Kansas Records Retention Schedules

Results of Query:

Agency Code: 039 (Department for Aging and Disability Services)

Page 2 of 5 showing 100 records of 483 total, starting on record 101
1 | 2 | 3 | 4 | 5 See all records on one page

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

1 | 2 | 3 | 4 | 5