESCRIPTION	Samplings made of case loads to compare against certain standards and how the patient was being supported.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0465-629
TITLE	Cemetery Records - Patients and Stillborn Infants
DESCRIPTION	Documents related to the graves in the hospital cemetery.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0386-629
TITLE	Census Reports
DESCRIPTION	Electronic and manual census reports of patients compiled to monitor the patient population and used for billing purposes.
RETENTION	005 cldr yrs
COMMENTS	Formerly titled Computer Census Reports.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0241-629
TITLE	Center Forms List
DESCRIPTION	List of all the forms created for the facilities which is used to keep track of any revisions, cancellations, or new forms.
RETENTION	See Comments
COMMENTS	Retain until superseded, then place in "Cancelled Forms List."
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0394-629
TITLE	Central Nursing Daily Reports
DESCRIPTION	Daily reports of nursing concerns related to patient care or medical conditions including illnesses and behaviors that required special control.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0166-629
TITLE	CETA Files
DESCRIPTION	Records concerning work performance and training of individuals employed under the CETA program: copies of certificates and diplomas, applications, transcripts, time sheets, agreements, etc.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0374-629
TITLE	Chaplainry Services Monthly Reports
DESCRIPTION	Monthly reports relating to the various types of chaplainry services provided for the patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0385-629
TITLE	Chaplainry Services Quality Assurance Monitors Files
DESCRIPTION	Documents used to monitor the quality and appropriateness of chaplainry services to ensure quality assurance standards are met.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0490-629
TITLE	Check Registers and Stubs
DESCRIPTION	Records of bank transactions related to reimbursement operations.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0672-629
TITLE	Child/Adult Abuse Hotline Report
DESCRIPTION	Copies of reports summarizing the content of calls received on the child and adult abuse and neglect hotline which are maintained to verify that proper action was taken in the event of a lawsuit.
RETENTION	See Comments
COMMENTS	Retain in office 2 calendar years, transfer to the records center for 19 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 38-1507 and 39-1404
APPROVED	1994-04-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-100

SERIES ID	0682-629
TITLE	Children Hospitalization Report
DESCRIPTION	Documents relating to the hospitalization of children who are ready for placement in the community.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0516-629
TITLE	Client Abuse Records
DESCRIPTION	Records related to allegations, charges, and investigations of abuse of clients by staff members: correspondence, reports, photographs, legal documents, etc.
RETENTION	See Comments
COMMENTS	Retain until case is closed plus 3 calendar years, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0482-629
TITLE	Client Account Ledger Cards
DESCRIPTION	Record of expenditures for individual client's care and board, of reimbursement received thereof, and subsequent credit/debit balances.
RETENTION	See Comments
COMMENTS	Two subseries: 1. Care and Maintenance and 2. Trust Fund (obsolete).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0471-629
TITLE	Client Accounts Worksheets
DESCRIPTION	Ledger style spread sheets used in accounting for client costs & reimbursements thereof.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0161-629
TITLE	Client Admission and Discharge Register
DESCRIPTION	Log of all patients admitted and discharged - includes date of admission, patient number, county of admission, number of admissions and re-admissions for each client, and client's date of birth.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives. Contains three sub-series: residents, out-patients, and discharges.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0313-629
TITLE	Client Benefit Fund Database System
DESCRIPTION	Inter-related computer databases used to manage Client Benefit Fund.
RETENTION	See Comments
COMMENTS	Print data in report monthly and maintain with Client Benefit Fund General Accounting Records, then delete data from hard disk.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0480-629
TITLE	Client Benefit Fund General Accounting Files
DESCRIPTION	Documents related to the administration of and accounting for the Client Benefit Fund: receipt books, worksheets, memoranda of withdrawals, computer reports, check stubs and books, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0154-629
TITLE	Client Card File - Master
DESCRIPTION	Abstracts of client records maintained on 5x7 cards: name, number, parents or guardians, vital statistics, admission and discharged information, personal information, diagnoses, records of leaves.
RETENTION	See Comments
COMMENTS	Retain until client deceased or discharged plus 25 years, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0170-629
TITLE	Client Census Reports
DESCRIPTION	Daily and monthly summaries of client movement statistics (admissions, discharges, etc.) - includes short entries regarding individual clients moved.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0157-629
TITLE	Client Census Working Files
DESCRIPTION	Records documenting the compilation of the Client Census Reports (q.v.): notes, completed forms, worksheets, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0497-629
TITLE	Client Files
DESCRIPTION	Records of financial conditions of clients' guardians or parents maintained for purposes of assigning reimbursement charges for care and board of those patients.
RETENTION	See Comments
COMMENTS	Retain until after death or discharge of client plus 20 calendar years, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(1)(3)
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0298-629
TITLE	Client Prescription Profiles
DESCRIPTION	Records of prescriptions for individual clients - duplicate maintained in Client Files (q.v.) at medical records center.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0162-629
TITLE	Client Records
DESCRIPTION	Records on all aspects of clients' diagnoses and treatment: medical, psychological, social, educational, speech and audiology, dental, unit filings, crisis files, etc. Includes outpatient & transfer.
RETENTION	See Comments
COMMENTS	Retain 10 years after client deceased or discharged, or one year beyond date minor client reaches age 18, whichever is greater, then transfer every 100th file to archives - destroy remainder.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0289-629
TITLE	Client Trust Fund Database System
DESCRIPTION	Inter-related computer databases used to manage the Client Trust Fund and containing information regarding receipts, expenditures, balances, and individual patients' financial situations.
RETENTION	See Comments
COMMENTS	Transfer data to floppy disks yearly and delete from hard disk - retain floppy disks for 3 additional fiscal years, then erase.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0489-629
TITLE	Client Trust Fund General Accounting Records
DESCRIPTION	Records related to administration of and accounting for the Client Trust Fund: receipts, withdrawal slips, bank books and statements, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0478-629
TITLE	Client Trust Fund Monthly Transaction Lists
DESCRIPTION	Monthly computer report of all activities in the Client Trust Fund.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0503-629
TITLE	Client Trust Fund Receipts and Sales Slips
DESCRIPTION	Records of purchases for and/or by clients using trust fund monies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0477-629
TITLE	Client Trust Fund Vouchers
DESCRIPTION	Internal form used to document purchases by resident using trust fund monies.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0383-629
TITLE	Clinical Director's Files
DESCRIPTION	Documents relating to the administration and management of the clinical director's office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0404-629
TITLE	Clinical Privileges
DESCRIPTION	Documents relating to the granting of clinical privileges for persons in various departments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0393-629
TITLE	Clinical Privileges Review Panel Files
DESCRIPTION	Minutes and other documents relating to the review process for granting clinical privileges to staff in various departments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0299-629
TITLE	Clothing Inventory Records
DESCRIPTION	Documents used to keep track of the clothing and personal property of residents.
RETENTION	See Comments
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0255-629
TITLE	Community Services Client Files
DESCRIPTION	Documents maintained on clients outside the facility which contains behavioral consults, testing, and recommendations by the staff for them.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0268-629
TITLE	Community Services Files
DESCRIPTION	Documents relating to community services projects completed by the staff including logs, hours, trips, evaluation reports, and test results.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0275-629
TITLE	Compliance Reports
DESCRIPTION	Reports created to help plan, monitor and review the various programs within the facility to ensure compliance with federal and state regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0515-629
TITLE	Condition Reports
DESCRIPTION	Completed forms used to survey and report on conditions for specific units of the physical plant.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-075

SERIES ID	0135-629
TITLE	Consent Form Files
DESCRIPTION	Consent forms signed by the individual resident's guardian for a variety of reasons including medication consents, photo releases, release of information forms, authorizations for off-campus.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then place in respective 'Client Records.'
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0430-629
TITLE	Continuing Education Units
DESCRIPTION	Documents relating to the accumulation of continuing education units granted to maintain licensure of the professional staff.
RETENTION	See Comments
COMMENTS	Retain until expiration of license, plus 1 year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0434-629
TITLE	Controlled Drugs Records
DESCRIPTION	Documents listing controlled drugs prescribed and dispensed by physicians and used as a tracking mechanism and required by the Drug Enforcement Act.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0380-629
TITLE	Correspondence
DESCRIPTION	Incoming and outgoing letters and memoranda.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal - if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted per KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0428-629
TITLE	County Masterfile Error Listing
DESCRIPTION	Lists of case errors that workers made in entering amounts to be paid by clients.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0144-629
TITLE	Courier Log
DESCRIPTION	Log used to record all packages delivered to the switchboard by the courier companies.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0379-629
TITLE	Craft Ideas and Samples Files
DESCRIPTION	Documents relating to the planning and implementation of patient recreational activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0378-629
TITLE	Credential Files
DESCRIPTION	Documents relating to the credentialing of the staff, including correspondence, evaluations, and credentials added during time of employment.
RETENTION	See Comments
COMMENTS	Retain 5 years after termination of employee, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0307-629
TITLE	Daily Activity Journals - Pharmacy
DESCRIPTION	Daily logs of prescription medication issued, to whom, by whom, and quantity issued.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-074

SERIES ID	0377-629
TITLE	Daily Activity Log
DESCRIPTION	Daily log listing patient activities used for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0458-629
TITLE	Daily Bulletins
DESCRIPTION	Daily census reports indicating names, legal status, and county of origin, as well as daily patient movement within the grounds.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0376-629
TITLE	Daily Fund Balances
DESCRIPTION	Final balances on all funds calculated on a daily basis to ensure accountability for all financial transactions.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0757-629
TITLE	Daily Infection Report
DESCRIPTION	Reports submitted daily by each unit to the health clinic indicating the types of infections and treatments for patients.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	2003-07-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-135

SERIES ID	0346-629
TITLE	Daily Movement Log
DESCRIPTION	Daily log used to monitor the movement of the patient population.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0392-629
TITLE	Dedication of All Faith Chapel File
DESCRIPTION	Documents relating to the dedication of the All Faith Chapel at Larned State Hospital.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0443-629
TITLE	Dental Clinic Patients' Charts
DESCRIPTION	Documents relating to an individual patient's dental work.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0432-629
TITLE	Dental Procedures - Monitors
DESCRIPTION	Documents relating to the monitors used as a check on dental procedures and completed to meet accreditation requirements.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0248-629
TITLE	Departmental Internal Cost Reports
DESCRIPTION	Monthly expenditures of selected objects by the service department and unit compared to allocated amounts including internal reports by department and object.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0301-629
TITLE	Dietary Staff Scheduling Database
DESCRIPTION	Computer database used to generate work schedules and sign-out sheets for the Dietary Department staff on a monthly basis.
RETENTION	See Comments
COMMENTS	Retain until updated and no longer useful, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0300-629
TITLE	Diet Database System
DESCRIPTION	Inter-related databases regarding dietary requirements of individual clients - duplicates information maintained in Client Records.
RETENTION	See Comments
COMMENTS	Retain data until superseded or until death or discharge of client, then delete.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-076

SERIES ID	0141-629
TITLE	Diet Requests
DESCRIPTION	Documents related to special dietary requirements for some residents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0302-629
TITLE	Direct Care Staff Scheduling Database
DESCRIPTION	Computer database used to print monthly work schedules and sign-in sheets for the direct care staff.
RETENTION	See Comments
COMMENTS	Retain until updated and no longer useful, then delete.
DISPOSITION	Delete
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0363-629
TITLE	Direct Service Reports
DESCRIPTION	Reports detailing the number of staff hours provided in direct service to Community Mental Health Center patients which are used to justify staff allocation.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-099

SERIES ID	0334-629
TITLE	Discharge Log
DESCRIPTION	Log used to monitor the discharge dates of patients released from the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0242-629
TITLE	Dispatch Log
DESCRIPTION	Log used to record all communications with security and any resulting action taken during all the shifts.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0316-629
TITLE	Drug Inspection Reports
DESCRIPTION	Reports of inspection of institution units by pharmacist concerning conditions of drugs storage and other adherence to policies and procedures.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-074

SERIES ID	0304-629
TITLE	Drugs Inventory
DESCRIPTION	Records of periodic inventory of pharmaceuticals on hand.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-074

SERIES ID	0305-629
TITLE	Drug Waste and Returns Records
DESCRIPTION	Records of drugs issued but not used and their dispositions (destroyed or re-issued) thereafter.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-074

SERIES ID	0249-629
TITLE	Dysphagia Consults
DESCRIPTION	Documents related to video swallow consultations for residents who have difficulty in swallowing to the Nutritional Guidance Committee.
RETENTION	See Comments
COMMENTS	Maintain along with individual "Client Records."
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0450-629
TITLE	Electrocardigram Test Results
DESCRIPTION	Results of electrocardigram tests of each patient to check for heart abnormalities.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0439-629
TITLE	Electroencephalogram and Electrocardigram Technicians' Continuing Education File
DESCRIPTION	Documents pertaining to the educational programs attended by the technicians as required.
RETENTION	See Comments
COMMENTS	Retain for tenure of the technician, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0441-629
TITLE	Electroencephalogram Card File
DESCRIPTION	Cards pertaining to patient data regarding electroencephalogram tests for handy access.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0420-629
TITLE	Electroencephalogram Test Results
DESCRIPTION	Requisitions and printouts of results for electroencephalogram tests given to patients. Tracings are interpreted by the neurologist and information about abnormalities placed in the medical record.
RETENTION	See Comments
COMMENTS	Retain tracing until interpretation by the neurologist, then destroy. Retain requisitions 10 years after the date of last discharge or patient turns 21.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-10-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-090

SERIES ID	0499-629
TITLE	Electronic Data System Federal Corporation Adjustment Records
DESCRIPTION	Copies of forms used to make adjustments in patients' reimbursement account records at the EDS Federal Corporation.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0333-629
TITLE	Emergency Light Inspections Reports
DESCRIPTION	Monthly and annual emergency light inspection reports made to ensure proper maintenance and functioning at all times.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0280-629
TITLE	Emergency Paging and Announcement Logs
DESCRIPTION	Logs used to record all calls made over the public address system.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0538-629
TITLE	Employee Files - Special
DESCRIPTION	Records related to specific employees regarding either their professional credentials or concerning non-routine events such as grievances, disciplinary actions, etc.
RETENTION	See Comments
COMMENTS	Retain during tenure of specific employee plus 5 calendar years, then transfer.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0312-629
TITLE	Employee Health Cards
DESCRIPTION	Card files recording tuberculosis tests, tetanus shots, pinworm medication, hepatitis tests, and other medical tests and treatments administered to employees - a.k.a. "TB Cards."
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0577-629
TITLE	Employee Health Files
DESCRIPTION	Correspondence, examination sheets, health histories, hepatitis test results, etc. related to individual employee's health as required by KAR 28-34-8.
RETENTION	See Comments
COMMENTS	Retain in office 5 years after employee tenure, then destroy. Retain positives for hepatitis B and HIV permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1998-01-08 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-114

SERIES ID	0277-629
TITLE	Employee Health Records
DESCRIPTION	Documents related to employees' health maintained pursuant to K.A.R. 28-34-8 including examination sheets, health histories, hepatitis test results, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain 5 years after employee tenure, then destroy. Retain hepatitis B and HIV results permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0519-629
TITLE	Employee Injury Reports
DESCRIPTION	Completed forms detailing injuries suffered by employees while at work - includes staff physician's diagnosis.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0332-629
TITLE	Employee Personnel Cards
DESCRIPTION	Information abstracted from Employee Personnel Files regarding individual employee's service.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure, plus 10 years, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0545-629
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with employment of specific personnel: employee evaluation forms, applications for employments, INS Residence Status forms, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure, then transfer vital information to Employee Personnel Cards (q.v.). Retain files additional 5 calendar years and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0330-629
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with the employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 5 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0470-629
TITLE	Employee Security Clearance Checks
DESCRIPTION	Reports from the Kansas Bureau of Investigation, SRS Youth Services, SRS Adult Services, and court reports regarding individuals seeking employment at the hospital.
RETENTION	See Comments
COMMENTS	Retain for length of employee's tenure plus 20 years in original or abstracted form, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0169-629
TITLE	Employee Training Files
DESCRIPTION	Records related to the training/career development of individual employees: correspondence, course plans, records requests, grades, transcripts, evaluations, copies of certificates and diplomas, etc.
RETENTION	See Comments
COMMENTS	Will require some purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0588-629
TITLE	Employee Vehicle Registration
DESCRIPTION	Form completed by staff to register their vehicle with the Security Department to ensure that no unauthorized vehicles remain on hospital grounds.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-111

SERIES ID	0541-629
TITLE	Encumbrance Authorization Records
DESCRIPTION	Copies of DA forms 146 and supporting materials authorizing encumbrances of agency funds.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0462-629
TITLE	Equipment Operation Manuals
DESCRIPTION	Documents used for the maintenance and repair of equipment.
RETENTION	See Comments
COMMENTS	Retain for the life of the equipment, then transfer to new owner of equipment or destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0317-629
TITLE	Event Monitoring and Direct Service Form
DESCRIPTION	Form listing the current patients with code numbers and descriptions used to report event monitoring and direct services provided by staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0582-629
TITLE	Evidence Custody Receipt
DESCRIPTION	Copies of the Kansas Bureau of Investigation (KBI) form completed by Security Department officers requesting that the KBI examine evidence seized.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10)
APPROVED	1997-04-10 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-111

SERIES ID	0326-629
TITLE	Exit Light Inspections Files
DESCRIPTION	Documents relating to the inspections of all exit lights in every quarter to ensure proper maintenance and functioning at all times.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0540-629
TITLE	Expendable Inventory Reports
DESCRIPTION	Inventory forms listing supplies consumed, unit costs, total costs, and summaries.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0539-629
TITLE	Feedback Sheets
DESCRIPTION	Daily reports from housekeeping staff on their work activities.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-075

SERIES ID	0528-629
TITLE	Fire and Safety Records
DESCRIPTION	Records regarding maintenance and inspections of fire and safety equipment, training, and related issues.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years then destroy except for certifications required by regulations to remain on file perpetually - retain these documents until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0324-629
TITLE	Fire and Safety Reports
DESCRIPTION	Weekly and monthly reports made on fire and safety related issues.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0335-629
TITLE	Fire Extinguisher Maintenance Checklist
DESCRIPTION	Monthly checklist made on fire extinguishers to ensure proper maintenance and functioning at all times.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0244-629
TITLE	Foster Grandparent Financial Records
DESCRIPTION	Documents related to the financial accounting of the Foster Grandparent Program.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) where applicable, otherwise retain 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0537-629
TITLE	Foster Grandparents Meal Records
DESCRIPTION	Forms documenting meals served to persons participating in the Foster Grandparents Program.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-075

SERIES ID	0547-629
TITLE	Funds Review Committee Records
DESCRIPTION	Records regarding activities of committee charged with the oversight of the Patient Benefit and Trust Funds: minutes and financial statements.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0403-629
TITLE	Goals and Objectives
DESCRIPTION	Planning documents written each budget year based on the needs of the hospital.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0155-629
TITLE	Guardian Change of Address Card File
DESCRIPTION	Notification received from social workers or postal service pertaining to changes of address by guardians of clients.
RETENTION	See Comments
COMMENTS	Retain until superseded or until associated client has been discharged or deceased, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0147-629
TITLE	Guardian Information Files
DESCRIPTION	Documents relating to the individual resident's guardian in the event the facilities need to contact him/her regarding the resident.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0421-629
TITLE	Hazardous Materials Management Plans
DESCRIPTION	A wide variety of documents relating to the Hazardous Materials Management Plan required to meet accreditation.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0464-629
TITLE	Hazardous Waste Materials Data
DESCRIPTION	Documents relating to the handling of various hazardous materials used.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0111-629
TITLE	Hepatitis B Files
DESCRIPTION	Documents relating to vaccines given to staff to protect them from possible infection by resident Hepatitis B carriers.
RETENTION	See Comments
COMMENTS	Place in respective employee personnel file and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0409-629
TITLE	Hospital Brochures
DESCRIPTION	Brochures written and published to provide information for visitors, patients, families, hospital staff, and interested persons about programs/current treatment offered.
RETENTION	See Comments
COMMENTS	Transfer one copy to the archives, the remainder destroy when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0534-629
TITLE	Incident and Elopement Reports
DESCRIPTION	Narrative reports describing security related incidents and specifically unauthorized absences from institution grounds by residents.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(1)(3)
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0578-629
TITLE	Incident Reports
DESCRIPTION	Reports describing any breach of security or other risks which pose a danger to clients.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602, 65-4915, 65-4291 & 45-221(3)
APPROVED	1997-07-10 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-112

SERIES ID	0406-629
TITLE	Incident Reports
DESCRIPTION	Reports regarding special incidents regarding patients or staff, including conclusions, recommendations, and results of reviews.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0323-629
TITLE	Infection Control Annual Reports
DESCRIPTION	Annual reports made concerning the activities of the infection control laboratory.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0121-629
TITLE	Infectious Surveillance Records
DESCRIPTION	Documents used to monitor residents' infectious diseases and antibiotic use to prevent further spread.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0165-629
TITLE	In-Service Files
DESCRIPTION	Records related to specific courses taught and the participation of individuals in them: student rosters, attendance records, syllabi, and other miscellaneous documents.
RETENTION	See Comments
COMMENTS	Will require purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0322-629
TITLE	Insurance Notebooks
DESCRIPTION	Insurance claim forms for patient hospitalization billing filed in notebooks for convenience of reference.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0533-629
TITLE	Intermediate Care Facilities Files
DESCRIPTION	Records related to inspections and certifications required by the federal Health Care Financing Administration: reports, regulations, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0120-629
TITLE	Intermediate Care Facilities for Mentally Retarded Surveys
DESCRIPTION	Surveys made by the Department of Health and Environment to monitor programs and services which cite any deficiencies and the agency's plan of corrections to ensure compliance with federal standards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0243-629
TITLE	Intermediate Care Facilities for the Mentally Retarded Financial Records
DESCRIPTION	Financial and statistical records required by all Intermediate Care Facilities for the Mentally Retarded providers to ensure the accountability to the federal government including cost reports.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0314-629
TITLE	Inventory Database
DESCRIPTION	Computer database used to manage capital property inventory.
RETENTION	See Comments
COMMENTS	Retain data until updated, then delete. Data is also printed in reports scheduled as part of other series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0531-629
TITLE	Inventory Property Number Registers
DESCRIPTION	Lists of agency non-expendable property on inventory: dates of acquisitions, types of property, descriptions, and property numbers assigned.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0320-629
TITLE	Inventory Records - Library Materials
DESCRIPTION	Records related to inventory management of library materials.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0530-629
TITLE	Inventory Transaction Register
DESCRIPTION	Hand completed forms listing all purchases of capital equipment - maintained in conjunction with copies of DAM013 reports.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0500-629
TITLE	Invoice Files
DESCRIPTION	Accounts payable records consisting of invoices from vendors and contractors along with some supporting documents.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-075

SERIES ID	0227-629
TITLE	Job Training and Partnership Act Employees Files
DESCRIPTION	Documents associated with employment of specific personnel under the Job Training and Partnership Act: employment contract, time sheets, evaluations, and other personnel materials.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4) & 39-709b
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0466-629
TITLE	Key and Combination Control Files
DESCRIPTION	Documents listing the combinations to locks and to whom key is assigned.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0325-629
TITLE	Key Deposit Receipt Books
DESCRIPTION	Receipt books indicating which employee has paid a deposit on a facility key and when the key was returned.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0270-629
TITLE	Key Security Log
DESCRIPTION	Log relating to the control and issuing of facility security key sets.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0253-629
TITLE	Laboratory Request Slips
DESCRIPTION	Internal forms used to keep track of requests from physicians for various types of laboratory work to be completed on residents including type of work needed, resident's name, date of birth, etc.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0186-629
TITLE	Laboratory Specimen Log
DESCRIPTION	Specimen log used to record the completion of laboratory work for residents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0327-629
TITLE	Laundry Production Costs Records
DESCRIPTION	Laundry production costs summary data compiled for budgetary purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0104-629
TITLE	Leisure Activities Evaluation Forms
DESCRIPTION	Forms used to evaluate the effectiveness of large group leisure activities for the residents at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-093

SERIES ID	0132-629
TITLE	Linen Delivery Records
DESCRIPTION	Documents used to record the amount of linen delivered to each unit daily.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0488-629
TITLE	Lists of Outstanding Obligations
DESCRIPTION	DA forms 118 and associated materials used to document funds encumbered from previous fiscal year which are yet to be disbursed.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-075

SERIES ID	0463-629
TITLE	Maps of Utility Locations
DESCRIPTION	Maps required for maintenance of water lines, sewer lines, telephone cables and other utilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0487-629
TITLE	Meal Tickets
DESCRIPTION	Tickets for meals sold to employees and other non-residents.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0251-629
TITLE	Mealtime Management Files
DESCRIPTION	Documents relating to the unit feeding committees to assess at-risk residents and their progress.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0351-629
TITLE	Medicaid and Medicare Logs
DESCRIPTION	Logs used in conjunction with cost report data which monitor the charges and payments for billing each patient.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3) & 39-709(b)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0457-629
TITLE	Medical and Service Records -- SRS Hospitals and Facilities
DESCRIPTION	Documents concerning individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge. According to SRS legal counsel, 45 CFR Section 164.530(j)(2) states "all patient records must be retained for 6 years from the date of the patient's discharge, transfer or death", & 42 CFR Section 482.24(b)(1) states "Medical records must be retained in their original or legally reproduced form for a period of at least 5 years".
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	2011-04-28 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-167

SERIES ID	0456-629
TITLE	Medical Record - Child or Adolescent
DESCRIPTION	Documents of individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment.
RETENTION	See Comments
COMMENTS	Retain 1 yr beyond the date that patient reaches majority, or 10 years after last discharge date, whichever is longer. Every 100th file transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0449-629
TITLE	Medical Staff Bylaws
DESCRIPTION	Original bylaws and updates which physicians must agree to abide by while practicing at the State Hospitals.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0349-629
TITLE	Medicare Remittance Advice
DESCRIPTION	Medicare payment history maintained on patients and used for billing purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-099

SERIES ID	0696-629
TITLE	Medication Alert/El Dorado Medication Error Tool Form
DESCRIPTION	Forms describing medication errors which occurred during the treatment of patients which are used as a monitoring tool to ensure that quality standards are met and maintained.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-04-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-100

SERIES ID	0142-629
TITLE	Medication and Supply Requisitions
DESCRIPTION	Internal requisitions received from all areas to the central supply for medication and supplies including area requesting items, date, items requested, quantity, price, person requesting item, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0348-629
TITLE	Menu Files
DESCRIPTION	Documents relating to the preparation of patient dietary needs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0153-629
TITLE	Midnight Movement Reports
DESCRIPTION	Reports from residence units regarding patient movements in and out of the units - information summarized in Client Census Reports (q.v.).
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0733-629
TITLE	Minutes - Treatment Teams
DESCRIPTION	Minutes of unit treatment teams which meet to review individual patient activities and treatment.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & KSA 65-5602
APPROVED	2001-01-11 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-125

SERIES ID	0408-629
TITLE	Monitoring Information
DESCRIPTION	Documents related to monitoring of patient care and staff clinical performance which includes: protocols, monitoring and quarterly reports related to quality assurance functions for accreditation.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0336-629
TITLE	Monthly Fire Prevention Reports
DESCRIPTION	Reports made on a variety of fire related activities including building, fire and safety inspections, reported hazards, fire drills, reported fires, fire extinguisher inspections, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0345-629
TITLE	Monthly Inspection List
DESCRIPTION	Check list assigning the security officers to the various types of inspections made at the facility for health and safety reasons.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0354-629
TITLE	Monthly Room Inspection Reports
DESCRIPTION	Fire and safety inspection reports made of individual living quarters to ensure the welfare of the patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0343-629
TITLE	Music Therapy Activity Files
DESCRIPTION	Documents relating to the planning and implementation of music therapy activities scheduled for the patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0342-629
TITLE	Music Therapy Professional Files
DESCRIPTION	Documents relating to the function and operation of the music therapy program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0311-629
TITLE	Neighborhood Youth Corps Health Records
DESCRIPTION	Minimal health examination records maintained on participants in the NYC (summer job) program: nursing assessments, TB test results, and injury reports.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0107-629
TITLE	Nursing Administration Records
DESCRIPTION	Wide variety of documents used in the administration of the nursing services at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0123-629
TITLE	Nursing Staff Records
DESCRIPTION	Daily staffing sheets used to schedule nurses in the wards to ensure adequate coverage.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0468-629
TITLE	Nutritional Interview
DESCRIPTION	Data gathered and updated regarding patients' nutritional status, including anthropometric, possible food/drug interaction, obvious clinical signs of malnutrition, food habits, food allergies, etc.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0484-629
TITLE	Object Code Ledger Books
DESCRIPTION	Handwritten record of all agency expenditures arranged by object codes: object codes, dates, vendors, voucher numbers, estimated costs, dates paid, and fund balances.
RETENTION	010 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0252-629
TITLE	Off Campus Appointment Records
DESCRIPTION	Internal forms used to schedule all appointments made for the residents with consulting physicians not at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0341-629
TITLE	Office Machine Repair Files
DESCRIPTION	Documents relating to the service work done on equipment to maintain a repair history and monitor contract maintenance agreements on typewriter and copier machines.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0448-629
TITLE	On-Duty Books
DESCRIPTION	Documents relating to the events during the time a physician covers for off-duty medical staff, namely calls from courts or community officials, as well as problems encountered.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0483-629
TITLE	Organization Files
DESCRIPTION	Miscellaneous records related to interaction with other organizations, including local, state, and federal agencies: correspondence, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0339-629
TITLE	Outing Log
DESCRIPTION	Log used to monitor the location and number of trips which patients and accompanying staff take from the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0113-629
TITLE	Outpatient Resident Index Cards
DESCRIPTION	Background documentation filled out on index cards about residents for possible admission to the facility on an outpatient basis.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12(b)(11) & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0437-629
TITLE	Pathology Laboratory Reports - Monthly
DESCRIPTION	Lists of procedures done in the laboratory for patients.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0225-629
TITLE	Patient Account Management Records
DESCRIPTION	Database records, reports, vouchers and other documents related to collection of payments from clients maintained in hard copy and electronic format.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(1)(3)
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0337-629
TITLE	Patient Attendance Records
DESCRIPTION	Reports relating to patient attendance in activity therapy groups maintained to provide documentation for any possible investigations or audits.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0258-629
TITLE	Patient Benefit Fund Records
DESCRIPTION	Documents concerning the financial accounting of the patient benefit fund: ledgers, receipts, bank statements, invoices, check ledgers.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-099

SERIES ID	0636-629
TITLE	Patient Billing Files
DESCRIPTION	Patient billing files for hospitalization services including statements, claim forms, copy of insurance cards, insurance authorization, computer printouts, financial packets, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0453-629
TITLE	Patient Card Files
DESCRIPTION	Individual cards for each patient with information including dates, diagnosis, number of admissions of each patient.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0736-629
TITLE	Patient Charge Files
DESCRIPTION	Documents used to prepare patient billing including doctor orders, patient billing statements, physicians charge sheets, census records and pharmacy charges.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0738-629
TITLE	Patient Contact Reports
DESCRIPTION	Monthly statistical reports documenting the number of patient contact hours which are used to provide feedback to the treatment team as well as the summaries used for accreditation surveys.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0447-629
TITLE	Patient Death - Thanatology Reports
DESCRIPTION	Reviews completed by ad hoc committees and submitted to the Clinical Director with recommendations regarding problems noted.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0469-629
TITLE	Patient Grievances
DESCRIPTION	Grievance form letters written to the ombudsman by patients as part of a Patient Advocacy/Complaint Resolution service.
RETENTION	See Comments
COMMENTS	Retain 5 years after resolution of grievance and transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0754-629
TITLE	Patient Log
DESCRIPTION	Log listing pertinent patient information which is used to generate assessments on a timely basis and to review the patient's current status.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0753-629
TITLE	Patient Nutritional Files
DESCRIPTION	Documents relating to patient nutritional needs maintained to ensure that the proper dietary care is provided by the staff.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0455-629
TITLE	Patient Registers
DESCRIPTION	Bound registers of patients admitted.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0476-629
TITLE	Payment Journal - Patient Reimbursement
DESCRIPTION	Record of payments credited to patients reimbursement accounts: dates, patient identification, source code, amounts, description of payment, name of parent or guardian, trust fund.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0474-629
TITLE	Personnel Administration Files
DESCRIPTION	Wide variety of documents used to administer personnel at agency: correspondence, reports, statistics, policies, procedures, studies, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0315-629
TITLE	Personnel and Payroll Database System
DESCRIPTION	Inter-related computer databases used to manage agency personnel and payroll.
RETENTION	See Comments
COMMENTS	All information in database duplicates that found in paper records series schedule elsewhere. Retain data until updated or until no longer useful, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0433-629
TITLE	Pharmacy Billing Journals
DESCRIPTION	Records of charges to an individual patient and sent to reimbursement for collection purposes to the hospital.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0459-629
TITLE	Pharmacy - Daily/Monthly Prescription Records
DESCRIPTION	Documents used to keep track of the number of prescriptions issued on a daily basis to patients.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0740-629
TITLE	Photocopier Log
DESCRIPTION	Daily log kept to monitor the number of photocopies made on a monthly basis and to generate a summary report.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0446-629
TITLE	Physicians' Continuing Medical Education Files
DESCRIPTION	Master list of on-grounds continuing medical education files, along with hours completed for each physician.
RETENTION	See Comments
COMMENTS	Retain until termination of physician, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0461-629
TITLE	Prescription Journal for Patients
DESCRIPTION	Journal of prescriptions issued to individual patients.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0303-629
TITLE	Prescriptions
DESCRIPTION	Physicians' prescriptions for various medications to be issued to clients.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0413-629
TITLE	Primary Client Service Files
DESCRIPTION	Follow-up sheet made on patients to check the progress of patients.
RETENTION	See Comments
COMMENTS	Retain 10 years after the discharge date.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0473-629
TITLE	Printing Requisitions
DESCRIPTION	Copies of DA forms 104 used to order and pay for work by the State Printer, and supporting materials.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0650-629
TITLE	Private Review Organizations Files
DESCRIPTION	Documents relating to private organizations and reviewed for payment approval to the hospital.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & KSA 65-5602
APPROVED	2001-01-11 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-125

SERIES ID	0511-629
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.
RETENTION	003 fisc yrs
COMMENTS	A.k.a. "Condemnation Records."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0117-629
TITLE	Property Relocation Requests
DESCRIPTION	Documents used to keep track of property locations and any possible relocation within the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0110-629
TITLE	Protection from Harm Files
DESCRIPTION	Documents relating to investigations by the Risk Management Division of resident abuse cases which are used to take measures to protect the residents from any further harm.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0724-629
TITLE	Psychiatric Admission/Release Reports
DESCRIPTION	Reports listing the number of admissions and discharges which are used to determine the necessary services in the community to provide placement for patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0127-629
TITLE	Psychological Test Kits
DESCRIPTION	Standard psychological tests completed on residents to determine their intelligence level.
RETENTION	See Comments
COMMENTS	Retain test protocols until no longer useful, then destroy. Retain test protocol summaries in respective "Client Records" and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0737-629
TITLE	Psychology Department Clinical Monitoring Plans
DESCRIPTION	Plans developed to monitor the quality and the appropriateness of the care and treatment of individuals who are provided psychological services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0193-629
TITLE	Psychology Files
DESCRIPTION	Documents relating to the profile and progress or regression in the individual resident's program.
RETENTION	See Comments
COMMENTS	Retain until tenure of resident, then transfer to the resident's file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0758-629
TITLE	Psychotherapy Notes
DESCRIPTION	Notes recorded in any medium by a mental health professional documenting or analyzing the contents of a conversation during a private counseling session or a group, joint, or family counseling session that is maintained separate from the rest of the patient's medical record.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 65-5602 & 45-221(a)(3)
APPROVED	2006-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-146

SERIES ID	0506-629
TITLE	Purchase Requisition Control Log
DESCRIPTION	Register of all purchase requisitions generated.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0479-629
TITLE	Purchasing Records - General
DESCRIPTION	Wide variety of documents (largely copies) related to operation of purchasing unit: correspondence, reports, invoices, procedures, publications, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0396-629
TITLE	Quality Assurance Plans
DESCRIPTION	A wide variety of documents relating to the Quality Assurance Program required to meet accreditation standards.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0731-629
TITLE	Quality Assurance/Risk Management Activities Files
DESCRIPTION	Documents used to assess the quality assurance and risk management activities at the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0730-629
TITLE	Quality Assurance/Risk Management Supplemental Files
DESCRIPTION	Documents used to supplement the primary documentation, excluding that contained in the incident report files, of specific issues addressed by and activities of the Quality Assurance Committee.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Quality Assurance/Risk Management Activities Files.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0424-629
TITLE	Quality Control Files
DESCRIPTION	Documents relating case analyses made on patients to check on the services provided.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0729-629
TITLE	Quality Improvement Plans
DESCRIPTION	Documents used to monitor the quality assurance/continuous quality improvement plans and activities at the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0728-629
TITLE	Quality Improvement Supplemental Files
DESCRIPTION	Documents used to supplement the primary documentation of hospital-wide and departmental quality assurance/improvement plans and activities.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Quality Improvement Plans.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0412-629
TITLE	Questionnaires/Survey Forms
DESCRIPTION	Copies of forms completed by the hospital staff as responses to agencies or research programs which have requested data.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0128-629
TITLE	Reach Program Index Cards
DESCRIPTION	Index cards relating to the screening of preschool children with learning disabilities to determine their level and needs for the Reach program which helps prepare them for school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0727-629
TITLE	Receiving Reports
DESCRIPTION	Reports made regarding the receipt of merchandise or services which are submitted to the accounting section for use in validating invoices.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0502-629
TITLE	Reconciliation of Change Fund (Petty Cash) Records
DESCRIPTION	DA form 75 used to account for petty cash.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0129-629
TITLE	Recreation and Leisure Records
DESCRIPTION	Documents related to the residents' related recreational and leisure activities including assessments data sheets, forms, meeting notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0442-629
TITLE	Refill Sheets Regarding Controlled Drugs
DESCRIPTION	Requests from wards for refills of prescriptions of controlled drugs.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0496-629
TITLE	Reimbursement Statements
DESCRIPTION	Copies of billings sent to guardians and/or parents of patients for care and board of those patients.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0726-629
TITLE	Release Form
DESCRIPTION	Form listing the length of stay and subsequent release of patients from the facility.
RETENTION	See Comments
COMMENTS	Retain in conjunction with individual patient file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0725-629
TITLE	Release of Information Log
DESCRIPTION	Log listing the nature and purpose of information requested.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0486-629
TITLE	Reports - Miscellaneous
DESCRIPTION	Collection of special reports on a variety of topics related to the agency mission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0701-629
TITLE	Requisition Control Files
DESCRIPTION	Documents relating to assigning control numbers to requisitions maintained for convenience of reference.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0164-629
TITLE	Research and Reference Files
DESCRIPTION	Documents resulting from research projects and programs conducted: theses, dissertations, papers, publications, and other miscellaneous materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0669-629
TITLE	Reserve Day Book
DESCRIPTION	Log used to monitor the number of patient therapeutic pass days billed to Medicare and Medicaid.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0445-629
TITLE	Residency Training Program Files
DESCRIPTION	Documents pertaining to the once operative Psychiatric Residency Training Program, including curriculum and class schedules.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0126-629
TITLE	Resident Activity Attendance Records
DESCRIPTION	Documents relating the attendance of residents participating in leisure activities at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0668-629
TITLE	Resident By Age Report
DESCRIPTION	Computer printout and electronic data relating to bed usage at the facility according to the various age groups.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0105-629
TITLE	Resident Care/Behavior Sheets
DESCRIPTION	Reports made by the direct care staff on the units to the nursing staff regarding resident care or behavior incidents.
RETENTION	See Comments
COMMENTS	Retain 7 years after dismissal or death, then destroy. If resident is a minor, retain until majority is reached and/or dismissal plus 7 yrs, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0106-629
TITLE	Resident Check Sheets
DESCRIPTION	Bed check sheets filled out nightly to monitor the residents in the wards.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0254-629
TITLE	Resident I.D. Picture Cards
DESCRIPTION	Photographs taken of residents to use on identification cards which are used by the physicians to help recognize them.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0667-629
TITLE	Resident Ledger Files
DESCRIPTION	Computer printout of patient charges that have been deleted from the computer for various reasons.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0666-629
TITLE	Resident Master Balance Sheets
DESCRIPTION	Ending monthly balances remaining in patient accounts and used for accounting purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0133-629
TITLE	Resident Review Records
DESCRIPTION	Documents relating to the review of the individual resident's current training level to assess the effectiveness of the program plan.
RETENTION	See Comments
COMMENTS	Place in the respective resident's files and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0136-629
TITLE	Residents by County Records
DESCRIPTION	Index cards listing the number of residents admitted from a specific county which are used for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0495-629
TITLE	Residents Employment Files
DESCRIPTION	Personnel records maintained on residents employed.
RETENTION	See Comments
COMMENTS	Retain during tenure of employee plus 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0145-629
TITLE	Residents' Training Materials
DESCRIPTION	Daily routines and data used to help train residents for a variety of tasks including personal hygiene, speech, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0257-629
TITLE	Respite Files
DESCRIPTION	Documents maintained for approved respite clients which provides short-term care at the facilities to give some relief for the caregiver of a mentally retarded person.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0109-629
TITLE	Restraint Reports
DESCRIPTION	Reports made on the use of restraints placed on individual residents along with a medical procedure checksheet to ensure the proper use and the well-being of the resident.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0756-629
TITLE	Risk Management Files
DESCRIPTION	Incident reports, peer review documents, minutes, correspondence, etc. relating to reportable incidents under KSA 65-4921(f) and investigated by the Risk Management Division.
RETENTION	See Comments
COMMENTS	Retain 2 years after the Final Standard of Care is determined or retain until no longer useful if the case is potentially litigious, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-4925
APPROVED	2003-01-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-133

SERIES ID	0664-629
TITLE	Risk Management Plans and Minutes
DESCRIPTION	Documents relating to the activities of the Risk Management Committee.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0467-629
TITLE	Roof Moisture Testing Records
DESCRIPTION	Data gathered in the testing for moisture on the various roofs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0429-629
TITLE	Roster of Attendance at Workshops
DESCRIPTION	Register of attendance for staff members requiring continuing education units for licensure and includes social workers, RNs, LMHTs, and LPNs.
RETENTION	See Comments
COMMENTS	Rosters are maintained as required by the Behavioral Sciences Regulatory Board and the Kansas State Board of Nursing.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0402-629
TITLE	Safety Program Plans
DESCRIPTION	A wide variety of documents relating to the Safety Program Plans required to meet accreditation.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0158-629
TITLE	Sanitation Checklists
DESCRIPTION	Lists used to monitor monthly sanitation checks of all the units to ensure compliance with federal standards.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0660-629
TITLE	Security Daily Activity Log
DESCRIPTION	Log maintained by the security officers on activities which occurred during each shift.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0662-629
TITLE	Security Daily Reports
DESCRIPTION	Reports made by the security staff detailing daily activities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0493-629
TITLE	Security Log
DESCRIPTION	Daily narrative record of all security related activities and events.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0697-629
TITLE	Security Patient Assistance Reports
DESCRIPTION	Reports prepared by security officers describing the type of assistance security offered to patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0492-629
TITLE	Security Records
DESCRIPTION	Copies of records maintained by Security Office (see Incident and Elopement Reports).
RETENTION	See Comments
COMMENTS	Reports will be used by archives staff to fill gaps in Incidents and Elopement Reports after transfers.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0512-629
TITLE	Security Report Sheets - Daily
DESCRIPTION	Logs of daily activities by individual security staff members.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0693-629
TITLE	Security Safe Log
DESCRIPTION	Log maintained by the security officers of items going in and out of the security safe.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0691-629
TITLE	Security Schedules
DESCRIPTION	Documents relating to the scheduling of inspections in every quarter to ensure proper maintenance and functioning of equipment at all times.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0585-629
TITLE	Service Rendered Report
DESCRIPTION	Form completed by Security Department officers indicating the nature and type of assistance.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-111

SERIES ID	0175-629
TITLE	Sewing Room Requests
DESCRIPTION	Memos relating to requests for clothing articles to be manufactured or altered by the sewing room staff including item requested, by whom, what area and amount, and a description of said item.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0124-629
TITLE	Social Service Case Activity Log
DESCRIPTION	Log used by the social workers to keep track of individual resident's contacts and activities which is used for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0137-629
TITLE	Social Service Records
DESCRIPTION	Documents relating to client care and training which are duplicates from other units for reference use by the staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0131-629
TITLE	Speech Therapy Files
DESCRIPTION	Documents relating to an individual resident's program in speech therapy which are used to keep track of any progress or regression.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to resident's file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0146-629
TITLE	Staff In-Service Attendance Lists
DESCRIPTION	Rosters of staff members listing the in-services they have attended which are used to monitor their certification requirements.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0112-629
TITLE	Staff In-Service Files
DESCRIPTION	Short in-service training sessions taught by professional and non-professional support staff to other staff members which are required either for promotions or to fulfill position expectations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Delete from computer when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0427-629
TITLE	State Summaries of Medical Assistance
DESCRIPTION	Program statistics of average payments made by clients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0431-629
TITLE	Statistical Reports
DESCRIPTION	Statistics gathered on patients and used to make a variety of reports about patients and patient care.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0454-629
TITLE	Statistical Studies - Special
DESCRIPTION	Studies completed either at the request of the Central Office or community SRS related groups, or in-house data needed to make future plans.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0414-629
TITLE	Stock Requisitions
DESCRIPTION	Completed internal forms used by Purchasing Unit to record orders of expendable goods.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-075

SERIES ID	0296-629
TITLE	Stores Requisitions
DESCRIPTION	Completed internal forms (IM-1105) used to requisition supplies by and for various organizational units in the agency.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0680-629
TITLE	Student Records
DESCRIPTION	Documents relating to the rotation of students in training at the various state hospitals as a degree requirement.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(9)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0295-629
TITLE	Subject Files
DESCRIPTION	Wide variety of documents related to multiple aspects of logistical and administrative activities at the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-075

SERIES ID	0418-629
TITLE	Subject Files
DESCRIPTION	Records related to general activities of the office: "Outstanding Projects, Vehicle Cost Reports, KRDC, Work Therapy Payroll, Development of Leisure Time and Activities, Records Dispositions," etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-075

SERIES ID	0122-629
TITLE	Subject Files - Activity
DESCRIPTION	Wide variety of documents relating to resident activities including special Olympics materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted
APPROVED	1992-07-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0679-629
TITLE	Subject Files - Administrative
DESCRIPTION	Documents relating to the administrative and operational responsibilities of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0678-629
TITLE	Subject Files - Business Office
DESCRIPTION	Wide variety of documents relating to the function and operation of the business office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0173-629
TITLE	Subject Files - Chaplain
DESCRIPTION	Variety of documents relating to the services of chaplain for the residents at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0676-629
TITLE	Subject Files - Clinical Services
DESCRIPTION	Wide variety of documents relating to functioning of the office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0256-629
TITLE	Subject Files - Community Services
DESCRIPTION	Wide variety of documents relating to the administration of the community services program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. Portions may be restricted.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0168-629
TITLE	Subject Files - General
DESCRIPTION	Records related to the employee training and career development program: correspondence, reports, publications, personnel records, and other materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0138-629
TITLE	Subject Files - Music Therapy
DESCRIPTION	Wide variety of documents relating to the administration of the music therapy program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted.
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0416-629
TITLE	Subject Files - Non-Routine
DESCRIPTION	Wide variety of documents related to the physical plant activities of a non-routine nature.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-075

SERIES ID	0172-629
TITLE	Subject Files - Reimbursement
DESCRIPTION	Wide variety of financial documents relating to the reimbursement unit.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0294-629
TITLE	Subject Files - Reimbursement Unit
DESCRIPTION	Miscellaneous documents regarding operations of the Reimbursement Unit.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0417-629
TITLE	Subject Files - Routine
DESCRIPTION	Records related to routine activities of the office: correspondence, receipts, bid sheets, reports, gasoline reports, copies of vouchers, etc.
RETENTION	See Comments
COMMENTS	See also Subject Files, Non-Routine.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-075

SERIES ID	0670-629
TITLE	Subject Files - Security
DESCRIPTION	Wide variety of documents relating to the activities of the security section.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0174-629
TITLE	Subject Files - Sewing Room
DESCRIPTION	Variety of documents relating to the activities and administration of the sewing room.
RETENTION	See Comments
COMMENTS	Retain until no longer needed, then transfer to the archives for purging. Portions may be restricted.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0101-629
TITLE	Subject Files - Staff Training
DESCRIPTION	Wide variety of documents relating to the administration of the staff training program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-093

SERIES ID	0292-629
TITLE	Summary of Expenditures by Object Code Reports
DESCRIPTION	Monthly computer reports listing by object code all funds budgeted, expended, encumbered, and balances.
RETENTION	See Comments
COMMENTS	This is not a CASK report.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0675-629
TITLE	Sunday Worship Bulletins
DESCRIPTION	Programs scheduled for Sunday worship services offered by the chaplainry services staff.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer 2 copies to the archives, destroy the remainder.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0226-629
TITLE	Supported Family Living Reimbursement Files
DESCRIPTION	Documents relating to payments made to supported family living providers to reimburse families with mentally retarded children living in their home.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0401-629
TITLE	Survey Reports - Joint Commission on Accreditation of Hospital Organizations
DESCRIPTION	Reports of surveys, including deficiencies, contingencies and resurvey information, related to the accreditation standards of the Joint Commission on Accreditation of Hospital Organizations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0399-629
TITLE	Survey Reports - Medicaid (Periodic Medical Review)
DESCRIPTION	Reports of Medicaid surveys, including deficiencies, contingencies, and plans for correction.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0400-629
TITLE	Survey Reports - Medicare
DESCRIPTION	Reports of Medicare surveys, including deficiencies, contingencies, and plans for correction.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0398-629
TITLE	Survey Reports - Risk Management
DESCRIPTION	Reports of site visits made by surveyors from the Department of Health and Environment used to substantiate compliance with laws and regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0438-629
TITLE	Survey Results - College of American Pathologists
DESCRIPTION	Surveys of results of hospital laboratory work on specimens in comparison to other labs and used for proficiency testing and required for accreditation.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0139-629
TITLE	Surveys and Questionnaires
DESCRIPTION	Survey forms and general questionnaires sent to Intermediate Care Facilities for the Mentally Retarded by federal agencies to be filled out regarding various aspects of health care.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0163-629
TITLE	SWEP Files
DESCRIPTION	Records regarding participation of individuals in the Summer Work Employment Program: applications, correspondence, physical examination results, performance ratings, and time sheets.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0410-629
TITLE	Test Protocols
DESCRIPTION	Test protocols, notes, and copies of the psychological reports used for review and comparison purposes on patients.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge or 1 year beyond the date that patients who are minors reach their majority, whichever is longer.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0677-629
TITLE	Therapeutic Passes
DESCRIPTION	Patient passes given to the reimbursement office to verify days spent away from the facility and used for reimbursement purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0681-629
TITLE	Tile Floor Records
DESCRIPTION	Documents recording the frequency of floor care to ensure proper maintenance.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-099

SERIES ID	0290-629
TITLE	Time Reports - Daily
DESCRIPTION	Internal reports submitted by each unit listing time work for each employee daily (sign-in and -out sheets).
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0291-629
TITLE	Time Report Work Sheets
DESCRIPTION	Completed forms used to input monthly time data into KIPPS computer system.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0279-629
TITLE	Time Schedules - Monthly
DESCRIPTION	Record of time worked by employees - compiled from Daily Time Reports (q.v.).
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0134-629
TITLE	Toll Log
DESCRIPTION	Log used to record long distance calls not on the KANS-A-N line made by staff.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0118-629
TITLE	Tool Control Files
DESCRIPTION	Documents used to monitor the distribution of tools within the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0683-629
TITLE	Traffic Courtesy Reminder Log
DESCRIPTION	Log maintained by the security officers of improper parking by visitors in the parking lots.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0188-629
TITLE	Training Sheets
DESCRIPTION	Forms used to track and analyze the task performances of residents in training programs which are used to assess the effectiveness of the program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0407-629
TITLE	Treatment Program Plans
DESCRIPTION	A variety of documents relating to the Treatment Program Plan and required to meet accreditation standards.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0191-629
TITLE	Tuition Assistance Records
DESCRIPTION	Documents related to the administration of tuition assistance programs for employees including applications, information on tuition assistance programs elsewhere, and educational institutions.
RETENTION	See Comments
COMMENTS	Retain 1 year after employee's tenure, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0297-629
TITLE	Utilization Sheets
DESCRIPTION	Daily summary of housekeeping staff activities by building and task.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0220-629
TITLE	Volunteer Applications
DESCRIPTION	Applications submitted by individuals interested in volunteer work at state hospitals.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-04-15 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-096

SERIES ID	0686-629
TITLE	Volunteer Program Files
DESCRIPTION	Documents relating to the function and activities of the volunteer program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0284-629
TITLE	Vouchers - Receipts
DESCRIPTION	DA forms 100, 103, 120, and 123 used to make payments to individuals and organizations, periodic abstracts, and occasional copies of invoices and other supporting materials.
RETENTION	003 fisc yrs
COMMENTS	Includes a sub-series of duplicates of DA forms 103 which may be destroyed immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0283-629
TITLE	VRU Billing Records
DESCRIPTION	Documents related to purchases of goods and services by the Vocational Rehabilitation Unit.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0423-629
TITLE	Ward Log Books
DESCRIPTION	Working data (daily status of patients) & log of patient information used to meet deadlines & expedite patient paperwork including: admission, legal status, changes in venue, discharge & summaries.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0587-629
TITLE	Warning Form
DESCRIPTION	Copies of form completed by Security Department officers and given to staff or visitors for parking or traffic infractions as a reminder to obey all traffic and parking regulations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-04-10 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-111

SERIES ID	0115-629
TITLE	Wash and Finishing Records
DESCRIPTION	Daily wash and finishing reports including wash room weights and finishing count.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0690-629
TITLE	Weekly Fire Alarm System Tests
DESCRIPTION	Documents relating to weekly testing of the fire panel and manual stations conducted to ensure proper maintenance of the systems.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0259-629
TITLE	Weekly/Monthly Duplicating Tally
DESCRIPTION	Tally of the usage and costs accrued on photoduplication machines on a weekly and monthly basis which is used for accounting purposes to the company.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0426-629
TITLE	Welfare Eligibility Records
DESCRIPTION	Documents relating to the eligibility of clients to qualify for welfare payments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0282-629
TITLE	Workers Compensation Files
DESCRIPTION	Records regarding employee accidents reported to the state workers compensation system: Report of Employee Injury, WC form 1101A, correspondence, vouchers, notes, medical reports, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0287-629
TITLE	Workshop Earnings Listings
DESCRIPTION	Records of pay earned by residents participating in workshop program as applied to re-imbursement for care provide to them.
RETENTION	See Comments
COMMENTS	Obsolete records series - destroy immediately.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0247-629
TITLE	Work Therapy Benefit Fund
DESCRIPTION	Financial records related to the administration of the Work Therapy Benefit Fund which helps fund projects for residents.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) entries where applicable, otherwise retain 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0436-629
TITLE	X-Ray Film and Report
DESCRIPTION	Reports and film for of x-rays performed on patients.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

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

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

SERIES ID	0103-629
TITLE	Cemetery Records
DESCRIPTION	Documents listing deceased residents buried at the facilities including name and grave number.
RETENTION	Permanent
COMMENTS	Retain permanently or transfer to the archives.
DISPOSITION	Permanent
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-093

SERIES ID	0156-629
TITLE	Correspondence - Medical Records
DESCRIPTION	Correspondence removed from Client Records (q.v.) and established as a separate series.
RETENTION	See Comments
COMMENTS	Retain and dispose of in conjunction with associated Client Records (q.v.).
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-079

SERIES ID	0167-629
TITLE	Grade Books
DESCRIPTION	Records of student grades for specific courses given.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1988-10-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-076

SERIES ID	0102-629
TITLE	Residents by Age Records
DESCRIPTION	Index cards listing the residents by age and their birthdate which are used for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-093

SERIES ID	0221-629
TITLE	Speech and Hearing Outpatient Reports
DESCRIPTION	Monthly summary reports used for billing purposes containing outpatient's name and date and length of treatment.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(1)(3)
APPROVED	1993-04-15 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-096

SERIES ID	0108-629
TITLE	Subject Files - Volunteer Services
DESCRIPTION	Wide variety of documents relating to the administration of the volunteer services division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted.
APPROVED	1992-07-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0285-629
TITLE	Vending - Records of Daily Sales
DESCRIPTION	Daily records of sales receipts from vending machines - internal form "A."
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-075

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

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

SERIES ID	0338-629
TITLE	Patient Activity Fund Records
DESCRIPTION	Documents concerning the financial accounting of the patient activity fund including bank statements, deposit books and slips, check registers, and canceled checks.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

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Kansas Records Retention Schedules

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

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

Agency Number: 039-008Department for Aging and Disability ServicesState Hospitals and InstitutionsState Facilities

Agency Number: 039-008Department for Aging and Disability ServicesState Hospitals and InstitutionsState Hospitals

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

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

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