Kansas Records Retention Schedules

Results of Query:

Agency Code: 264 (Department of Health and Environment)

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

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

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