Kansas Records Retention Schedules

Results of Query:

Agency Code: 264 (Department of Health and Environment)

Page 1 of 1 showing 318 records of 318 total, starting on record 1

Agency Number: 264-001
Department of Health and Environment
Administration

SERIES ID	0535-264
TITLE	Rules and Regulations Adoption Process Files
DESCRIPTION	Economic impact statements, public hearing records, hearing officer reports and other documentation relating to revisions of administrative regulations as required by statute.
RETENTION	See Comments
COMMENTS	Retain until published plus 3 fiscal years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-103

Agency Number: 264-001
Department of Health and Environment
Administration
Comptroller, Office of the

SERIES ID	0021-264
TITLE	Division of Environment Information Files
DESCRIPTION	Copies of various documents and notes related to the Division of the Environment finances - used for reference.
RETENTION	See Comments
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0028-264
TITLE	Federal Grant Programs Control and Reference Files
DESCRIPTION	Wide range of documents related to federal funded health and environment programs administered by KDHE: budgets, vouchers, reports, plans, correspondence, journals, ledgers, procedures, etc.
RETENTION	015 fisc yrs
COMMENTS	Earlier records from this series have been transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0030-264
TITLE	Gas and Oil Purchase in Kansas - Monthly Reports of
DESCRIPTION	Reports submitted to KDHE by initial purchasers (wholesalers) of gas and oil for the purpose of tax assessments - includes name of purchaser, date, quantity purchased, and tax assessed and paid.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0071-264
TITLE	Women, Infants, and Children Program - Subject Files
DESCRIPTION	Reference materials regarding the federal WIC (food issues) program: publications, reports, correspondence, and various financial documents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

Agency Number: 264-001
Department of Health and Environment
Administration
General Services

SERIES ID	0078-264
TITLE	Internal Program Evaluation
DESCRIPTION	Documents relating to the evaluations of various programs within the agency.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-001
Department of Health and Environment
Administration
Legal Services

SERIES ID	0177-264
TITLE	Case Files
DESCRIPTION	Documents relating to case files including: correspondence, pleadings, transcripts, pictures, attorney work papers, complaints, etc.
RETENTION	007 cldr years post closure
COMMENTS	Transfer significant cases as determined by the agency in consultation with the state archives staff to the archives. Destroy all others.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted per K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(10)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426.
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0180-264
TITLE	Desk Reference Files
DESCRIPTION	Convenience aggregations of legal reference materials.
RETENTION	Retain until no longer useful, or superseded
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0706-629
TITLE	Estate Recovery Case Files
DESCRIPTION	Correspondence, eligibility history, probate pleadings, family agreements, and related documents relating to legal action taken to recover assets from deceased medical assistance recipients' estates.
RETENTION	005 cldr yrs post closure
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b & 45-221(a)(1)(3)(14)(30)
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0176-264
TITLE	General Bureau Information Files
DESCRIPTION	Variety of documents dealing with information about specific bureaus in the department including: memoranda, letters, etc.
RETENTION	Until superseded or no longer useful
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0700-629
TITLE	Medical Subrogation Case Files
DESCRIPTION	Medical reports, police reports, accident inquiries, correspondence, and related documents relating to agency efforts to recover medical costs.
RETENTION	005 cldr yrs post closure
DISPOSITION	Destroy
RESTRICTIONS	KSA 39-709b & 45-221(a)(1)(3)(14)(30)
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

Agency Number: 264-001
Department of Health and Environment
Administration
Secretary's Office

SERIES ID	0186-264
TITLE	Federal/State Task Forces and Advocate Groups
DESCRIPTION	A variety of documents relating to the task forces on the state and federal level and the advocacy groups that have an impact on the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0188-264
TITLE	Health and Environment Case Files
DESCRIPTION	Reference copies of documents of case files. Contents include: information concerning cases, letters, attorney's notes, correspondence, etc.
RETENTION	Until Case is Closed
COMMENTS	Original Documents are held under 0177-264
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1)(2)(3)(4)(5)(6)(10)(11)(14)(20)(25)(29)(30)(47), K.S.A. 60-226, and K.S.A. 60-426.
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0190-264
TITLE	Proposed Kansas Administrative Rules and Regulations
DESCRIPTION	Documents relating to new and proposed amendments to existing regulations that govern the agency including: proposed regulations, notices, economic impact statements, hearing officer's report, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-002
Department of Health and Environment
Environment Division

SERIES ID	0654-264
TITLE	Special Projects Files
DESCRIPTION	Contain documents related to one time/ad hoc projects. May contain lab reports, correspondence, reports, and planning documents related to environmental issues within the state of Kansas.
RETENTION	020 cldr yrs
COMMENTS	Contact state archives for appraisal - if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(14)(20)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air

SERIES ID	0419-264
TITLE	Air Emissions Inventory Forms
DESCRIPTION	Completed forms listing basic information regarding industrial operations which emit particles into the air - used as input form for "Air Emissions Inventory Database System".
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0432-264
TITLE	Air Quality Assement Logs
DESCRIPTION	Registers of various section activities related to air quality assessment and enforcement: Order Logs, Complaint Logs, New Plant Logs, Oil Spill Logs, Report Notice Mailing Logs, and Source Test Logs.
RETENTION	003 cldr yrs
COMMENTS	Contact State Archives for appraisal - if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0446-264
TITLE	Asbestos Files
DESCRIPTION	Documents used to verify and justify actions concerning initial and annual renewal licensing of businesses, as well as public agencies, to engage in asbestos abatement work. Includes permits and correspondence, notification forms and project inspection documents.
RETENTION	003 Calendar Years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0448-264
TITLE	Asbestos Program Files
DESCRIPTION	Policy and procedure documents regarding administration of asbestos program includes: respiratory protection, training, certification, inspection, etc.
RETENTION	003 Calendar Years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0449-264
TITLE	Asbestos Worker Certification Files
DESCRIPTION	Documents used to verify and justify actions concerning initial and annual renewal of certification of persons as either asbestos abatement workers or supervisors.
RETENTION	003 Calendar Years
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 45-221(a)(3)
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0413-264
TITLE	Facility Files
DESCRIPTION	Variety of documents relating to facilities including: permits, inspection reports, investigations, reports to federal agencies and working files.
RETENTION	003 Calendar Years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0452-264
TITLE	Federal Asbestos Hazard Emergency Response Act Management Plans
DESCRIPTION	Asbestos management plans that are required to be submitted to the agency by public and private schools under Federal law/regulation.
RETENTION	001 cldr yr
COMMENTS	Contact State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0423-264
TITLE	Municipal Air Quality Files
DESCRIPTION	Records related to general and specific air quality issues in individual Kansas cities and/or counties includes: correspondence, publications, applications, reports, inspections, and monitoring, and related documents.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0430-264
TITLE	Open Burning Permit Files
DESCRIPTION	Documents related to requests for permits to perform open burnings, to the review of those requests, and to the enforcement of associated laws and regulations.
RETENTION	003 cldr yrs
COMMENTS	Transfer significant files as determined by the agency staff in collaboration with state archives staff. If not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0436-264
TITLE	Visible Emission Inspector Certification Records
DESCRIPTION	Documents related to the training and certification of employees for observation and identification of visible air emissions (smoke): correspondence, examination sheets, certifications, and related documents.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1998-10-13
K.A.R. NUMBER	53-2-076

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air and Radiation
Monitoring Section

SERIES ID	0417-264
TITLE	Air Emission Inventory Database System
DESCRIPTION	Computer database used to manage and reference information collected in the process of monitoring and enforcing air emission standards - information entered from "Air Emission Inventory Forms" (q.v.).
RETENTION	See Comments
COMMENTS	Retain annual backup tapes for 7 years, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	Portions per KSA 45-221(a)(1)
APPROVED	1988-10-13
K.A.R. NUMBER	53-2-076

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air and Radiation
Radiation Section

SERIES ID	0409-264
TITLE	Liaison Officer Network Files
DESCRIPTION	Documents provided to the chief of the radiation control section related to the NRC actions at Wolf Creek Nuclear Station and the "no significant impact" determinations of NRC license actions at W.C.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. This information is available at the public information centers in Burlington, Washington, Washburn University and others.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0273-264
TITLE	Low Level Radiation Waste (LLRW) Files
DESCRIPTION	Documents relating to low level radiation waste and in particular, Kansas' activities relative to the Central Interstate Low Level Radiation Waste Compact Commission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0277-264
TITLE	Transportation Files
DESCRIPTION	Documents generated by or relative to the transportation of radiation materials in Kansas.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Air and Radiation
Right to Know Section

SERIES ID	0394-264
TITLE	Master Database
DESCRIPTION	Database under design to combine information from all aspects of sections reporting (Series 302-311) and will inter-link with the U.S. Environmental Protection Agency system.
RETENTION	See Comments
COMMENTS	Retain permanently or transfer to the archives when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services

SERIES ID	0615-264
TITLE	Data Requests
DESCRIPTION	Correspondence, memos, reports, etc.. related to requests for water quality information stored on the EPA STORET computer system.
RETENTION	020 Calendar Years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0641-264
TITLE	Fish Kill Reports
DESCRIPTION	Reports regarding investigations of fish kills that are used to determine who or what was responsible for the kill and if any regulations have been violated.
RETENTION	020 cldr yrs
COMMENTS	Contact the State Archives for appraisal. If not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Data Support Section

SERIES ID	0660-264
TITLE	Fresh Water Mussels Distribution Data
DESCRIPTION	Documentation relating to the type and size of mussel samples collected at stream biological network sites to monitor toxicity levels.
RETENTION	See Comments
COMMENTS	Retain hard copy until data is transferred to the Kansas Biological System Data Base, then destroy. Retain PC database until data is transferred to the Kansas Biological System Data Base, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0616-264
TITLE	Kansas Water Data Base
DESCRIPTION	Ambient chemical water quality data gathered routinely and stored electronically to provide historical background information on water quality in Kansas.
RETENTION	See Comments
COMMENTS	Retain permanently. Data stored off-line should be refreshed periodically to ensure data integrity. All data should be migrated to new electronic information systems as needed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Public Advocate

SERIES ID	0608-264
TITLE	Pollution Prevention Award Files
DESCRIPTION	Applications and supporting documents relating to pollution prevention awards given annually to recognize private sector organizations' efforts throughout Kansas.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section

SERIES ID	0465-264
TITLE	Chemical Analysis Data Sheets
DESCRIPTION	Computerized laboratory reports on results of chemical analyses of water samples.
RETENTION	See Comments
COMMENTS	Retain until data is published in "Water Quality Data for Kansas," then destroy. This data is also input into the EPA STORET computer system.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0491-264
TITLE	Reports - Original Manuscripts
DESCRIPTION	Original manuscripts of reports and other documents published by the section regarding water quality subjects.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0494-264
TITLE	Reports - Unpublished
DESCRIPTION	Reports compiled by the section but not formally published: "Kansas River Pollution Survey," "The Kansas River and Its Tributaries," "Summary Report on Quality of Interstate Waters," etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful on a regular basis, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0662-264
TITLE	Whole Effluent Toxicity Tests
DESCRIPTION	Lab sheets, reports, and memos relating to tests performed on waste water discharge effluent samples to ensure compliance with the established permit conditions.
RETENTION	015 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section
Stream Biological Monitoring Unit

SERIES ID	0648-264
TITLE	Fish Tissue Monitoring Program Files
DESCRIPTION	Documents relating to collection and analysis of fish tissue samples to check for the presence of toxic chemicals which may not be detected through water samples.
RETENTION	See Comments
COMMENTS	Retain paper files until an AS400 database system is implemented, then destroy. Retain AS400 fish tissue monitoring data base permanently. Data stored offline should be refreshed periodically and all data should be transferred to new systems as needed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

SERIES ID	0657-264
TITLE	Kansas Biological System Data Base
DESCRIPTION	Biological water quality data gathered routinely and stored electronically to provide historical background information on water quality in Kansas.
RETENTION	See Comments
COMMENTS	Retain permanently. Data stored offline should be refreshed periodically to ensure data integrity. All data should be migrated to new electronic information systems as needed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Field Services
Technical Services Section
Stream Chemistry Monitoring Unit

SERIES ID	0681-264
TITLE	Fish Kill Data Base
DESCRIPTION	Single PC-based data base containing summary information on fish kills in Kansas: date, location, number killed, cause, etc.
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	1996-04-18
K.A.R. NUMBER	53-2-108

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Environmental Remediation

SERIES ID	1002-264
TITLE	Abandoned Mine Land Project Files
DESCRIPTION	Records related to the investigation and remediation of safety hazards posed by historic mining sites, including investigation reports, background research, and environmental and other agreements; and supporting documentation including maps, designs, specifications, analytic data, and construction and post construction inspection reports.
RETENTION	030 cldr yrs post closure
COMMENTS	Contact State Archives for appraisal, if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	NONE
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	1003-264
TITLE	Closed Storage Tank Facility Files
DESCRIPTION	Records related to historical operations of storage tank facilities that are no longer active. Records include those identifying the dates of facility operation; facility owners and operators; the number and size of the storage tanks; types of materials stored; storage tank installation, upgrade, and repair records; permanent abandonment records; compliance and inspection records; site drawings and maps; information submitted to fulfill emergency planning and community right-to-know requirements; insurance and financial responsibility records; and supporting documentation.
RETENTION	30 years after facility closure
DISPOSITION	Archive
RESTRICTIONS	KSA 45-221(a)(14)(30)(45)
APPROVED	2017-01-19
K.A.R. NUMBER	53-2-194

SERIES ID	1001-264
TITLE	Coal Mine Permits
DESCRIPTION	Records related to active coal mining, including inspection reports, permit documents, and agreements; and supporting documents including surface water and groundwater reports, analytical data, notice of violations, cessation orders, per ton fees, and other activities required under the Kansas Mine Land Conservation and Reclamation Act.
RETENTION	030 cldr yrs post closure
COMMENTS	Contact State Archives for appraisal, if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	NONE
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0462-264
TITLE	County Environmental Reference Files
DESCRIPTION	Records documenting environmental conditions at locations where a Bureau of Environmental Remediation(BER) response was not warranted. Records are kept for future reference, and include complaints referred to other agencies, regional groundwater studies, reports for environmental assessment and response actions performed without BER oversight, background information and facility inventories related to industrial sector evaluations, unregulated dump or landfill information, and other related records.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0454-264
TITLE	Environmental Site File
DESCRIPTION	Records related to the investigation and remediation of environmentally contaminated sites, including investigations reports, background research, environmental and other agreements, and supporting documentation including: maps, superfund material, monitoring records, and analytic data.
RETENTION	030 Calendar Years after site closure
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0461-264
TITLE	Federally Funded Program Files
DESCRIPTION	All records related to work performed under a federal grant or cooperative agreement. Does not include records scheduled under Environmental Site Files.
RETENTION	010 cldr years
COMMENTS	Maintain all financial and programmatic records, supporting documents, statistical records, and other records related to work performed under the grant or agreement for a minimum of 10 years following the submission of the final expenditure report, or for awards that are renewed quarterly or annually, from the date of the submission o the quarterly or annual financial report. If any litigation, claim, negotiation, audit, cost recovery, or other action has been initiated, the records must be retained until completion of such action and resolution of all issues which arise from it or until the end of the regular 10 year period, whichever is later.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221 (a)(1); 42 USCA 9601 et Sec. 113(k)(1)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0456-264
TITLE	Leaking Tank Files
DESCRIPTION	Records related to the investigation and remediation of environmental contaminated tank sites. These may include: investigation reports, background research, environmental and other agreements, and supporting documentation.
RETENTION	030 Calendar years after closure
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0460-264
TITLE	Spill Reports
DESCRIPTION	Documents relating to reports of spills that contaminate the soil or water.
RETENTION	030 calender years after remediation
COMMENTS	Environmentally significant spills generate Site Files (0454-264). Contact archives for appraisal, materials not accepted should then be destroyed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-084

SERIES ID	0810-264
TITLE	Storage Tank Compliance Files
DESCRIPTION	Records documenting a facility's routine procedures such as leak detection, inventory control, tightness testing, monitoring, and other activities required to prevent product releases into the environment as required by the Underground Storage Tank Act.
RETENTION	031 cldr years
COMMENTS	Records are scanned for convenience, but the paper copy remains the record copy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 65-34, 108 (d); KSA 45-221 (a)(1)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Radiation

SERIES ID	0624-264
TITLE	Central Interstate Compact (CIC) Low-Level Radioactive Waste Program Files
DESCRIPTION	Correspondence, reports, newsclippings, and other documents relating generally to the compact formed by Kansas, Nebraska, Oklahoma, Arkansas, and Louisiana to manage and dispose of the five states' low-level radioactive waste.
RETENTION	Until Compact Superseded
COMMENTS	Contact the State Archives for appraisal. If not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0391-264
TITLE	County Emergency Planning Committee Files
DESCRIPTION	Documents concerning Emergency Planning Committees including lists of members, correspondence, proceedings, and other supporting materials.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0392-264
TITLE	Hazardous Substance Facilities Reporting Files
DESCRIPTION	Documents resulting from the required reporting of the production, use, or storage of hazardous substances by industrial or commercial facilities under Federal statute.
RETENTION	010 cldr yrs
COMMENTS	Includes reports required by Sections 302, 304, 311, 312, and 313 of the Superfund Amendments and Reauthorization Acts of 1986, Title III. See also "Material Safety Data Sheets." Contact State Archives for appraisal - if not accepted, then destroy
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0272-264
TITLE	Incident Investigation Files
DESCRIPTION	Documents relating to investigations of accidents, incidents, or complaints involving radioactive materials or radiation conducted by Radiation Program staff.
RETENTION	010 cldr yrs post closure
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0412-264
TITLE	Small Hospital X-Ray Equipment Survey
DESCRIPTION	Survey questions and answers used to determine the methods used by small hospitals in operating the x-ray equipment.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0275-264
TITLE	Staff Health and Safety Files
DESCRIPTION	Documents relating to the occupational safety and health of Radiation Program staff.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-04-19 ; Revised 2015-06-09
K.A.R. NUMBER	53-2-084

SERIES ID	0276-264
TITLE	Training Files
DESCRIPTION	Documents relating to the radiation program training activities and staff training.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-04-19 ; Revised 2015-06-09
K.A.R. NUMBER	53-2-084

SERIES ID	0416-264
TITLE	X-Ray Registration and Inspection Files
DESCRIPTION	Documents relating to the registration files and the inspection reports for all possessors and users of x-ray or ionizing radiation producing devices.
RETENTION	010 cldr yrs after disposal of device
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Waste Management

SERIES ID	0577-264
TITLE	Hazardous Waste Generator Files
DESCRIPTION	Correspondence, generator and inspection reports, and other documents relating to efforts to monitor generators of hazardous waste (ex: refinery) to ensure compliance with federal and state statutes and regulations.
RETENTION	010 cldr yrs
COMMENTS	Purge materials other than reports. Transfer reports to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0580-264
TITLE	Hazardous Waste Resource Conservation and Recovery Act (RCRA) Groundwater Files
DESCRIPTION	Documents relating to monitoring of hazardous waste facility groundwater during operations and for 30 yrs after closure as required by RCRA Title C: Sampling and analysis plan, reports, etc.
RETENTION	030 Calendar Years after closure
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0579-264
TITLE	Hazardous Waste Statistical Data
DESCRIPTION	Data submitted annually by facilities generating, treating, storing, and/or disposing of hazardous waste that summarize the quantity, chemical composition, type, and methods of managing the waste.
RETENTION	007 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0588-264
TITLE	Household Hazardous Waste Files
DESCRIPTION	Permits, correspondence, reports, and other documents relating to the monitoring of household hazardous waste disposal programs and facilities to ensure compliance with state statutes and regulations.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-104

SERIES ID	0596-264
TITLE	Mausoleum Creation Permits
DESCRIPTION	Permit applications, permits, correspondence, and other documents relating to the issuance of permits for the construction of mausoleums or vaults to ensure that the structure will be sound and maintain the sanitation of surrounding environment.
RETENTION	010 cldr yrs
COMMENTS	Purge files of transactional material. Transfer remaining file to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0584-264
TITLE	Solid Waste Facility Permits
DESCRIPTION	Permit applications, correspondence, inspection reports, and other documents relating to efforts to monitor solid waste activities to ensure compliance with state statutes (65-3407 and 65-3410) and regulations.
RETENTION	030 Calendar Years after closure
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0581-264
TITLE	Solid Waste Resource Conservation and Recovery Act (RCRA) Groundwater Files
DESCRIPTION	Documents relating to monitoring of solid waste facility groundwater during operations and after closure as required by RCRA Title D: Sampling and analysis plan, reports, and related records.
RETENTION	030 Calendar Years after closure
COMMENTS	.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0578-264
TITLE	Treatment, Storage, and Disposal Facility Files
DESCRIPTION	Permits, correspondence, and other documents relating to the monitoring of facilities involved in hazardous waste treatment, storage, and disposal.
RETENTION	005 Calendar years after notification of closure
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0597-264
TITLE	Waste Collection Truck Tipping Fee Files
DESCRIPTION	Documents relating to the administration and collection of tipping fees assessed on each ton of solid waste disposed of at any solid waste disposal area.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0585-264
TITLE	Waste Tire Files
DESCRIPTION	Permits, correspondence, reports, and other documents relating to the monitoring of waste tire processing and collection facilities to ensure compliance with tire disposal and reclamation regulations.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Waste Management
Solid Waste Section

SERIES ID	0595-264
TITLE	Disposal Authorization Files
DESCRIPTION	Documents relating to requests submitted by individuals and firms seeking authorization to dispose of solid waste in a landfill.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13 ; Revised 2015-05-04
K.A.R. NUMBER	53-2-104

SERIES ID	0598-264
TITLE	Landfill Database
DESCRIPTION	Electronic database (Lotus Notes) containing summary information on each solid waste facility: name, address, landfill type, landfill status, permit issue date, permit expire date, tipping fee data.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water

SERIES ID	0811-264
TITLE	503 Sludge Reports
DESCRIPTION	Reports submitted by Municipal and Industrial Wastewater Treatment facilities including laboratory results covering the disposal of sludge waste.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16 ; Revised 2015-04-20
K.A.R. NUMBER	53-2-185

SERIES ID	0601-264
TITLE	Agricultural Waste Facilities Files
DESCRIPTION	Plan sheets, correspondence, registration applications, reports, and other documents related to issuing permits and regulating waste water produced by animal feed lot facilities.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221 (a)(1); KSA 65-170g, KAR 28-46-23, 40 CFR 122.7 40 CFR 123.25
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0568-264
TITLE	Annual Priority List - EPA Construction Grants and State Revolving Fund Loans
DESCRIPTION	Annual report prepared to inform the public of the priorities established for the allocation of EPA construction grants and state revolving fund loans for wastewater facility construction.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0689-264
TITLE	Aquatic Macro-Invertebrate Sample Identification Sheets
DESCRIPTION	Records of the contents of water samples taken from sampling stations as regards aquatic organisms according to laboratory analysis.
RETENTION	020 cldr yrs
COMMENTS	This data is available in the Water Quality Data for Kansas report and the EPA's STORET system.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0690-264
TITLE	Arkansas River Corridor Assessment Project Records
DESCRIPTION	Documents containing chemical, biological, and hydrological information on the Arkansas River and used to prepare a comprehensive analysis of the river's water quality.
RETENTION	020 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0691-264
TITLE	Bio-Screening Program Records
DESCRIPTION	Documents regarding the screening, analysis, and impact assessment of municipal and industrial waste water on aquatic life: correspondence, reports, notes, and related records.
RETENTION	020 Calendar Years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0005-264
TITLE	Bond Fund Accounts Audit Reports
DESCRIPTION	Audit reports related to municipal sewer construction revenue bonds held by the agency.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0634-264
TITLE	Chlorophyll A Analysis Sheets
DESCRIPTION	Chemical analysis data relating to tests for chlorophyll A in lakes and wetlands that is used to monitor levels and ensure compliance with water quality standards.
RETENTION	020 cldr yrs
COMMENTS	Data is found in the EPA's STORET system and the Kansas University's Kansas Water Database.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0466-264
TITLE	Chlorophyll Test Results
DESCRIPTION	Worksheets used to plot results of tests for chlorophyll content in water samples.
RETENTION	005 cldr yrs
COMMENTS	Some of this information can also be found in the EPA's STORET system.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0468-264
TITLE	Clean Lakes Restoration Priority Data Sheets
DESCRIPTION	Surveys of physical features of lakes including general topography, drainage, ownership and other legal issues, water use, and miscellaneous information.
RETENTION	020 cldr yrs
COMMENTS	Contact State Archives for appraisal, if not accepted then destroyed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0514-264
TITLE	Consulting Engineers' Reports
DESCRIPTION	Reports submitted by consulting engineers to the department on behalf of water treatment plants prior to major changes in the treatment process that provide a historical summary of plant operations.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0511-264
TITLE	County Sanitation Files
DESCRIPTION	Correspondence, lab reports, and other documents relating to domestic sewer and water issues maintained to ensure that private property owners comply with water supply and sanitation regulations.
RETENTION	005 cldr yrs
COMMENTS	a.k.a. "4.0 Files"
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0566-264
TITLE	County Wide Plan Files
DESCRIPTION	Copies of plans, correspondence, and other documents concerning long range plans prepared by counties to guide the development of water and wastewater treatment facilities.
RETENTION	Until Plan is Superseded
COMMENTS	Contact State Archives for appraisal, if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0650-264
TITLE	Data Analysis Records
DESCRIPTION	Documents that represent efforts to analyze, interpret, and give greater meaning to Kansas Biological System data to facilitate preparation of program development reports.
RETENTION	Published in final report
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0268-264
TITLE	Drinking Water Program Files
DESCRIPTION	Documents relating to the radiation portion of the state drinking water program.
RETENTION	Until Superseded
COMMENTS	Contact the State Archives for appraisal. If not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0697-264
TITLE	Farmstead Well Water Quality Study Records
DESCRIPTION	Documents regarding the study of private farmstead well water quality: correspondence, reports, notes, data sheets, lab reports, and related records.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0651-264
TITLE	Fish Consumption Advisory Files
DESCRIPTION	Documents relating to fish filet samples taken to assess the human health risks of eating fish from certain sites in Kansas and to the issuance of fish consumption advisories when necessary.
RETENTION	020 cldr yrs
COMMENTS	Contact the State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0477-264
TITLE	Fish Tissue Advisory Files
DESCRIPTION	Records related to development of health advisory notices for issuance to the public concerning the consumption of fish: correspondence, press releases, maps, data sheets, reports, and related records.
RETENTION	020 cldr yrs
COMMENTS	Contact the State Archives for appraisal - if not accepted, then destory.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0649-264
TITLE	Fish Tissue Monitoring Program Administrative Files
DESCRIPTION	Copies of EPA fish program work plans, analytical data reports, work plan correspondence, etc. relating to the administration of the fish monitoring program.
RETENTION	020 cldr yrs
COMMENTS	Contact state archives for appraisal, if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0479-264
TITLE	Geographic Information Database System
DESCRIPTION	Computerized mapping system used to provide geographic information for water quality assessment operations.
RETENTION	010 cldr years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0698-264
TITLE	Groundwater Nitrate Problem Files
DESCRIPTION	Documents related to the administration of studies to assess nitrate contents of drinking water sources: correspondence, reports, publications, lab analyses, and related records.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0480-264
TITLE	Groundwater Quality Monitoring Network Data Files
DESCRIPTION	Records related to the monitoring of groundwater quality at sampling sites: results of lab analyses, field measurement notes, sample collection notes.
RETENTION	020 cldr yrs
COMMENTS	Some information is also found in the EPA's STORET system.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0644-264
TITLE	Groundwater Quality Monitoring Network Files
DESCRIPTION	Field notes, lab submission forms, map of site, etc. relating to well sites that are monitored every other year to ensure compliance with groundwater quality standards.
RETENTION	020 cldr yrs
COMMENTS	Some data is also found in EPA's STORET system and Kansas University's Kansas Water Database.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0812-264
TITLE	Hydrostatic Test Discharge General Permits
DESCRIPTION	Applications, Maps, Permits, Laboratory Data, Correspondence, etc. related to the Hydrostatic testing of new and existing underground pipeline and storage tanks and discharge of test water.
RETENTION	010 cldr yrs from closure of project
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	1004-264
TITLE	Incomplete General Permit Applications
DESCRIPTION	Incomplete applications and related documents for any National Pollutant Discharge Elimination System (NPDES) general permit for which there has been no activity within the last year.
RETENTION	1 calendar year after expiration of master general permit
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

SERIES ID	0813-264
TITLE	Industrial Stormwater Construction files
DESCRIPTION	Engineering Plans, permits, data, correspondence, etc. related to industrial stromwater construction permits.
RETENTION	010 cldr yrs from closure of project
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0700-264
TITLE	Intensive Water Quality Survey Records
DESCRIPTION	Documents related to intensive surveys of specific water sources not normally monitored on a regular basis: correspondence, interim reports, field data sheets, notes, final reports, and related records.
RETENTION	020 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0622-264
TITLE	Kansas Water Quality Assessment Report (305(b) Report) Files
DESCRIPTION	Report submitted to the U.S. Environmental Protection Agency every two years summarizing water quality in Kansas and the state's efforts to monitor and regulate water quality. Includes data and other supporting information used in preparing the report.
RETENTION	020 Calendar Years
COMMENTS	Send final report to archives, all other material may be destroyed.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0705-264
TITLE	Laboratory Sample Log Sheets
DESCRIPTION	Record of water samples submitted to the laboratory for analysis - used to track progress of sample.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0633-264
TITLE	Lake and Wetland Water Quality Monitoring Program Files
DESCRIPTION	Field forms, notes, and other documents related to data gathered by KDHE employees on routine lake and wetland water samples which are analyzed to ensure compliance with standards.
RETENTION	020 cldr yrs
COMMENTS	Data is transferred to EPA's STORET system and Kansas University's Kansas Water Database.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0706-264
TITLE	Lake Drinking Water Supply Quality Study Records
DESCRIPTION	Records related to the study of the quality of drinking water supplied from multiple-use lakes: correspondence, reports, data, notes, drafts, and reference materials.
RETENTION	020 cldr yrs
COMMENTS	Contact state archives for appraisal, if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0484-264
TITLE	Lake Water Quality Data Files
DESCRIPTION	Records regarding water quality for various lakes in Kansas: correspondence, data sheets, reports, publications, notes, maps, and related records
RETENTION	020 cldr yrs
COMMENTS	Much of this information is also found in the EPA's STORET system.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0544-264
TITLE	Local Nonpoint Source Management Plans
DESCRIPTION	County conservation plans submitted for technical assistance and review to ensure consistency with the state nonpoint source management plan.
RETENTION	004 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0661-264
TITLE	National Pollutant Discharge Elimination System (NPDES) Review Files
DESCRIPTION	Results of chemical analyses of waste water discharges conducted to ensure compliance with the established permit conditions.
RETENTION	010 cldr years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-108

SERIES ID	0709-264
TITLE	Netbug Computer Reports
DESCRIPTION	Information from "Aquatic Macro-Invertebrate Sample Identification Sheets" in computer report format: site information, date of sample, taxonomy of present organisms, count, and method of sampling.
RETENTION	020 cldr yrs
COMMENTS	Data may also be found in the EPA's STORET system.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0710-264
TITLE	Pesticide Analysis Sheets
DESCRIPTION	Reports received from departmental laboratory on analysis of water samples in regard to their pesticides content.
RETENTION	020 cldr yrs
COMMENTS	This data is also found in the EPA's STORET computer system.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0711-264
TITLE	Pesticide Records- Interagency with Department of Agriculture
DESCRIPTION	Documents concerning inter-action between the section and the Board of Agriculture in regards to pesticides and water quality: correspondence, notes, proposed memoranda of agreement, and related records.
RETENTION	020 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0507-264
TITLE	Public Water Supply - Facility Plans, Drawings, and Specifications
DESCRIPTION	Plans, drawings, and specifications relating to public water supply facilities submitted to the Bureau of Water for approval to ensure that facilities are constructed in accordance with standards.
RETENTION	005 cldr yrs
COMMENTS	Supersedes general schedule retention requirements for "Architectural Plans, Drawings, Maps, and Specifications -0007-000"
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0493-264
TITLE	Reports - Lake Water Quality
DESCRIPTION	Summary reports regarding lake water quality compiled from water sampling and laboratory analyses.
RETENTION	020 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0713-264
TITLE	Rural Clean Water Project Files
DESCRIPTION	Documents concerning the administration the Rural Clean Water Project: correspondence, reports, notes, maps, computer reports, site inventories, and related records.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-04-14
K.A.R. NUMBER	53-2-074

SERIES ID	0497-264
TITLE	Sample Station Water Year Data Files (Ambient Water)
DESCRIPTION	Computerized laboratory reports containing results of the analysis of water samples taken monthly from sampling stations: chemical, biological, and radiological data.
RETENTION	020 cldr yrs
COMMENTS	Some data is input into the EPA STORET computer system.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0498-264
TITLE	Sampling Run Planning Documents
DESCRIPTION	Materials used to plan water sample "runs." Includes sample site information, sampling requirements, personnel, equipment, and other documents. Maintained for both lake and stream sampling programs.
RETENTION	005 cldr yrs
COMMENTS	Destroy duplicate/convenience copies yearly, but retain master records for 5 calendar years, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0545-264
TITLE	State Nonpoint Source Management Plan Files
DESCRIPTION	Documents relating to the development and implementation of the state's plan to control nonpoint source pollution.
RETENTION	Until Plan is Superseded
COMMENTS	Contact State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0655-264
TITLE	Stream Biological Monitoring Files
DESCRIPTION	Field collection, sample identification, and habitat development forms relating to water samples collected at network sites visited annually to monitor compliance with water quality standards.
RETENTION	020 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0642-264
TITLE	Stream Chemistry Monitoring Program Records
DESCRIPTION	Field forms, notes, and other documents related to data gathered on routine stream water samples which are analyzed to ensure compliance with water quality standards.
RETENTION	020 cldr yrs
COMMENTS	Some data is found in EPA's STORET system and Kansas University's Kansas Water Database.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0499-264
TITLE	Stream Flow Rating Curve Charts
DESCRIPTION	Charts supplied by the Kansas Geologic Survey which plot the flow of streams by "gauge height" and "discharge."
RETENTION	020 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0501-264
TITLE	Surface Water Quality Standards Records
DESCRIPTION	Documents concerning the development and modification of water quality standards for the state: correspondence, reports, drafts, notes, hearing rosters, agendas, minutes, and reference materials.
RETENTION	025 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0637-264
TITLE	Survey Forms - Lakes
DESCRIPTION	Data gathered on the physical features of lakes including water quality, general topography, drainage, ownership and other legal issues, water use, and miscellaneous information.
RETENTION	020 Cldr years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-108

SERIES ID	0635-264
TITLE	Taste and Odor Algae Bloom Program Files
DESCRIPTION	Records relating to the short term investigations of algae bloom incidents on Kansas lakes.
RETENTION	020 Cldr yrs
COMMENTS	Contact state archives for appraisal, if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0716-264
TITLE	U.S. Army Corps of Engineers 404 Permit Applications
DESCRIPTION	Applications by individuals and organizations for permission to engage in construction on waterways and lakes in Kansas, and the evaluation and approval/disapproval thereof per federal program.
RETENTION	005 cldr yrs
COMMENTS	See also "Construction Notices" for records related to construction following permit approval. Contact State Archives staff for appraisal - if not accepted, then destroy.
DISPOSITION	See COmments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0719-264
TITLE	Wastewater Effluent Monitoring Reports for Municipal, Commercial, Federal & Municipal Wastewater Treatment Facilities
DESCRIPTION	Reports prepared by the owner of the wastewater treatment facility monitoring the discharge levels and required parameters.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16 ; Revised 2015-06-12
K.A.R. NUMBER	53-2-185

SERIES ID	0694-264
TITLE	Waterfront Construction Files
DESCRIPTION	Records regarding review for approval of planned construction projects on waterfronts: correspondence, applications, public notices, and maps.
RETENTION	004 cldr yrs
COMMENTS	See also "U.S. Army Corps of Engineers 404 Permit Program Records" for applications for permit construction. Disposition - Contact State Archives for appraisal - if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0542-264
TITLE	Water Quality Certification Files
DESCRIPTION	Documents relating to the review and certification of projects which alter water courses to ensure that water quality standards are not compromised as required by state and federal statutes.
RETENTION	008 fisc yrs
COMMENTS	Contact State Archives for appraisal - if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0505-264
TITLE	Water Quality Field Sample Sheets
DESCRIPTION	Records used to identify water sample containers, environmental conditions at time of sample, and field test results for acidity of water.
RETENTION	020 cldr yrs
COMMENTS	Some data is also input into the EPA STORET computer system.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0652-264
TITLE	Water Quality Standards Files
DESCRIPTION	Technical criteria development documents, interdepartmental reviews, public meeting and hearing materials, revisions, and other documents relating to establishment of water quality standards.
RETENTION	2 Permit Cycles
COMMENTS	A permit cycle runs 005 cldr years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0712-264
TITLE	Water Quality Standards Task Force Files
DESCRIPTION	Notes, minutes, drafts, reports, and other miscellaneous documents regarding activities of the task force to review state water quality standards.
RETENTION	010 cldr yrs
COMMENTS	Agency will purge duplicative materials such as draft copies before transfer.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0543-264
TITLE	Watershed Demonstration Project Files
DESCRIPTION	Correspondence, final report, work plans, budgets, etc. relating to projects established in cooperation with local sponsors to demonstrate the implementation of nonpoint source pollution controls.
RETENTION	005 fisc yrs
COMMENTS	Contact State Archives for appraisal - if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-07-16
K.A.R. NUMBER	53-2-187

SERIES ID	0628-264
TITLE	Watershed Land Use Delineation Maps
DESCRIPTION	Annotated USGS topographical maps containing color coded land use data on watersheds which are part of the monitoring network.
RETENTION	020 Cldr years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0603-264
TITLE	Water Well Reports
DESCRIPTION	Reports submitted by applicants for all wells constructed, which is required to ensure compliance with health and safety regulations.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Geology Section

SERIES ID	0605-264
TITLE	Salt Solution Mining Files
DESCRIPTION	Inspection reports, applications, correspondence, etc. related to salt mining companies that produce salt by injecting water into the ground forcing the brine water to the surface.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0604-264
TITLE	Underground Hydrocarbon Storage files
DESCRIPTION	Base maps, annual reports, applications, permits, inspection reports, etc. related to the regulation and monitoring of companies storing liquid petroleum gas in underground storage wells.
RETENTION	010 cldr yrs after facility closure
COMMENTS	Retain in office 10 years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0602-264
TITLE	Underground Injection Control Correspondence files
DESCRIPTION	Permits, monthly monitoring reports, applications, correspondence, and mechanical integrity test files relating to underground injection disposal wells maintained to ensure compliance with standards.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1)(14), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0600-264
TITLE	Underground Injection Control Files - Well Logs
DESCRIPTION	Logs submitted by industries used to monitor underground injection waste disposal wells to ensure the activity and structural integrity of the wells are in compliance with standards.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Archives
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Industrial Programs Section

SERIES ID	0599-264
TITLE	Industrial and Pretreatment Wastewater Facilities Files
DESCRIPTION	Industrial and Pretreatment Wastewater Facilities Files, including permits, engineering reports, correspondence, and related records.
RETENTION	020 cldr yrs after facility is no longer active
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 22.7 40 CFR 123.25
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Municipal Programs Section

SERIES ID	0565-264
TITLE	Municipal and Commercial Wastewater Facilities Design Reviews - Engineer Reports
DESCRIPTION	Engineer reports relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards.
RETENTION	See Comments
COMMENTS	Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0563-264
TITLE	Municipal and Commercial Wastewater Facilities Design Reviews - Plans/Drawings
DESCRIPTION	Plans and drawings relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards.
RETENTION	See Comments
COMMENTS	Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0564-264
TITLE	Municipal and Commercial Wastewater Facilities Design Reviews - Specifications
DESCRIPTION	Specifications relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards.
RETENTION	See Comments
COMMENTS	Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0561-264
TITLE	Municipal and Commercial Wastewater Facilities Permit Files
DESCRIPTION	Correspondence, engineer reports, permits and other documents pertaining to the monitoring of municipal and commercial wastewater facilities to ensure adherence to state and federal regulations. Also known as 2.0 Files.
RETENTION	010 cldr yrs after facility closure
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0567-264
TITLE	State Revolving Fund Loan Files - Wastewater
DESCRIPTION	Application, correspondence, and financial records relating to the administration of a program through which the state provides 20 year loans to cities to fund the construction of wastewater facilities.
RETENTION	025 cldr yrs after loan effective date
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Public Water Supply Section

SERIES ID	0508-264
TITLE	Engineer Reports
DESCRIPTION	Narrative reports prepared by Bureau of Water field engineers relating to public water supply facilities' structural integrity, water quality, etc. used to monitor compliance with regulations. Also known as Orange Files.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0725-264
TITLE	Lead and Copper Compliance Files
DESCRIPTION	Correspondence and reports relating to lead and copper water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0724-264
TITLE	Phase II/V Compliance Files
DESCRIPTION	Correspondence and reports relating to IOC, SOC and VOC organic chemical water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0506-264
TITLE	Public Water Supply Files
DESCRIPTION	Correspondence, reports, fines/orders, public notices, and other documents pertaining to testing and monitoring public water supply facilities to ensure adherence to state and federal regulations. Applies to all documents pertaining to public water supply activities except those documents pertaining to the Kansas Public Water Supply Revolving Loan Program (KPWSLF) for drinking water. Also known as 1.0 Files or Green Files.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0726-264
TITLE	Public Water Supply Loan Fund Files
DESCRIPTION	Application, correspondence, & accounting records relating to a funding program sponsored by the Department of Health and Environment which loans money to cities for public water supply programs.
RETENTION	002 fisc yrs post repayment
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0723-264
TITLE	Surface Water Treatment Compliance Files
DESCRIPTION	Correspondence and monthly reports submitted by surface water supply facilities used to monitor compliance with federal and state requirements on turbidity, disinfections and contact time levels.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0510-264
TITLE	Water Analysis Files
DESCRIPTION	Reports of results of pesticide, radiological, inorganic chemical, and organic chemical water analysis tests used to monitor compliance with public water supply contaminant regulations. Also known as 1.1 Files or Blue Files.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-04-16
K.A.R. NUMBER	53-2-185

SERIES ID	0509-264
TITLE	Water Analysis Files - Bacteriological
DESCRIPTION	Reports of results of water analysis tests showing the quantity and type of bacteria found in public water supplies used to monitor compliance with state and federal regulations.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1993-10-07
K.A.R. NUMBER	53-2-098

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Technical Services Section

SERIES ID	0516-264
TITLE	Water and Wastewater Operator Certification Exam Applications
DESCRIPTION	Applications submitted by individuals seeking to take the certification exam that is administered to ensure that water and wastewater treatment facilities are staffed with qualified operators.
RETENTION	See Comments
COMMENTS	Retain hard copy in office 2 calendar years, transfer to the records center for 3 calendar years, then destroy. Retain electronic database until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	1994-04-14
K.A.R. NUMBER	53-2-100

Agency Number: 264-002
Department of Health and Environment
Environment Division
Director's Office

SERIES ID	0673-264
TITLE	Quality Management Plan Files
DESCRIPTION	Documents used to prepare the division's quality management plan that establishes written quality assurance goals and standard operating procedures for each of the division's programs.
RETENTION	See Comments
COMMENTS	Retain working documents until incorporated into Quality Management Plan, then destroy. Retain Quality Management Plan until superseded, then transfer one copy to the archives, destroy the remainder.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1996-04-18
K.A.R. NUMBER	53-2-108

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Child Care & Health Facilities
Child Care Licensing

SERIES ID	0745-264
TITLE	Foster Care Licensing Files
DESCRIPTION	Application and supporting documentation relating to the licensing process for individuals, group boarding homes, associations, detention centers, etc. applying to provide residential care for a child or children.
RETENTION	See Comments
COMMENTS	Retain until facility is closed, transfer to the Records Center and retain for six years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-507(b)
APPROVED	2010-10-28
K.A.R. NUMBER	53-2-165

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Community Health Systems

SERIES ID	0269-264
TITLE	Emergency Preparedness Files
DESCRIPTION	Documents generated by or relative to the department's radiological emergency preparedness and response plan.
RETENTION	Until Plan is Superseded
COMMENTS	Contact the State Archives for appraisal. If not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0270-264
TITLE	Environmental Surveillance program Files
DESCRIPTION	Documents generated by or relative to the department's radiation environmental surveillance programs that are compiled into an annual report that is available on the bureau website.
RETENTION	001 cldr year after publication
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0410-264
TITLE	Radioactive Materials License Files
DESCRIPTION	Documents relating to the radioactive material license applications, approval/denial forms, inspection reports, and compliance records.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5701 et seq
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0274-264
TITLE	Radon Activity Files
DESCRIPTION	Documents arranged by site location that are generated by or relative to the agency's radon activities including: correspondence, guidance, survey results, investigation reports, and related documents.
RETENTION	010 cldr years
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health

SERIES ID	0266-264
TITLE	Administration Files
DESCRIPTION	Variety of documents relating to the section chief's desk file and the daily operation of the bureau including: travel vouchers, fiscal information, etc.
RETENTION	See Comments
COMMENTS	Retain according to general schedule (KAR 53-3-1) under appropriate headings, the remainder transfer to the archives for purging.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0267-264
TITLE	CPCS & Administrative Officer Reference Files
DESCRIPTION	Documents used for reference purposes including: unfiled reference/miscellaneous material relating to the FDA and CPSC, recall effectiveness checks, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0750-264
TITLE	Elevated Blood Lead Levels Case Management Files - Children
DESCRIPTION	Correspondence, environmental reports, lab results, and other documents relating to the identification, monitoring and medical management of children with elevated blood lead levels.
RETENTION	001 cldr yr post age 17
COMMENTS	Contact State Archives for appraisal - if not accepted then destroy
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0782-264
TITLE	Environmental Lead Levels
DESCRIPTION	Record of environmental lead levels in soils using Housing and Urban Development (HUD) protocol or composites.
RETENTION	005 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0271-264
TITLE	Food and Lodging Business Licensing Files
DESCRIPTION	Documents relating to the inspection and licensing of fFood service and lodging establishments including: routine correspondence, copies of licenses, inspection forms, etc.
RETENTION	See Comments
COMMENTS	Retain until license has become inactive, plus 1 calendar year, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0240-264
TITLE	Health Planning & Statewide Health Coordinating Council Files
DESCRIPTION	Documents pertaining to health planning and Statewide Health Coordinating Council including: reports, correspondence, and miscellaneous information.
RETENTION	Until Superseded
COMMENTS	Contact State Archives for appraisal - if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0224-264
TITLE	Medical Care Facilities Files
DESCRIPTION	Survey reports, correspondence, and related documents relating to the medical care facilities inspections conducted by the agency to ensure compliance with state and federal requirements.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-10-07
K.A.R. NUMBER	53-2-121

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Food Protection and Consumer Safety Program

SERIES ID	0758-264
TITLE	Bad Checks Files
DESCRIPTION	Records relating to insufficient funds checks returned to the bureau for collection efforts.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0760-264
TITLE	Consumer Product Safety Commission (CPSC)
DESCRIPTION	Records relating to a contractual agreement with the CPSC to inspect selected businesses to ensure compliance with health standards.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0757-264
TITLE	Department of Education Summer Education Inspection Contracts
DESCRIPTION	Records relating to a contractual agreement with the Department of Education to inspect summer programs that provide meals to ensure compliance with health standards.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0753-264
TITLE	Revenue Files
DESCRIPTION	Documents relating to the monitoring of annual fees and fines paid to the bureau.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention

SERIES ID	0752-264
TITLE	Annual Extracts of Children's Blood Lead Level Test Results
DESCRIPTION	Computer report compiled by the bureau and submitted to the Centers for Disease Control extracting the total number of blood level test results for children.
RETENTION	See Comments
COMMENTS	Retain paper copy for prior 12 months, then shred. The CDC maintains the electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Healthy Homes

SERIES ID	0769-264
TITLE	In-Home Healthy Homes Survey
DESCRIPTION	Overall assessment of home health risks--not restricted to lead--used to gather info only to ultimately report to the EPA and also to assist families involved.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(24)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0770-264
TITLE	Pre-Inspection Healthy Homes Survey
DESCRIPTION	Overall assessment of home health risks--not restricted to lead--used to gather info only to ultimately report to the EPA and also to assist families involved.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(24)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0771-264
TITLE	Residential Mold Inquiries Assistance
DESCRIPTION	A log including any residential mold information assistance.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Licensing

SERIES ID	0772-264
TITLE	Accredited Training Course Provider Application Files
DESCRIPTION	Documents required to offer certified training for lead-based paint activities including a copy of the application, course materials, instructors' and training managers' qualifications, proof of payment and any renewal documents.
RETENTION	005 cldr yrs
COMMENTS	Retain electronic format only as useful. Providers retain any lists of classes, tests, rosters, quality control plan, and curriculum as per KAR 28-72-4(2)(10).
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0773-264
TITLE	Accredited Training Course Provider Re-Application
DESCRIPTION	Documents of renewal required to offer certified training for lead-based paint activities including a copy of the application, course materials, any changes to the training facility, equipment, or course materials since the last application, and proof of payment.
RETENTION	See comments
COMMENTS	Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(9)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0774-264
TITLE	Kansas Lead-Based Paint Directory
DESCRIPTION	A list of KDHE approved Lead Activity Firms, Risk Assessors, Lead Inspectors, Lead Abatement Supervisors, and Accredited Training Providers for the state of Kansas.
RETENTION	See comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0775-264
TITLE	Lead Abatement Project Notification Files
DESCRIPTION	Documents required to begin a lead abatement project including a copy of the application, an occupational protection plan, and proof of payment.
RETENTION	003 cldr yrs
COMMENTS	Retain electronic format only as useful. Firms retain any reports as per KAR 28-72-21.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0776-264
TITLE	Lead Activity Firm Application Files
DESCRIPTION	Documents required to license an entity prior to conducting lead-based paint activities such as abatement, lead inspections, risk assessments, or project designs. It includes a copy of the application, proof of payment, a list of all KDHE certified employees, copy of current licenses, copy of registration with the Kansas Secretary of State, and any renewal documents.
RETENTION	003 cldr yrs
COMMENTS	Retain electronic format only as useful. Firms retain record copy of some materials as per KAR 28-72-21.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552a
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0777-264
TITLE	Lead Activity Firm Renewal Application
DESCRIPTION	Documents of renewal required to license an entity prior to conducting lead-based paint activities such as abatement, lead inspections, risk assessments, or project designs. It includes a copy of the application, proof of payment, a list of all KDHE certified employees, copy of current licenses, and a copy of registration with the Kansas Secretary of State.
RETENTION	See comments
COMMENTS	Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. Firms retain record copy of some materials as per KAR 28-72-21.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0778-264
TITLE	Lead Occupation Certificate Application/Reciprocity Application Combined Files
DESCRIPTION	Documents required to conduct lead-based paint activities in Kansas including the application forms, proof of payment, copy of training diploma from accredited training, any other state or EPA certification, third party exam results, and any renewal documents.
RETENTION	003 cldr yrs
COMMENTS	Retain electronic format only as useful. Individuals retain any reports as per KAR 28-72-21.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552a; KSA 45-221(a)(9)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0779-264
TITLE	Lead Occupation Certificate Renewal Application
DESCRIPTION	Documents of renewal required to conduct lead-based paint activities in Kansas including the application forms, proof of payment, refresher training diploma, KDHE certificate.
RETENTION	See comments
COMMENTS	Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. Individuals retain any reports as per KAR 28-72-21.
DISPOSITION	Destroy
RESTRICTIONS	5 USC 552a; KSA 45-221(a)(9)
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0780-264
TITLE	Violations List
DESCRIPTION	A list of firms', individuals', and training providers' violations including actions taken.
RETENTION	005 cldr yrs
COMMENTS	Electronic format only. Info may also be in respective firms', individuals', training providers' files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Pre-Renovation Education

SERIES ID	0783-264
TITLE	Confirmation of Lead Pamphlet Receipt Forms
DESCRIPTION	Completed proof that a contractor has fulfilled pre-renovation education requirements.
RETENTION	003 cldr yrs
COMMENTS	Place in Contractor Files and retain 3 calendar years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0784-264
TITLE	Contractor Files
DESCRIPTION	Correspondence, inspection forms for on-site visits, confirmation of lead pamphlet receipt forms, etc. submitted by construction contractors, property managers, and others who perform renovations for compensation in residential housing that may contain lead-based paint to ensure compliance with K.A.R. 28-72-51 et seq.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0785-264
TITLE	Potential Projects File
DESCRIPTION	List of planned or current contractor projects which may warrant contacting or investigating.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy. Records of the contact/investigation are in Contractor Files.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0786-264
TITLE	Pre-Renovation Education (P.R.E) Database
DESCRIPTION	Correspondence, contact information, site visits, and enforcement actions relating to contractors, property owners, housing authorities, higher education institutions, and vendors.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years then destroy. Quarterly reports of selected statistics are sent to the Environmental Protection Agency (E.P.A.) in paper format. Retain paper format only as useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0787-264
TITLE	Tips and Complaints Files
DESCRIPTION	Documents related to any leads or actions regarding contractors not in compliance with pre-renovation education requirements.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(14) applies to tips, complaints, leads
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0788-264
TITLE	Trade Show Files
DESCRIPTION	Contact information, educational materials, and trade show information.
RETENTION	See Comments
COMMENTS	Retain only as useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Disease Control & Prevention

SERIES ID	0743-264
TITLE	Active Tuberculosis (TB) Case Management Files
DESCRIPTION	Files containing various notes, records, and other documents related to the direct case management activities of an active case, including identifying and confidential medical information.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(30); HIPAA Privacy Rule, 45 CFR Parts 160 & 164
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0246-264
TITLE	AIDS Disease Registry
DESCRIPTION	Index of patient files used to maintain surveillance of the AIDS disease in the state of Kansas
RETENTION	005 cldr yrs post final contact
COMMENTS	Contact State Archives for appraisal - if not accepted then destroy
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0251-264
TITLE	Disease Investigation Reports
DESCRIPTION	Documents of rubella and measles reports by health care providers by patient's name and address for surveillance and outbreak control.
RETENTION	020 cldr yrs post closure of investigation
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-084

SERIES ID	0252-264
TITLE	Disease Outbreaks Investigation Reports
DESCRIPTION	Documents relating to study and report of disease outbreaks in an attempt to forestall future occurrences or to determine mode of spread.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0254-264
TITLE	General Communicable Disease Reports
DESCRIPTION	Documents of officially reported communicable disease reports as submitted by medical providers.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0737-264
TITLE	HIV/AIDS Epidemiologic Profile
DESCRIPTION	Statistical summary of case data contained in HARS that has no identifying information.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-128

SERIES ID	0740-264
TITLE	Immunization Coverage Reports
DESCRIPTION	Retrospective Immunization Coverage Study and the Immunization Coverage Assessment of County Health Departments in Kansas as provided by county health departments and schools.
RETENTION	001 cldr yr
COMMENTS	NOTE: The reports contain no identifying information.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0257-264
TITLE	Kansas Certification of Immunization School Reports
DESCRIPTION	Documents listing the levels of immunization on individual children entering Kansas schools.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0258-264
TITLE	Monthly Immunization Reports
DESCRIPTION	Documents relating to the number of doses administered by age and type of vaccine from providers.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0259-264
TITLE	Quarterly Reports
DESCRIPTION	Quarterly reports to the Centers for Disease Control regarding the progress and compliance with grant requirements.
RETENTION	005 cldr yrs post completion
COMMENTS	Contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0738-264
TITLE	Ryan White Title II Case Files
DESCRIPTION	Files containing various notes, records, correspondence, and other documents related to the eligibility and treatment case management activities of a case, including identifying and confidential medical information. As established, the Ryan White AIDS/HIV program Title II provides states with a variety of mechanisms to provide HIV care and support to their residents, including grants for home- and community-based services, health insurance continuation, and care consortia to provide a wide range of medical and support services
RETENTION	005 cldr yrs post final contact
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0739-264
TITLE	Sexually Transmitted Diseases (STD) Investigation Reports
DESCRIPTION	Various reports and data collection tools for investigation and follow-up of STD cases and contacts.
RETENTION	005 cldr yrs post final contact
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0260-264
TITLE	Sexually Transmitted Disease (STD) Patient Records
DESCRIPTION	Documents used to maintain surveillance and monitor treatment on sexually transmitted disease patients and contacts.
RETENTION	005 cldr yrs post final contact
COMMENTS	Contact State Archives for approval - if not accepted then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0264-264
TITLE	Tuberculosis Patient Records
DESCRIPTION	Documents used to maintain surveillance and monitor treatment on individual tuberculosis patients, contacts, and those suspected of having the disease.
RETENTION	005 cldr yrs post final contact
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0741-264
TITLE	Vaccine Adverse Event Reporting System (VAERS) Investigation Reports
DESCRIPTION	Forms used for collecting and reporting information relevant to reportable events that contain identifying and confidential medical information.
RETENTION	001 cldr yr post closure
COMMENTS	Some data may also be found within the CDC
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0742-264
TITLE	Vaccine Preventable Disease (VPD) Investigation Reports
DESCRIPTION	Various reports and data collection tools for investigation and follow-up of VPD cases and contacts.
RETENTION	005 cldr yrs post completion
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention

SERIES ID	0249-264
TITLE	Chanute Hospital Patient Records
DESCRIPTION	Hospital records of patients admitted to the Chanute Tuberculosis Hospital.
RETENTION	See Comments
COMMENTS	Retain 20 years after patient last seen, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0263-264
TITLE	Statistical and Program Management Reports
DESCRIPTION	Statistical and program management reports required by the U.S. Public Health Service.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0262-264
TITLE	Statistical Reports
DESCRIPTION	Quarterly, annual, narrative and statistical reports to the Centers for Disease Control regarding grant activities and accomplishments.
RETENTION	See Comments
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
Epidemiologic Services Section (ESS)

SERIES ID	0733-264
TITLE	Annual Summary of Reportable Diseases in Kansas (Hard Copy)
DESCRIPTION	Annual summary of reportable disease data contained in HAWK, HIV and AIDS Reporting System(HARS), Sexually Transmitted Diseases Management Information System (STD MIS), and KCLPPP databases that contains no identifying information.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

SERIES ID	0735-264
TITLE	Disease Outbreak Investigation Reports (Hard Copy)
DESCRIPTION	Reports of investigation and findings of disease outbreaks that contain no identifying information.
RETENTION	005 calendar
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
HIV/Sexually Transmitted Diseases (STD) Program

SERIES ID	0736-264
TITLE	HIV and AIDS Report and Investigation Forms
DESCRIPTION	Various paper reports and data collection tools for reporting, investigation, and follow-up of HIV/AIDS cases and contacts.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221 (a)(3)
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Public Health Informatics

SERIES ID	0763-264
TITLE	Adult Lead Survey
DESCRIPTION	Questionnaire to ascertain lead blood level and exposure possibilities which includes an individual's work and non-work activities, blood test, children, and personal info.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0247-264
TITLE	Adverse Reaction to Immunization Reports
DESCRIPTION	Reports by health care providers of alleged adverse reactions to immunization.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0768-264
TITLE	Blood Lead Levels--Children
DESCRIPTION	Documents related to child blood lead levels after soil remediation.
RETENTION	001 cldr year post retesting
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0766-264
TITLE	Blood Lead Levels Test Results - Adults
DESCRIPTION	Laboratory results submitted to the bureau of blood lead levels in individual adults.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(24)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0749-264
TITLE	Blood Lead Levels Test Results - Children
DESCRIPTION	Laboratory results submitted to the bureau of blood lead levels in individual children.
RETENTION	001 cldr yr
COMMENTS	The CDC maintains the electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0734-264
TITLE	Communicable Disease (CD) Investigation Reports
DESCRIPTION	Various reports and data collection tools used for investigation, follow-up, and reporting CD cases and contacts.
RETENTION	005 cldr yrs post last contact
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Family Health

SERIES ID	0313-264
TITLE	Administrative Files - Special Supplemental Nutrition Program for Women, Infants, and Children
DESCRIPTION	Documents used in the administration of the WIC program including: state plans, applications for WIC, budget applications, and regulations.
RETENTION	004 Federal Fisc yrs
COMMENTS	Federal Fiscal Year runs 10/01 - 09/30 Contact State Archives for appraisal - if not accepted then destroy
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0746-264
TITLE	Child Care License Investigation Files - Substantive
DESCRIPTION	Documents relating to complaints, investigations and the ultimate closure of licensed facilities and/or homes due to violations of the Maternal Hospitals or Homes and Homes for Children Act.
RETENTION	070 cldr yrs post closure
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-507(b)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0744-264
TITLE	Child Care Licensing Files
DESCRIPTION	Application and renewals including supporting documentation relating to the licensing process including facility surveys to provide child care services for children.
RETENTION	007 cldr yrs post facility closure
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-507B
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0301-264
TITLE	Children Deceased and 21 Years Old
DESCRIPTION	Documents of children who have died or turned 21 years of age including: applications, financial, insurance, reports, bills, action plans, authorization, correspondence, and other related records.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0331-264
TITLE	Client Records
DESCRIPTION	Documents relating to medical files on children including: applications, professional reports, authorizations, action plans, bills, correspondence, narrative, financial & insurance info.
RETENTION	See Comments
COMMENTS	Files are retained for 010 cldr years post first defining event: age 21, deceased, or closed case.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0218-264
TITLE	Health Care Facilities Risk Management Plans
DESCRIPTION	Documents submitted annually by health care facilities relating to their risk management plans and site review reports.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0761-264
TITLE	Local Agencies Payment Files
DESCRIPTION	Payment vouchers, reports, and other records documenting payments to local county health departments.
RETENTION	004 fisc yrs
COMMENTS	Retention Period is to meet federal requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0687-264
TITLE	Newborn Hearing Loss High Risk Questionnaire
DESCRIPTION	Questionnaire submitted by physicians to the Department of Health and Environment regarding a risk for hearing loss screening test given to all newborn infants.
RETENTION	See Comments
COMMENTS	Retain high risk newborn questionnaires 003 calendar years past 21, then destroy. Retain newborns not at risk questionnaires until aggregate data is determined, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-1155
APPROVED	1997-07-10
K.A.R. NUMBER	53-2-112

SERIES ID	0342-264
TITLE	Newborn Screening Notification records
DESCRIPTION	Documents used to alert doctors to an abnormal screening of a genetic disease, including lab reports from the KDHE laboratory, letters to physicians, correspondence and lab reports from physicians, forms, notes, spreadsheets created to generate aggregate data and make mail merges, etc. Data is also entered into the Bureau for Family Health web-based database system, which is maintained separately.
RETENTION	005 cldr yrs post final contact
COMMENTS	Final contact with either the parent or physician.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0747-264
TITLE	Quarterly Blood Lead Level Reports - Children
DESCRIPTION	Report compiled to monitor blood lead levels on individual children.
RETENTION	001 cldr yr
COMMENTS	The CDC maintains the electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0352-264
TITLE	Special Bequest Fund Files
DESCRIPTION	Documents used to keep track of money received and spent from the special bequest fund including: donations, interest receipts, memorials, expenditure records, advisory commission reports, wills.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0069-264
TITLE	Women, Infants, and Children Program - Check File Reports
DESCRIPTION	Monthly report listing all cashed or non-cashed checks issued under the federal WIC (food issue) program to participating food suppliers.
RETENTION	006 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Health Promotion

SERIES ID	0371-264
TITLE	Community Health Nurse Consultant Files
DESCRIPTION	Documents concerning the activities of Community Health Nurse Consultant including: personnel records, activity records, files, memos, and letters.
RETENTION	003 cldr yrs post employment termination
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0372-264
TITLE	Continuing Education for Nurses
DESCRIPTION	Documents relating to the continuing education for nurses approved by the Kansas State Board of Nursing including: continuing education, nurse rosters, approved programs, vitae and fee deposits.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0382-264
TITLE	Refugee Health Assessment Program Files
DESCRIPTION	Documents relating to the Refugee and Health Assessment Program including: names of refugees and medical information to meet federal grant requirements.
RETENTION	005 fisc yrs
COMMENTS	Contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Health Promotion
Consumer & Local Health

SERIES ID	0370-264
TITLE	AIDS Education Files
DESCRIPTION	Documents related to AIDS education material for teaching purposes including: pamphlets, letters, memos and typed curriculum guide.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0373-264
TITLE	County Files
DESCRIPTION	Documents of dental reports from the counties.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0377-264
TITLE	Health Promotion Files
DESCRIPTION	Documents relating to Health Promotion material: chronic disease risk factors, physical fitness, pamphlets, workshop material, articles, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0378-264
TITLE	KAN-BE-HEALTHY (EPSOT) Health Assessment
DESCRIPTION	Documents relating to the Health Assessment course and certification procedure as well as recertification including: files, records, memos and letters.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0387-264
TITLE	Migrant and Refugee Files
DESCRIPTION	Variety of documents related to migrant and refugee programs including: client records, general correspondence, grant applications, BCRR reports, booklets, annual reports, historical data.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0380-264
TITLE	Public Health Nursing County Reports
DESCRIPTION	Variety of documents relating to public health nursing including: reports, grant applications, contracts for monitoring programs in county health departments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0381-264
TITLE	Public Health Nursing Files
DESCRIPTION	Documents relating to public health nursing including: Nursing Association Newsletters, mailing lists, workshop information (Health Assessment skills for nurses), information related to other states.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau

SERIES ID	0292-264
TITLE	General Program Files
DESCRIPTION	Documents relating to the administration of programs including manuals, guidance, protocols, planning, evaluation, reports, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Children and Families Section

SERIES ID	0302-264
TITLE	Data Files
DESCRIPTION	Completed forms submitted to the bureau for grant/contract requirements.
RETENTION	See Comments
COMMENTS	Retain for one year until data tables are received, then destroy. Carbon copies go in client's health record/chart.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Nutrition and WIC Section

SERIES ID	0314-264
TITLE	Commodity Surplus Food Program - SRS Files
DESCRIPTION	Documents, either completed or in the developmental phases, used for the functioning of the position and in conjunction with SRS.
RETENTION	004 cldr yrs
COMMENTS	Retain current federal year plus 3 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0307-264
TITLE	Statistical and Analytic Data
DESCRIPTION	Various documents used to analyze WIC vendor activity and finances including: ledger books, computer printouts, applications, etc.
RETENTION	See Comments
COMMENTS	Retain as required by state regulation and no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services

SERIES ID	0340-264
TITLE	Make a Difference Information Network Files
DESCRIPTION	Documents used in the administration of M-A-D-I-N program including: grants, correspondence, requests/referral form, statistics, memorandum of understanding, surveys, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0345-264
TITLE	Phenylketonuria, Congenital Hypothyroidism, Galactosemia Disease Files
DESCRIPTION	Documents used to keep track of children with genetic diseases to meet the requirements of law.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0334-264
TITLE	Providers Files
DESCRIPTION	Documents relating to agreements by providers to accept the department's payments and not bill patients including documents for potential providers and those who choose not be an SHS provider.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services Section

SERIES ID	0282-264
TITLE	Clinic Reports
DESCRIPTION	Individual client medical reports listing the status of the disease and other personal information.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Health Facility Regulation Bureau
Health Occupations Credentialing

SERIES ID	0799-264
TITLE	Correspondence - CNA, CMA, HHA
DESCRIPTION	Incoming and outgoing letters and memoranda relating to routine matters concerning the CAN, CMA, and HHS certified professions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-126

SERIES ID	0803-264
TITLE	Legal Investigations and Action Files
DESCRIPTION	Correspondence, hearing records, legal orders, affidavits, etc. relating to investigations of alleged violations of the Health Occupations Credentialing Act.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(11)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0806-264
TITLE	Nursing Facility Abuse Files
DESCRIPTION	Complaint, correspondence, hearing documents, etc. relating to investigations of abuse of residents by long term care nursing facilities employees.
RETENTION	040 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 39 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0238-264
TITLE	Subject Files - Health Occupations Credentialing Act
DESCRIPTION	Correspondence, reports, topical information, etc. relating to the health planning and statewide health coordinating council and Health Occupations Credentialing committee.
RETENTION	005 cldr yrs
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 264-003
Department of Health and Environment
Health Division
Institutional Review Board

SERIES ID	1005-264
TITLE	Institutional Review Board (IRB) Records
DESCRIPTION	Copies of all research proposals involving human subjects reviewed by the Institutional Review Board. Series may include, but is not limited to scientific evaluations, sample consent forms, statements of significant new findings, progress reports, reports of injuries to subjects, and correspondence with investigators.
RETENTION	3 calendar years after research is completed
COMMENTS	Pursuant to requirements of CFR §46.115.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

Agency Number: 264-003
Department of Health and Environment
Health Division
Office of Health Promotion

SERIES ID	0295-264
TITLE	Seat Belt Files
DESCRIPTION	Documents relating to the institution and administration of the Seat Belt Program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0298-264
TITLE	Subject Files - Health Promotion Administrator
DESCRIPTION	Documents used in the day to day work of the position including: work in progress, narrative descriptions, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then file in appropriate program file.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories

SERIES ID	0400-264
TITLE	Breath Alcohol Certification Records
DESCRIPTION	Documents relating to the certification of breath testing instruments and individual law enforcement operators, and used to verify the status of operators and instruments for court cases on DUIs.
RETENTION	See Comments
COMMENTS	Retain 18 months after instrument or operator is recertified or replaced, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0402-264
TITLE	Clinical Laboratory Certification Records
DESCRIPTION	Documents concerning hospital and clinical laboratories surveyed for Medicare certification, hospital licensure, including survey reports, & proficiency testing results.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0403-264
TITLE	Clinical Laboratory Records
DESCRIPTION	Laboratory logs of results of laboratory tests and laboratory activity includes: quality control of media, specimen logsheets with laboratory numbers and patient names, etc. Does NOT apply to neo-natal.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0404-264
TITLE	Environmental Laboratory Certification Records
DESCRIPTION	Applications and annual renewal certificates, etc. relating to all laboratories certified in the Environmental Division certification program.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0573-264
TITLE	Environmental Laboratory Records
DESCRIPTION	Results of laboratory tests conducted on a variety of environmental samples which are used for monitoring public water supplies and ambient water quality to ensure compliance with standards.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0704-264
TITLE	KDHE Laboratory Radioactive Materials Licenses
DESCRIPTION	Documents related to the licensing of the section laboratory to handle and use certain radioactive materials - required by the Bureau of Radiation Control - license renewed every 2 years.
RETENTION	005 cldr yrs
COMMENTS	Retention period covers term of license plus 3 years following expiration.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-15
K.A.R. NUMBER	53-2-074

SERIES ID	0702-264
TITLE	Laboratory Equipment Operation and Maintenance Records
DESCRIPTION	Documents related to acquisition, use, and maintenance of laboratory equipment: manuals, warranties, correspondence, notes, and related documents.
RETENTION	005 cldr yrs post supersedence
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0703-264
TITLE	Laboratory Quality Assurance & Control Certification Records
DESCRIPTION	Certifications of laboratory personnel to perform various laboratory activities and operations.
RETENTION	003 cldr yrs post employment termination
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0570-264
TITLE	Neonatal Screening/Environmental Toxicology Laboratory records
DESCRIPTION	Submission forms and reports of analysis, including any amended reports, regarding newborn screening performed by the KDHE laboratory on individually identifiable newborns.
RETENTION	021 cldr years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0807-264
TITLE	Radiochemistry Laboratory Public Drinking Water and non-Wolf Creek Records
DESCRIPTION	Sample collection forms, reports, and raw data of public water monitoring and radiological surveillance programs other than Wolf Creek Nuclear Power Generating Station.
RETENTION	010 cldr yrs
COMMENTS	Retain in lab for 3 years, transfer to the records center for 7 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-07-13
K.A.R. NUMBER	53-2-148

SERIES ID	0808-264
TITLE	Radiochemistry Laboratory Wolf Creek Records
DESCRIPTION	Sample collection forms, reports, quality control data, etc. relating to the monitoring of the Wolf Creek Nuclear Power Generating Station.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories
Livestock Waste Management

SERIES ID	1007-264
TITLE	Confined Feeding Facility Operation Reports
DESCRIPTION	Monthly reports documenting the facility's compliance with Kansas Water Pollution Control Permit for Agricultural and Related Wastes. Record of maximum of number of animals confined, rainfall received, wastewater levels and location, soil condition and amount, and other specifics of land application of livestock waste.
RETENTION	5 years + current calendar year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2023-10-24
K.A.R. NUMBER	53-2-219

SERIES ID	1006-264
TITLE	Nutrient Management Plans
DESCRIPTION	Five-year projections of the land application of livestock waste at Confined Feeding Facilities with a National Pollutant Discharge Elimination System permit. Plan documents the agronomic application of waste, which includes: crop rotations, methodology, application rate limitations and projected application rates for the 5-year permit cycle. The plan also documents the facility's method of mortality disposal, and the other nine minimum federal requirements.
RETENTION	15 years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2023-10-24
K.A.R. NUMBER	53-2-219

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories
Livestock Waste Management Section

SERIES ID	1010-264
TITLE	Confined Feeding Facility Annual Reports
DESCRIPTION	Year-end summary of the land application of livestock waste at Confined Feeding Facilities with a National Pollutant Discharge Elimination System (NPDES) permit. Report documents compliance with the permit and Nutrient Management Plan, and includes an Exported Waste Report, Land Application Summary, Summary of Discharges, and any soil and waste analyses obtained during the reporting period.
RETENTION	10 Calendar Years
COMMENTS	Scan reports into Perceptive Content and destroy physical documents following a quality check. After 10 calendar years, destroy electronic files
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

SERIES ID	1008-264
TITLE	Confirmed Closed Facilities
DESCRIPTION	Confined Feeding Facilities that are no longer in use and have gone through an official KDHE closure that includes documentation of actions taken by the facility as well as approval of actions by KDHE engineers and geologists who deem it acceptable for closure
RETENTION	Permanent
COMMENTS	Scan reports into Perceptive Content and destroy physical documents following a quality check. Digital records will be retained in Perceptive Content permanently.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

SERIES ID	1009-264
TITLE	Mega-Swine 2950 Plans
DESCRIPTION	These plans are specific to Confined Animal Feeding Operations that meet the State Statutory definition for Swine facilities with >3724 Animal Units. These facilities are required b K.S.A. 65-1-190 to provide extra precautions to prevent water pollution as a part of their permit planning. These are generally submitted as a part of the facility Nutrient Management Plan.
RETENTION	15 Years
COMMENTS	Document may be destroyed after retention period.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Director's Office

SERIES ID	0104-264
TITLE	Director's Administrative Files
DESCRIPTION	Variety of documents related to the administration of the division of information systems including: personnel files, copies of purchase requests, copies of administrative memos, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	Portions per KSA 45-221(a)
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0105-264
TITLE	Division Files
DESCRIPTION	Documents related to the activities within each office and section of the division including: research and analysis, data processing, activities of state registrar, speaking materials, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0106-264
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the activities of the bureau including: memos, contracts, budget file, health information files, office equipment files, travel files, secretary minutes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Office of Health Care Information

SERIES ID	0081-264
TITLE	Accidental Death Transcripts
DESCRIPTION	Documents listing relevant statistics for accidental death reporting system including: name, date of death, statistical information about cause of accidental death and relevant death certificates.
RETENTION	See Comments
COMMENTS	These should be transferred to the Office of Vital Statistics for permanent retention when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0082-264
TITLE	Annual Tables
DESCRIPTION	Annual tables of births, deaths, marriages and divorces including: births, deaths, marriages, divorces by county, age group, sex, race, etc.
RETENTION	See Comments
COMMENTS	Retain in office permanently or transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0083-264
TITLE	Annual Vital Statistics Tables
DESCRIPTION	Birth, death, marriage, divorce, and abortion data compiled on an annual basis.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0087-264
TITLE	Dentists/Dental Hygienists Surveys
DESCRIPTION	Surveys of dentists and dental hygienists listing name, address, sex, age, practice related questions, race, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0088-264
TITLE	Elderly Kansans Survey
DESCRIPTION	Documents relating to health assessment of elderly Kansans including: name, age, address, sex, race, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0090-264
TITLE	Expenditure Study
DESCRIPTION	Documentation for worksheets of health expenditures study including: publications, data table, memos, letters, worksheets and drafts of study, correspondence, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0092-264
TITLE	General Office Files
DESCRIPTION	Documents relating to the daily operation of the unit including: memos, applications, budget documents, general data, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0093-264
TITLE	General Statistical Reference Files
DESCRIPTION	Documents related to statistical compilations used for requests including: correspondence and data compilations related to births, deaths, marriages, divorces and abortions, stats. from other states.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0686-264
TITLE	Induced Termination of Pregnancy Report
DESCRIPTION	Report compiled by the provider facilities and submitted to the Secretary of Health and Environment relating to the number of induced termination of pregnancies performed as required by KSA 65-445.
RETENTION	See Comments
COMMENTS	Retain hard copy 1 year after current report year, then destroy. Retain raw computer data until no longer useful, then delete.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3) & 65-436
APPROVED	1997-07-10
K.A.R. NUMBER	53-2-112

SERIES ID	0097-264
TITLE	Manpower Statistics
DESCRIPTION	Documents relating to demographic data on physicians, dentists, dental hygienists, physical therapists, occupational therapists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0098-264
TITLE	Medical Doctor/Doctor of Osteopathy Annual Renewal Survey
DESCRIPTION	Documents used to identify medical doctors and doctors of osteopathy by name, address, practice location, hours worked, and other demographic/statistical data gathered as required by statute.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Vital Statistics

SERIES ID	0149-264
TITLE	Administrative Files
DESCRIPTION	Variety of documents relating to the administration of the bureau including: general correspondence for VS, budget material, personnel files, contracts, individual county correspondence files, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0150-264
TITLE	Adoption Files
DESCRIPTION	Documents used in the process of adoption including: form letters, blank forms, copy rules and regulations, foreign born adoption index, etc.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0152-264
TITLE	Applications for Vital Records
DESCRIPTION	Applications for birth, death, marriage, divorce and stillbirth certificates including: names, dates of events, places, parents, relationship of person or reason for having record, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0153-264
TITLE	Coding Material for Occupation and Industry on Death Certificate
DESCRIPTION	Documents relating to coding the occupation and industry of the deceased on current death certificates.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0154-264
TITLE	Corrections or Changes Files
DESCRIPTION	Letters, notes, requests for corrections/changes on original records, returned certified copies, etc. relating to requests for changes or corrections on recent birth and death certificates.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0156-264
TITLE	Death Certificate Material
DESCRIPTION	Documents relating to death certificate registration material used to register and code current death records.
RETENTION	See Comments
COMMENTS	Retain until updated, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0157-264
TITLE	Delayed Birth Certificate Registration
DESCRIPTION	Federal census forms, copies of statutes, sample letters and original delayed birth certificates used to establish delayed birth registration in Kansas.
RETENTION	Permanent
COMMENTS	Image documents and return original documents to the source who provided them. Transfer Delayed Certificate of Birth and affidavits to the permanent offsite storage.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 65-2422
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0157-264
TITLE	Delayed Birth Certificate Registration
DESCRIPTION	Documents used to establish delayed birth registration in Kansas including: fed. census forms, copies of statutes, sample letters, D.B. index, book of dead town list, original D.B. certificates, etc.
RETENTION	Permanent
COMMENTS	Retain original copy and microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0158-264
TITLE	General Office Files
DESCRIPTION	Variety of documents, generally office copies, used in the daily activities of the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0159-264
TITLE	Hospital and Funeral Home Monthly Report
DESCRIPTION	Documents relating to hospital reports of all births and stillbirths which occur in the state.
RETENTION	See Comments
COMMENTS	Retain until all records are accounted for and report is microfilmed, then destroy hard copy. Retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0160-264
TITLE	Indexes for Certificates and Microfilm Off-Site Storage
DESCRIPTION	Indexes used to locate certificates and microfilm that are stored off-site.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0161-264
TITLE	Indexing Materials
DESCRIPTION	Microfiche, death index books, computer printouts, etc. used to locate state file numbers on records in order to retrieve and process certified copies.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0162-264
TITLE	Indexing Resources
DESCRIPTION	Indexing material used to locate state file number on certificates needed for retrieval and reproduction including: names, date of event, place of event code, index number, type of record, etc.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0163-264
TITLE	Original Birth, Death, Marriage, Divorce and Stillbirth Records
DESCRIPTION	Original vital records documenting events which have occurred in Kansas including: names, dates, places, types of records, parents, addresses, occupation, medical information, marital status, social security numbers, etc.
RETENTION	Permanent
COMMENTS	Image records and maintain permanently. Original paper copies are stored offsite and retained permanently.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 65-2422 & 5 U.S.C. sec. 552a
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0163-264
TITLE	Original Birth, Death, Marriage, Divorce and Stillbirth Records
DESCRIPTION	Original records of events which have occurred in Kansas including: names, dates, places, type of records, parents, addresses, occupation, medical info, marital status, social security numbers, etc.
RETENTION	Permanent
COMMENTS	Retain original and microfilm permanently, originals go to off-site storage.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0165-264
TITLE	Preparation Files
DESCRIPTION	Documents used to help prepare original birth, death, marriage divorce, stillbirth and delayed birth registrations.
RETENTION	Permanent
COMMENTS	After microfilming, destroy hard copy, retain microfilm permanently.
DISPOSITION	Permanent
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0165-264
TITLE	Preparation Files
DESCRIPTION	Documents used to help prepare original birth, death, marriage, divorce, stillbirth and delayed birth registrations.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 65-2422
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0168-264
TITLE	Reports - Special Projects
DESCRIPTION	Reports produced by the section relating to special projects.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0169-264
TITLE	Subject Files
DESCRIPTION	Variety of documents used to register vital events, local register files, reports to NCHS, hospital delinquency reports, individual funeral home files, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0170-264
TITLE	Subject Files - Accounting
DESCRIPTION	Documents retained for accounting purposes for the issuance of vital records including: money receipts, date of transaction, type of record, amount of fees paid, name, date, place of event, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0171-264
TITLE	Subject Files - Corrections or Changes
DESCRIPTION	Documents used to make corrections or changes on original records.
RETENTION	Permanent
COMMENTS	Destroy hard copy after microfilming.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0172-264
TITLE	Subject Files - Marriage Licenses
DESCRIPTION	Variety of documents used to register marriage license issued in Kansas including the statistical portion of the license on microfilm the scanned image or the electronic file provided by the county district court.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0173-264
TITLE	Subject Files - Registration
DESCRIPTION	Documents used to register birth, stillbirth and divorce or annulment records which have occurred in Kansas.
RETENTION	See Comments
COMMENTS	Retain stillbirth certificates permanently, the remainder retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0173-264
TITLE	Subject Files - Registration
DESCRIPTION	Variety of documents used to register birth, stillborn, divorce and annulment records which have occurred in Kansas.
RETENTION	Permanent
COMMENTS	Image records and retain permanently. Original paper copies are transferred to offsite storage and retained permanently.
DISPOSITION	Permanent
RESTRICTIONS	Portions per K.S.A. 65-2422
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0174-264
TITLE	Subject Files - Requests from SRS
DESCRIPTION	Requests from SRS for records which contain fees receipts, requests from SRS with no fees and awaiting receipt of fees, air-bill receipts, copies of vouchers, etc.
RETENTION	See Comments
COMMENTS	Retain for 1 year on pending receipts, the remainder retain 3 months, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0175-264
TITLE	Supervisory Files
DESCRIPTION	Variety of documents relating to supervisory activities including: memos, personnel files, training information, minutes, interview files, etc.
RETENTION	See Comments
COMMENTS	Retain personnel files 5 years after termination, then destroy. The remainder refer to general schedule or contact the archives for appraisal, if not accepted, destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-111
Department of Health and Environment
Division of Health Care Finance

This division initially began under the Department of Social and Rehabilitation Services and then became a separate agency, the Health Policy Authority, which also took over state self insurance duties from the Department of Administration. The KHPA became a sub-agency of KDHE in FY2012, as the Division of Health Care Finance.

SERIES ID	0002-264
TITLE	Aid to Counties - Audit Reports
DESCRIPTION	Reports of audits performed on local health agencies related to the Aid to Counties Program.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0003-264
TITLE	Aid to Counties Program Records
DESCRIPTION	Documents regarding various public health programs administered by local health departments, funded by federal grants, and monitored by KDHE: correspondence, reports, contracts, budgets, grants, and other related docuements.
RETENTION	005 fisc yrs
COMMENTS	Contact State Archives for appraisal - if not accepted then destroy. Includes sub-series: Maternity-Infant Care, Maternal & Child Health, General Health Service, Miscellaneous Adult-Child Care, Dental, Migrant, Hyper-Tension Screening, & Family Planning.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0032-264
TITLE	Health Care Cost Study Records
DESCRIPTION	Wide variety of documents used to create periodic publication "Health Care Cost Flow Study": correspondence, reports, notes, statistics, and related documents.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

SERIES ID	0155-039
TITLE	Health Care Finance Administration Files - Medicaid
DESCRIPTION	Correspondence, contracts, financial expenditures, estimated expenditures, and other documents relating to the financial management of the Medicaid program.
RETENTION	007 fisc yrs
COMMENTS	.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0764-629
TITLE	Licensing Treatment Provider Files
DESCRIPTION	Site visit reports, licenses, complaints, Medicaid applications/approvals, waivers, and license applications for treatment providers.
RETENTION	010 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2011-01-27 ; Revised 2015-08-07
K.A.R. NUMBER	53-2-166

SERIES ID	0709-629
TITLE	Medicaid Financial Eligibility Files
DESCRIPTION	Documents relating to financial assessments on individuals to determine program eligibility.
RETENTION	007 cldr yrs post determination
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(14)(30) and KSA 39-709B
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0422-629
TITLE	Medical Claim Files
DESCRIPTION	Claims filed by patient for payment of services by Medicaid.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0723-629
TITLE	Provider Fraud/Review Files
DESCRIPTION	Documents relating to home care provider contracts that are monitored to ensure compliance and accountability of the charges.
RETENTION	See Comments
COMMENTS	Retain in office 2 years, then transfer to the records center for 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1998-04-16
K.A.R. NUMBER	53-2-115

SERIES ID	0145-039
TITLE	Provider Rate Tables
DESCRIPTION	Documents detailing the provider rates for providers and facilities which participate in the Medicare and Medicaid reimbursement program.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0501-629
TITLE	Remittance Advice Reports
DESCRIPTION	Reports listing patients and their reimbursement status via MEDICAID for care given.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2013-05-13
K.A.R. NUMBER	53-2-075

SERIES ID	0687-629
TITLE	Utilization Review Forms
DESCRIPTION	Forms completed by Medicaid provider demonstrating the medical necessity for an individual patient's hospitalization and reviewed for Medicaid reimbursement to the hospital.
RETENTION	007 fisc yrs post review closure.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0355-629
TITLE	Utilization Review Reports
DESCRIPTION	Monthly report generated using the Utilization Review Forms and private review organizations and reviewed for Medicare/Medicaid funding purposes.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & KSA 65-5602
APPROVED	2013-05-15
K.A.R. NUMBER	53-2-125

New Search

Kansas Records Retention Schedules

Results of Query:

Agency Code: 264 (Department of Health and Environment)

Agency Number: 264-001Department of Health and EnvironmentAdministration

Agency Number: 264-001Department of Health and EnvironmentAdministrationComptroller, Office of the

Agency Number: 264-001Department of Health and EnvironmentAdministrationGeneral Services

Agency Number: 264-001Department of Health and EnvironmentAdministrationLegal Services

Agency Number: 264-001Department of Health and EnvironmentAdministrationSecretary's Office

Agency Number: 264-002Department of Health and EnvironmentEnvironment Division

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Air

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Air and RadiationMonitoring Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Air and RadiationRadiation Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Air and RadiationRight to Know Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Environmental Field Services

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Environmental Field ServicesData Support Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Environmental Field ServicesPublic Advocate

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Environmental Field ServicesTechnical Services Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Environmental Field ServicesTechnical Services SectionStream Biological Monitoring Unit

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Environmental Field ServicesTechnical Services SectionStream Chemistry Monitoring Unit

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Environmental Remediation

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Radiation

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Waste Management

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Waste ManagementSolid Waste Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of Water

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of WaterGeology Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of WaterIndustrial Programs Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of WaterMunicipal Programs Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of WaterPublic Water Supply Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionBureau of WaterTechnical Services Section

Agency Number: 264-002Department of Health and EnvironmentEnvironment DivisionDirector's Office

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Child Care & Health FacilitiesChild Care Licensing

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Community Health Systems

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Consumer Health

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Consumer HealthFood Protection and Consumer Safety Program

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Consumer HealthLead Poisoning Prevention

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Consumer HealthLead Poisoning PreventionHealthy Homes

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Consumer HealthLead Poisoning PreventionLicensing

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Consumer HealthLead Poisoning PreventionPre-Renovation Education

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Disease Control & Prevention

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Epidemiology and Disease Prevention

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Epidemiology and Disease PreventionEpidemiologic Services Section (ESS)

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Epidemiology and Disease PreventionHIV/Sexually Transmitted Diseases (STD) Program

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Epidemiology and Public Health Informatics

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Family Health

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Health Promotion

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionBureau of Health PromotionConsumer & Local Health

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionChildren, Youth & Families Bureau

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionChildren, Youth & Families BureauChildren and Families Section

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionChildren, Youth & Families BureauNutrition and WIC Section

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionChildren, Youth & Families BureauSpecial Health Services

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionChildren, Youth & Families BureauSpecial Health Services Section

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionHealth Facility Regulation BureauHealth Occupations Credentialing

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionInstitutional Review Board

Agency Number: 264-003Department of Health and EnvironmentHealth DivisionOffice of Health Promotion

Agency Number: 264-004Department of Health and EnvironmentDivision of Health and Environmental Laboratories

Agency Number: 264-004Department of Health and EnvironmentDivision of Health and Environmental LaboratoriesLivestock Waste Management

Agency Number: 264-004Department of Health and EnvironmentDivision of Health and Environmental LaboratoriesLivestock Waste Management Section

Agency Number: 264-005Department of Health and EnvironmentCenter for Health & Environmental StatisticsDirector's Office

Agency Number: 264-005Department of Health and EnvironmentCenter for Health & Environmental StatisticsOffice of Health Care Information

Agency Number: 264-005Department of Health and EnvironmentCenter for Health & Environmental StatisticsVital Statistics

Agency Number: 264-111Department of Health and EnvironmentDivision of Health Care Finance