Kansas Records Retention Schedules
Results of Query:
Agency Code: 039-011 (Department for Aging and Disability Services. Mental Health Services)
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starting on record 1
Agency Number: 039-011
Department for Aging and Disability Services
Mental Health Services
Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.
| SERIES ID |
0779-629 |
| TITLE |
Constituent Complaint Files |
| DESCRIPTION |
All correspondence and memoranda, case logs, and intake logs relating to complaints submitted by constituents. |
| RETENTION |
5 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221(a)(14) |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0780-629 |
| TITLE |
Customer Relations and Referral Services Program Files |
| DESCRIPTION |
Correspondence, area office plans, and other documents relating to the establishment and administration of the Customer Relations and Referral Services Program. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 fiscal years, then transfer to the State Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0781-629 |
| TITLE |
Facility Licenses |
| DESCRIPTION |
All licensing and supporting documentation for Community Mental Health Centers (CMHC), Residential Care Facilities (RCF), Psychiatric Residential Treatment Facilities (PRTF), and Private Psychiatric Hospitals (PPH). |
| RETENTION |
5 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0782-629 |
| TITLE |
Grants and Contracts - Funded |
| DESCRIPTION |
Pertinent documents relating to applications for federal, state, and private grants and their subsequent implementation. |
| RETENTION |
5 fiscal years beyond end of grant or contract period. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0783-629 |
| TITLE |
Medicaid Funded Programs |
| DESCRIPTION |
Official reports, determinations, contracts, and policies/procedures related to Medicaid funded mental health programs, including Community Based Managed Care Services, waiver exceptions for Serious Emotional Disturbances (SED), and Psychiatric Residential Treatment Facilities (PRTF). |
| RETENTION |
006 fiscal years |
| COMMENTS |
Retain for 6 fiscal years, then transfer to the State Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
K.S.A. 45-221(a) |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0785-629 |
| TITLE |
Nursing Facilities Mental Health Screens |
| DESCRIPTION |
When a Kansan seeks to access nursing facility services, the first step is to conduct a broad-based assessment or "screening" of the overall health and functioning levels to determine whether nursing facility-level of care is necessary. This initial screening process is conducted by or under the management of the Kansas Department on Aging. After that initial screening, if there is an indication that mental health services may also be needed, a second level evaluation or "screen" as to mental health and functioning levels is conducted by a Community Mental Health Center (CMHC), and SRS - because SRS licenses CMHCs and management publicly funded mental health services - becomes programmatically responsible. Based upon the results of that screening, the person may be identified for placement in one of the Nursing Facility-Mental Health (NFMH) facilities in Kansas, also licensed by SRS. Both the initial screening for NFMH services and periodic (generally annual) re-screening for those services are presented to SRS staff for review and NFMH placement approval. SRS has only a copy of the screen for service approval/program management purposes. |
| RETENTION |
6 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221(a)(3) |
| APPROVED |
2011-04-28
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-167 |
| SERIES ID |
0784-629 |
| TITLE |
Subject Files |
| DESCRIPTION |
Correspondence, notes, reports, and other documents related to SRS programs, policies, and procedures. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
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