Kansas Records Retention Schedules

Results of Query:

Agency Code: 296-041 (Department of Labor. Division of Workers' Compensation)

Page 1 of 1 showing 22 records of 22 total, starting on record 1

Agency Number: 296-041
Department of Labor
Division of Workers' Compensation

SERIES ID	0185-296
TITLE	Accident Reports (Form K-WC 1101-A)
DESCRIPTION	Reports filed with the division by employers concerning any accidents to their employees of which they have knowledge, as required by K.S.A. 44-557.
RETENTION	050 cldr yrs
COMMENTS	Scan, then destroy hard copy. Retain reports maintained in electronic format 50 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-550b, K.S.A. 45-221(a)(1)(48)
APPROVED	2018-07-13 ; Revised 2018-07-19
K.A.R. NUMBER	53-2-200

SERIES ID	0187-296
TITLE	Assessment Files
DESCRIPTION	Documents relating to the division's annual assessment of fees to self-insured employers and workers' compensation insurance carriers to fund the administration of the Workers' Compensation Act.
RETENTION	See Comments
COMMENTS	Retain 2 years after file is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0189-296
TITLE	Budget Preparation Files - Annual
DESCRIPTION	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer reports, notes, work papers, and other materials.
RETENTION	002 fisc yrs
COMMENTS	Supersedes general schedule entry for "Budget Preparation Files, Annual." Record copy of budget materials maintained by Department of Human Resources, Fiscal Management Section.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0192-296
TITLE	Claimant Advisory Section
DESCRIPTION
RETENTION	See Comments
COMMENTS	These are the hardcopy, retain in office for 3 years after last activity then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1987-04-30
K.A.R. NUMBER	53-2-070

SERIES ID	0195-296
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda regarding workers compensation matters of a general nature.
RETENTION	002 cldr yrs
COMMENTS	Supersedes general schedule.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(14)
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0197-296
TITLE	Elections Files
DESCRIPTION	Documents relating to an employer's acceptance or nonacceptance of the provisions of the Workers' Compensation Act.
RETENTION	050 cldr yrs
COMMENTS	Scan, then destroy hard copy. Retain electronic reports 50 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-550b, K.S.A. 45-221(a)(1)(48)
APPROVED	2015-03-26 ; Revised 2018-07-19
K.A.R. NUMBER	53-2-200

SERIES ID	0211-296
TITLE	Employers' Research Request Records
DESCRIPTION	Documents relating to requests for information on an individual employee's workers compensation history and the division's response to the request.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-550b
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0198-296
TITLE	Final Releases (Form D)
DESCRIPTION	Form granting employers final release from liability following the closure of a workers' compensation claim file.
RETENTION	050 cldr yrs
COMMENTS	Scan, then destroy hard copy. Retain electronic reports 50 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-550b, K.S.A. 45-221(a)(1)(48)
APPROVED	2015-03-26 ; Revised 2018-07-19
K.A.R. NUMBER	53-2-200

SERIES ID	0199-296
TITLE	Inventory Records - Non-Expendable Property
DESCRIPTION	Records related to capital equipment inventory management: DA forms 80 thru 83, computer reports from the Department of Administration, internal documents, correspondence, etc.
RETENTION	002 fisc yrs
COMMENTS	Supersedes general schedule entry for "Inventory Records, Non-Expendable Property." Record copy maintained by Department of Human Resources, Fiscal Management Section.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0200-296
TITLE	Investigation Files
DESCRIPTION	Interview and surveillance reports, video tapes, prosecution summaries and other documents relating to criminal investigations of alleged fraudulent or abusive workers' compensation claims.
RETENTION	005 cldr yrs
COMMENTS	Retain in office 3 years, transfer to the records center for 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 44-550b & K.S.A. 45-221(a)(10)
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0202-296
TITLE	Leases - Real Property and Capital Equipment
DESCRIPTION	Copies of lease agreements for agency offices in Topeka, Overland Park, Wichita, Salina, and Liberal.
RETENTION	See Comments
COMMENTS	Retain 2 calendar years after the end of the lease, then destroy. Record copy maintained by Policy, Planning, and Analysis Section.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0203-296
TITLE	Letters of Credit
DESCRIPTION	Copies of State Treasurer's office forms recording deposits and withdrawals of self-insured employers' security documents.
RETENTION	See Comments
COMMENTS	Retain in office 3 fiscal years, transfer to the records center for 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0204-296
TITLE	Litigated Claim Files - Fatal and Non-Fatal (a.k.a. "Red/Brown Dockets")
DESCRIPTION	Hearing transcripts, deposition, awards, orders, and other documents relating to contested workers' compensation claims filed by employees who allegedly received fatal or non-fatal work related injuries.
RETENTION	See Comments
COMMENTS	Scan, then destroy hard copy. Retain electronic file 25 calendar years after application of hearing date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30)(48), KSA 44-510j(f), KSA 44-550b
APPROVED	2018-07-19
K.A.R. NUMBER	53-2-200

SERIES ID	0206-296
TITLE	Medical Dispute Files
DESCRIPTION	Documents relating to investigations of complaints filed by health care providers who claim inadequate reimbursement from a self-insured employer or insurance carrier for medical services provided.
RETENTION	See Comments.
COMMENTS	Retain 2 years after the file is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-510(a)(11) & KSA 45-221(a)(3)
APPROVED	2009-04-09
K.A.R. NUMBER	53-2-159

SERIES ID	0207-296
TITLE	Non-Litigated Claims Files (a.k.a. "Blue Dockets")
DESCRIPTION	Hearing transcripts, settlement agreements, and other documents relating to uncontested workers' compensation claims filed by employees who received work related injuries.
RETENTION	25 calendar years
COMMENTS	Scan, then destroy hard copy. Retain electronic reports 25 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)(30)(48), KSA 44-550b
APPROVED	2018-07-19
K.A.R. NUMBER	53-2-200

SERIES ID	0208-296
TITLE	Purchase Requests - Internal
DESCRIPTION	Copies of documents recording purchases made by the division and the receipt of items into the office.
RETENTION	002 fisc yrs
COMMENTS	Supersedes general schedule entry for Purchase Requests - Internal. Record copy maintained by Department of Human Resources, Building and Office Service Section.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0209-296
TITLE	Receipts Records - Cash
DESCRIPTION	Forms recording money collected for law book and medical utilization book sold by the division.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0213-296
TITLE	Self-Insured Files
DESCRIPTION	Correspondence, reports, financial records, and other documents used to approve and manage a self-insured employer's account.
RETENTION	See Comments
COMMENTS	Retain in office until file is closed, transfer to the records center for 10 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per KSA 44-550b
APPROVED	2009-04-09
K.A.R. NUMBER	53-2-159

SERIES ID	0214-296
TITLE	Transmittal/Cover Letters
DESCRIPTION	Routine form letters accompanying documents received by the agency.
RETENTION	See Comments
COMMENTS	Destroy upon receipt.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0215-296
TITLE	Utilization and Peer Review Files
DESCRIPTION	Documents relating to utilization and peer review of entities providing health care services pursuant to the Workers' Compensation Act to assess the appropriateness of treatment and fees charged.
RETENTION	2 calendar years
COMMENTS	Scan hard copy, then destroy. Maintain electronic file 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 44-510(a)(11)
APPROVED	2009-04-01 ; Revised 2018-09-14
K.A.R. NUMBER	53-2-200

SERIES ID	0216-296
TITLE	Vocational Rehabilitation Case Files
DESCRIPTION	Documents relating to division efforts to direct and audit the vocational rehabilitation needs of injured workers in order to monitor the workers' return to employment through appropriate services.
RETENTION	See Comments
COMMENTS	Retain 3 calendar years after case is closed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1995-04-13
K.A.R. NUMBER	53-2-104

SERIES ID	0217-296
TITLE	Working Files
DESCRIPTION	Variety of documents relating to work in progress on cases appealed.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1995-07-13
K.A.R. NUMBER	53-2-105