Kansas Records Retention Schedules

Results of Query:

Agency Code: 039-008 (Department for Aging and Disability Services. State Hospitals and Institutions)

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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	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

SERIES ID	0165-629
TITLE	In-Service Files
DESCRIPTION	Records related to specific courses taught and the participation of individuals in them: student rosters, attendance records, syllabi, and other miscellaneous documents.
RETENTION	See Comments
COMMENTS	Will require purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0322-629
TITLE	Insurance Notebooks
DESCRIPTION	Insurance claim forms for patient hospitalization billing filed in notebooks for convenience of reference.
RETENTION	003 fisc yrs
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	0533-629
TITLE	Intermediate Care Facilities Files
DESCRIPTION	Records related to inspections and certifications required by the federal Health Care Financing Administration: reports, regulations, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0120-629
TITLE	Intermediate Care Facilities for Mentally Retarded Surveys
DESCRIPTION	Surveys made by the Department of Health and Environment to monitor programs and services which cite any deficiencies and the agency's plan of corrections to ensure compliance with federal standards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0243-629
TITLE	Intermediate Care Facilities for the Mentally Retarded Financial Records
DESCRIPTION	Financial and statistical records required by all Intermediate Care Facilities for the Mentally Retarded providers to ensure the accountability to the federal government including cost reports.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0314-629
TITLE	Inventory Database
DESCRIPTION	Computer database used to manage capital property inventory.
RETENTION	See Comments
COMMENTS	Retain data until updated, then delete. Data is also printed in reports scheduled as part of other series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0531-629
TITLE	Inventory Property Number Registers
DESCRIPTION	Lists of agency non-expendable property on inventory: dates of acquisitions, types of property, descriptions, and property numbers assigned.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0320-629
TITLE	Inventory Records - Library Materials
DESCRIPTION	Records related to inventory management of library materials.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0530-629
TITLE	Inventory Transaction Register
DESCRIPTION	Hand completed forms listing all purchases of capital equipment - maintained in conjunction with copies of DAM013 reports.
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	0500-629
TITLE	Invoice Files
DESCRIPTION	Accounts payable records consisting of invoices from vendors and contractors along with some supporting documents.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-075

SERIES ID	0227-629
TITLE	Job Training and Partnership Act Employees Files
DESCRIPTION	Documents associated with employment of specific personnel under the Job Training and Partnership Act: employment contract, time sheets, evaluations, and other personnel materials.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4) & 39-709b
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0466-629
TITLE	Key and Combination Control Files
DESCRIPTION	Documents listing the combinations to locks and to whom key is assigned.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0325-629
TITLE	Key Deposit Receipt Books
DESCRIPTION	Receipt books indicating which employee has paid a deposit on a facility key and when the key was returned.
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	0270-629
TITLE	Key Security Log
DESCRIPTION	Log relating to the control and issuing of facility security key sets.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0253-629
TITLE	Laboratory Request Slips
DESCRIPTION	Internal forms used to keep track of requests from physicians for various types of laboratory work to be completed on residents including type of work needed, resident's name, date of birth, etc.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
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	0186-629
TITLE	Laboratory Specimen Log
DESCRIPTION	Specimen log used to record the completion of laboratory work for residents.
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	0327-629
TITLE	Laundry Production Costs Records
DESCRIPTION	Laundry production costs summary data compiled for budgetary purposes.
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	0104-629
TITLE	Leisure Activities Evaluation Forms
DESCRIPTION	Forms used to evaluate the effectiveness of large group leisure activities for the residents at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-093

SERIES ID	0132-629
TITLE	Linen Delivery Records
DESCRIPTION	Documents used to record the amount of linen delivered to each unit daily.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0488-629
TITLE	Lists of Outstanding Obligations
DESCRIPTION	DA forms 118 and associated materials used to document funds encumbered from previous fiscal year which are yet to be disbursed.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-075

SERIES ID	0463-629
TITLE	Maps of Utility Locations
DESCRIPTION	Maps required for maintenance of water lines, sewer lines, telephone cables and other utilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0487-629
TITLE	Meal Tickets
DESCRIPTION	Tickets for meals sold to employees and other non-residents.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0251-629
TITLE	Mealtime Management Files
DESCRIPTION	Documents relating to the unit feeding committees to assess at-risk residents and their progress.
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 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0351-629
TITLE	Medicaid and Medicare Logs
DESCRIPTION	Logs used in conjunction with cost report data which monitor the charges and payments for billing each patient.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3) & 39-709(b)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0457-629
TITLE	Medical and Service Records -- SRS Hospitals and Facilities
DESCRIPTION	Documents concerning individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge. According to SRS legal counsel, 45 CFR Section 164.530(j)(2) states "all patient records must be retained for 6 years from the date of the patient's discharge, transfer or death", & 42 CFR Section 482.24(b)(1) states "Medical records must be retained in their original or legally reproduced form for a period of at least 5 years".
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	2011-04-28 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-167

SERIES ID	0456-629
TITLE	Medical Record - Child or Adolescent
DESCRIPTION	Documents of individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment.
RETENTION	See Comments
COMMENTS	Retain 1 yr beyond the date that patient reaches majority, or 10 years after last discharge date, whichever is longer. Every 100th file transfer to archives.
DISPOSITION	See Comments
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	0449-629
TITLE	Medical Staff Bylaws
DESCRIPTION	Original bylaws and updates which physicians must agree to abide by while practicing at the State Hospitals.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0349-629
TITLE	Medicare Remittance Advice
DESCRIPTION	Medicare payment history maintained on patients and used for billing purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-099

SERIES ID	0696-629
TITLE	Medication Alert/El Dorado Medication Error Tool Form
DESCRIPTION	Forms describing medication errors which occurred during the treatment of patients which are used as a monitoring tool to ensure that quality standards are met and maintained.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-04-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-100

SERIES ID	0142-629
TITLE	Medication and Supply Requisitions
DESCRIPTION	Internal requisitions received from all areas to the central supply for medication and supplies including area requesting items, date, items requested, quantity, price, person requesting item, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0348-629
TITLE	Menu Files
DESCRIPTION	Documents relating to the preparation of patient dietary needs.
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	0153-629
TITLE	Midnight Movement Reports
DESCRIPTION	Reports from residence units regarding patient movements in and out of the units - information summarized in Client Census Reports (q.v.).
RETENTION	005 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	0733-629
TITLE	Minutes - Treatment Teams
DESCRIPTION	Minutes of unit treatment teams which meet to review individual patient activities and treatment.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & KSA 65-5602
APPROVED	2001-01-11 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-125

SERIES ID	0408-629
TITLE	Monitoring Information
DESCRIPTION	Documents related to monitoring of patient care and staff clinical performance which includes: protocols, monitoring and quarterly reports related to quality assurance functions for accreditation.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0336-629
TITLE	Monthly Fire Prevention Reports
DESCRIPTION	Reports made on a variety of fire related activities including building, fire and safety inspections, reported hazards, fire drills, reported fires, fire extinguisher inspections, etc.
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	0345-629
TITLE	Monthly Inspection List
DESCRIPTION	Check list assigning the security officers to the various types of inspections made at the facility for health and safety reasons.
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	0354-629
TITLE	Monthly Room Inspection Reports
DESCRIPTION	Fire and safety inspection reports made of individual living quarters to ensure the welfare of the patients.
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	0343-629
TITLE	Music Therapy Activity Files
DESCRIPTION	Documents relating to the planning and implementation of music therapy activities scheduled for the patients.
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 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0342-629
TITLE	Music Therapy Professional Files
DESCRIPTION	Documents relating to the function and operation of the music therapy program.
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 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0311-629
TITLE	Neighborhood Youth Corps Health Records
DESCRIPTION	Minimal health examination records maintained on participants in the NYC (summer job) program: nursing assessments, TB test results, and injury reports.
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	0107-629
TITLE	Nursing Administration Records
DESCRIPTION	Wide variety of documents used in the administration of the nursing services at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0123-629
TITLE	Nursing Staff Records
DESCRIPTION	Daily staffing sheets used to schedule nurses in the wards to ensure adequate coverage.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0468-629
TITLE	Nutritional Interview
DESCRIPTION	Data gathered and updated regarding patients' nutritional status, including anthropometric, possible food/drug interaction, obvious clinical signs of malnutrition, food habits, food allergies, etc.
RETENTION	001 cldr yr
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	0484-629
TITLE	Object Code Ledger Books
DESCRIPTION	Handwritten record of all agency expenditures arranged by object codes: object codes, dates, vendors, voucher numbers, estimated costs, dates paid, and fund balances.
RETENTION	010 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0252-629
TITLE	Off Campus Appointment Records
DESCRIPTION	Internal forms used to schedule all appointments made for the residents with consulting physicians not at the facilities.
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 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0341-629
TITLE	Office Machine Repair Files
DESCRIPTION	Documents relating to the service work done on equipment to maintain a repair history and monitor contract maintenance agreements on typewriter and copier machines.
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	0448-629
TITLE	On-Duty Books
DESCRIPTION	Documents relating to the events during the time a physician covers for off-duty medical staff, namely calls from courts or community officials, as well as problems encountered.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0483-629
TITLE	Organization Files
DESCRIPTION	Miscellaneous records related to interaction with other organizations, including local, state, and federal agencies: correspondence, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0339-629
TITLE	Outing Log
DESCRIPTION	Log used to monitor the location and number of trips which patients and accompanying staff take 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	0113-629
TITLE	Outpatient Resident Index Cards
DESCRIPTION	Background documentation filled out on index cards about residents for possible admission to the facility on an outpatient basis.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12(b)(11) & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0437-629
TITLE	Pathology Laboratory Reports - Monthly
DESCRIPTION	Lists of procedures done in the laboratory for patients.
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	0225-629
TITLE	Patient Account Management Records
DESCRIPTION	Database records, reports, vouchers and other documents related to collection of payments from clients maintained in hard copy and electronic format.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(1)(3)
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0337-629
TITLE	Patient Attendance Records
DESCRIPTION	Reports relating to patient attendance in activity therapy groups maintained to provide documentation for any possible investigations or audits.
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	0258-629
TITLE	Patient Benefit Fund Records
DESCRIPTION	Documents concerning the financial accounting of the patient benefit fund: ledgers, receipts, bank statements, invoices, check ledgers.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-099

SERIES ID	0636-629
TITLE	Patient Billing Files
DESCRIPTION	Patient billing files for hospitalization services including statements, claim forms, copy of insurance cards, insurance authorization, computer printouts, financial packets, etc.
RETENTION	003 fisc yrs
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	0453-629
TITLE	Patient Card Files
DESCRIPTION	Individual cards for each patient with information including dates, diagnosis, number of admissions of each patient.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
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	0736-629
TITLE	Patient Charge Files
DESCRIPTION	Documents used to prepare patient billing including doctor orders, patient billing statements, physicians charge sheets, census records and pharmacy charges.
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	0738-629
TITLE	Patient Contact Reports
DESCRIPTION	Monthly statistical reports documenting the number of patient contact hours which are used to provide feedback to the treatment team as well as the summaries used for accreditation surveys.
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

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