Kansas Records Retention Schedules

Results of Query:

Agency Code: 039-009 (Department for Aging and Disability Services. Multiple subunits/subunit not defined)

Page 1 of 1 showing 12 records of 12 total, starting on record 1

Agency Number: 039-009
Department for Aging and Disability Services
Multiple subunits/subunit not defined

SERIES ID	0019-629
TITLE	Audit Reports/Responses & Financial Management Reviews/Responses
DESCRIPTION	Responses and other information provided by the agency for audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. May include personal health information.
RETENTION	See Comments
COMMENTS	Retain 6 fiscal years beyond final report, then transfer to State Archives for purging.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(3); HIPAA
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0772-629
TITLE	Bond Records
DESCRIPTION	Supporting documentation relating to payments and reconciliation of bonds.
RETENTION	Retain 5 fiscal years beyond life of bond.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0773-629
TITLE	Contracts/Grants Awarded by DBHS to Contractors/Grantees
DESCRIPTION	Legal agreements with individuals and organizations including all associated documentation.
RETENTION	See Comments
COMMENTS	Retain 6 fiscal years after final payment.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27
K.A.R. NUMBER	53-2-166

SERIES ID	0026-629
TITLE	Employee Personnel Files - Office Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with 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	1995-04-13 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-104

SERIES ID	0774-629
TITLE	Grants Awarded to DBHS
DESCRIPTION	Applications and associated documents for federal, state, and private grants.
RETENTION	See Comments
COMMENTS	Retain 6 fiscal years beyond final grant transaction, then transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0775-629
TITLE	ICF/MR, NF/MH, and PRTF Forms
DESCRIPTION	Intermediate Care Facility for Persons with Mental Retardation (ICF/MR), Nursing Facility for Mental Health (NF/MH), and Psychiatric Review Technique (PRTF). Informational documents relating to cost reports, certifications, appeals and rate setting.
RETENTION	See Comments
COMMENTS	Retain 6 fiscal years following rate implementation.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0776-629
TITLE	Managed Care Organization (MCO) Contracts
DESCRIPTION	Contract agreements, performance and all other reports, correspondence relating to performance, contract scope or deliverables, service payments under such contracts, policy and procedures of MCO, financial and settlement reports.
RETENTION	6 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0769-629
TITLE	Official Letters and Memoranda
DESCRIPTION	Correspondence stating policy, rules and regulations, interpretive guidelines, and the like related to any Community Supports & Services program.
RETENTION	See Comments
COMMENTS	Retain in office 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0778-629
TITLE	Parent (Family) Fee Program Manuals and Printed Materials
DESCRIPTION	Program manual, sliding fee scales, and other published program documents.
RETENTION	See Comments
COMMENTS	Retain sliding fee scales for 10 years. Retain all other program material one year beyond date superseded or no longer in effect. Transfer one copy of each to State Archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0777-629
TITLE	Parent (Family) Fee Program Participants
DESCRIPTION	Informational documents relating to eligible children, income for fee base, fee variances requests, and supporting documents.
RETENTION	6 fiscal years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0770-629
TITLE	Plans of Care, Extraordinary Funding and Home Modifications
DESCRIPTION	Documents related to MR/DD waiver, Money Follows the Person, Traumatic Brain Injury, and Technology Assisted, and other Community Supports & Services programs.
RETENTION	006 fiscal years
COMMENTS	Maintain in office one (1) year, then transfer to State Records Center for five (5) years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166

SERIES ID	0771-629
TITLE	Program Grants
DESCRIPTION	Records related to Traumatic Brain Injury Program, Money Follows the Person Program, the Systems Transformation Program, and any other Community Supports & Services program grants.
RETENTION	006 fiscal years
COMMENTS	Program manager to maintain records for 1 year following close of grant. Then transfer grant records to State Records Center for 5 years. Intra-agency contact for potentially additional related information is DBHS/Management Operations.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2013-05-21
K.A.R. NUMBER	53-2-166