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	0447-629
TITLE	Patient Death - Thanatology Reports
DESCRIPTION	Reviews completed by ad hoc committees and submitted to the Clinical Director with recommendations regarding problems noted.
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	0469-629
TITLE	Patient Grievances
DESCRIPTION	Grievance form letters written to the ombudsman by patients as part of a Patient Advocacy/Complaint Resolution service.
RETENTION	See Comments
COMMENTS	Retain 5 years after resolution of grievance and 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	0754-629
TITLE	Patient Log
DESCRIPTION	Log listing pertinent patient information which is used to generate assessments on a timely basis and to review the patient's current status.
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	0753-629
TITLE	Patient Nutritional Files
DESCRIPTION	Documents relating to patient nutritional needs maintained to ensure that the proper dietary care is provided by the staff.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.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	0455-629
TITLE	Patient Registers
DESCRIPTION	Bound registers of patients admitted.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0476-629
TITLE	Payment Journal - Patient Reimbursement
DESCRIPTION	Record of payments credited to patients reimbursement accounts: dates, patient identification, source code, amounts, description of payment, name of parent or guardian, trust fund.
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	0474-629
TITLE	Personnel Administration Files
DESCRIPTION	Wide variety of documents used to administer personnel at agency: correspondence, reports, statistics, policies, procedures, studies, 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	0315-629
TITLE	Personnel and Payroll Database System
DESCRIPTION	Inter-related computer databases used to manage agency personnel and payroll.
RETENTION	See Comments
COMMENTS	All information in database duplicates that found in paper records series schedule elsewhere. Retain data until updated or until no longer useful, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0433-629
TITLE	Pharmacy Billing Journals
DESCRIPTION	Records of charges to an individual patient and sent to reimbursement for collection purposes to the hospital.
RETENTION	003 fisc 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	0459-629
TITLE	Pharmacy - Daily/Monthly Prescription Records
DESCRIPTION	Documents used to keep track of the number of prescriptions issued on a daily basis to patients.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0740-629
TITLE	Photocopier Log
DESCRIPTION	Daily log kept to monitor the number of photocopies made on a monthly basis and to generate a summary report.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0446-629
TITLE	Physicians' Continuing Medical Education Files
DESCRIPTION	Master list of on-grounds continuing medical education files, along with hours completed for each physician.
RETENTION	See Comments
COMMENTS	Retain until termination of physician, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0461-629
TITLE	Prescription Journal for Patients
DESCRIPTION	Journal of prescriptions issued to individual patients.
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	0303-629
TITLE	Prescriptions
DESCRIPTION	Physicians' prescriptions for various medications to be issued to clients.
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	0413-629
TITLE	Primary Client Service Files
DESCRIPTION	Follow-up sheet made on patients to check the progress of patients.
RETENTION	See Comments
COMMENTS	Retain 10 years after the discharge date.
DISPOSITION	Destroy
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	0473-629
TITLE	Printing Requisitions
DESCRIPTION	Copies of DA forms 104 used to order and pay for work by the State Printer, and supporting materials.
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	0650-629
TITLE	Private Review Organizations Files
DESCRIPTION	Documents relating to private organizations and reviewed for payment approval to the hospital.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
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	0511-629
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.
RETENTION	003 fisc yrs
COMMENTS	A.k.a. "Condemnation Records."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0117-629
TITLE	Property Relocation Requests
DESCRIPTION	Documents used to keep track of property locations and any possible relocation within the facility.
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	0110-629
TITLE	Protection from Harm Files
DESCRIPTION	Documents relating to investigations by the Risk Management Division of resident abuse cases which are used to take measures to protect the residents from any further harm.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
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	0724-629
TITLE	Psychiatric Admission/Release Reports
DESCRIPTION	Reports listing the number of admissions and discharges which are used to determine the necessary services in the community to provide placement for patients.
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	0127-629
TITLE	Psychological Test Kits
DESCRIPTION	Standard psychological tests completed on residents to determine their intelligence level.
RETENTION	See Comments
COMMENTS	Retain test protocols until no longer useful, then destroy. Retain test protocol summaries in respective "Client Records" 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	0737-629
TITLE	Psychology Department Clinical Monitoring Plans
DESCRIPTION	Plans developed to monitor the quality and the appropriateness of the care and treatment of individuals who are provided psychological services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
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	0193-629
TITLE	Psychology Files
DESCRIPTION	Documents relating to the profile and progress or regression in the individual resident's program.
RETENTION	See Comments
COMMENTS	Retain until tenure of resident, then transfer to the resident's file.
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	0758-629
TITLE	Psychotherapy Notes
DESCRIPTION	Notes recorded in any medium by a mental health professional documenting or analyzing the contents of a conversation during a private counseling session or a group, joint, or family counseling session that is maintained separate from the rest of the patient's medical record.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 65-5602 & 45-221(a)(3)
APPROVED	2006-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-146

SERIES ID	0506-629
TITLE	Purchase Requisition Control Log
DESCRIPTION	Register of all purchase requisitions generated.
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	0479-629
TITLE	Purchasing Records - General
DESCRIPTION	Wide variety of documents (largely copies) related to operation of purchasing unit: correspondence, reports, invoices, procedures, publications, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0396-629
TITLE	Quality Assurance Plans
DESCRIPTION	A wide variety of documents relating to the Quality Assurance Program required to meet accreditation standards.
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	0731-629
TITLE	Quality Assurance/Risk Management Activities Files
DESCRIPTION	Documents used to assess the quality assurance and risk management activities at the facility.
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 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0730-629
TITLE	Quality Assurance/Risk Management Supplemental Files
DESCRIPTION	Documents used to supplement the primary documentation, excluding that contained in the incident report files, of specific issues addressed by and activities of the Quality Assurance Committee.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Quality Assurance/Risk Management Activities Files.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0424-629
TITLE	Quality Control Files
DESCRIPTION	Documents relating case analyses made on patients to check on the services provided.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
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	0729-629
TITLE	Quality Improvement Plans
DESCRIPTION	Documents used to monitor the quality assurance/continuous quality improvement plans and activities at the facility.
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 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0728-629
TITLE	Quality Improvement Supplemental Files
DESCRIPTION	Documents used to supplement the primary documentation of hospital-wide and departmental quality assurance/improvement plans and activities.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Quality Improvement Plans.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0412-629
TITLE	Questionnaires/Survey Forms
DESCRIPTION	Copies of forms completed by the hospital staff as responses to agencies or research programs which have requested data.
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	0128-629
TITLE	Reach Program Index Cards
DESCRIPTION	Index cards relating to the screening of preschool children with learning disabilities to determine their level and needs for the Reach program which helps prepare them for school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
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	0727-629
TITLE	Receiving Reports
DESCRIPTION	Reports made regarding the receipt of merchandise or services which are submitted to the accounting section for use in validating invoices.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0502-629
TITLE	Reconciliation of Change Fund (Petty Cash) Records
DESCRIPTION	DA form 75 used to account for petty cash.
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	0129-629
TITLE	Recreation and Leisure Records
DESCRIPTION	Documents related to the residents' related recreational and leisure activities including assessments data sheets, forms, meeting notes, etc.
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	0442-629
TITLE	Refill Sheets Regarding Controlled Drugs
DESCRIPTION	Requests from wards for refills of prescriptions of controlled drugs.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0496-629
TITLE	Reimbursement Statements
DESCRIPTION	Copies of billings sent to guardians and/or parents of patients for care and board of those patients.
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	0726-629
TITLE	Release Form
DESCRIPTION	Form listing the length of stay and subsequent release of patients from the facility.
RETENTION	See Comments
COMMENTS	Retain in conjunction with individual patient file.
DISPOSITION	See Comments
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	0725-629
TITLE	Release of Information Log
DESCRIPTION	Log listing the nature and purpose of information requested.
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	0486-629
TITLE	Reports - Miscellaneous
DESCRIPTION	Collection of special reports on a variety of topics related to the agency mission.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0701-629
TITLE	Requisition Control Files
DESCRIPTION	Documents relating to assigning control numbers to requisitions maintained for convenience of reference.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0164-629
TITLE	Research and Reference Files
DESCRIPTION	Documents resulting from research projects and programs conducted: theses, dissertations, papers, publications, and other miscellaneous materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0669-629
TITLE	Reserve Day Book
DESCRIPTION	Log used to monitor the number of patient therapeutic pass days billed to Medicare and Medicaid.
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	0445-629
TITLE	Residency Training Program Files
DESCRIPTION	Documents pertaining to the once operative Psychiatric Residency Training Program, including curriculum and class schedules.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0126-629
TITLE	Resident Activity Attendance Records
DESCRIPTION	Documents relating the attendance of residents participating in leisure activities 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 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0668-629
TITLE	Resident By Age Report
DESCRIPTION	Computer printout and electronic data relating to bed usage at the facility according to the various age groups.
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	0105-629
TITLE	Resident Care/Behavior Sheets
DESCRIPTION	Reports made by the direct care staff on the units to the nursing staff regarding resident care or behavior incidents.
RETENTION	See Comments
COMMENTS	Retain 7 years after dismissal or death, then destroy. If resident is a minor, retain until majority is reached and/or dismissal plus 7 yrs, 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	0106-629
TITLE	Resident Check Sheets
DESCRIPTION	Bed check sheets filled out nightly to monitor the residents in the wards.
RETENTION	001 cldr yr
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	0254-629
TITLE	Resident I.D. Picture Cards
DESCRIPTION	Photographs taken of residents to use on identification cards which are used by the physicians to help recognize them.
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	0667-629
TITLE	Resident Ledger Files
DESCRIPTION	Computer printout of patient charges that have been deleted from the computer for various reasons.
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	0666-629
TITLE	Resident Master Balance Sheets
DESCRIPTION	Ending monthly balances remaining in patient accounts and used for accounting purposes.
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	0133-629
TITLE	Resident Review Records
DESCRIPTION	Documents relating to the review of the individual resident's current training level to assess the effectiveness of the program plan.
RETENTION	See Comments
COMMENTS	Place in the respective resident's files 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	0136-629
TITLE	Residents by County Records
DESCRIPTION	Index cards listing the number of residents admitted from a specific county which are used for reference purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
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	0495-629
TITLE	Residents Employment Files
DESCRIPTION	Personnel records maintained on residents employed.
RETENTION	See Comments
COMMENTS	Retain during tenure of employee plus 3 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0145-629
TITLE	Residents' Training Materials
DESCRIPTION	Daily routines and data used to help train residents for a variety of tasks including personal hygiene, speech, etc.
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	0257-629
TITLE	Respite Files
DESCRIPTION	Documents maintained for approved respite clients which provides short-term care at the facilities to give some relief for the caregiver of a mentally retarded person.
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	0109-629
TITLE	Restraint Reports
DESCRIPTION	Reports made on the use of restraints placed on individual residents along with a medical procedure checksheet to ensure the proper use and the well-being of the resident.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09
K.A.R. NUMBER	53-2-093

SERIES ID	0756-629
TITLE	Risk Management Files
DESCRIPTION	Incident reports, peer review documents, minutes, correspondence, etc. relating to reportable incidents under KSA 65-4921(f) and investigated by the Risk Management Division.
RETENTION	See Comments
COMMENTS	Retain 2 years after the Final Standard of Care is determined or retain until no longer useful if the case is potentially litigious, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-4925
APPROVED	2003-01-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-133

SERIES ID	0664-629
TITLE	Risk Management Plans and Minutes
DESCRIPTION	Documents relating to the activities of the Risk Management Committee.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0467-629
TITLE	Roof Moisture Testing Records
DESCRIPTION	Data gathered in the testing for moisture on the various roofs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0429-629
TITLE	Roster of Attendance at Workshops
DESCRIPTION	Register of attendance for staff members requiring continuing education units for licensure and includes social workers, RNs, LMHTs, and LPNs.
RETENTION	See Comments
COMMENTS	Rosters are maintained as required by the Behavioral Sciences Regulatory Board and the Kansas State Board of Nursing.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0402-629
TITLE	Safety Program Plans
DESCRIPTION	A wide variety of documents relating to the Safety Program Plans 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	0158-629
TITLE	Sanitation Checklists
DESCRIPTION	Lists used to monitor monthly sanitation checks of all the units to ensure compliance with federal standards.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0660-629
TITLE	Security Daily Activity Log
DESCRIPTION	Log maintained by the security officers on activities which occurred during each shift.
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	0662-629
TITLE	Security Daily Reports
DESCRIPTION	Reports made by the security staff detailing daily activities.
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	0493-629
TITLE	Security Log
DESCRIPTION	Daily narrative record of all security related activities and events.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0697-629
TITLE	Security Patient Assistance Reports
DESCRIPTION	Reports prepared by security officers describing the type of assistance security offered to patients.
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	0492-629
TITLE	Security Records
DESCRIPTION	Copies of records maintained by Security Office (see Incident and Elopement Reports).
RETENTION	See Comments
COMMENTS	Reports will be used by archives staff to fill gaps in Incidents and Elopement Reports after transfers.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0512-629
TITLE	Security Report Sheets - Daily
DESCRIPTION	Logs of daily activities by individual security staff members.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0693-629
TITLE	Security Safe Log
DESCRIPTION	Log maintained by the security officers of items going in and out of the security safe.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0691-629
TITLE	Security Schedules
DESCRIPTION	Documents relating to the scheduling of inspections in every quarter to ensure proper maintenance and functioning of equipment at all times.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0585-629
TITLE	Service Rendered Report
DESCRIPTION	Form completed by Security Department officers indicating the nature and type of assistance.
RETENTION	See Comments
COMMENTS	Retain until 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	0175-629
TITLE	Sewing Room Requests
DESCRIPTION	Memos relating to requests for clothing articles to be manufactured or altered by the sewing room staff including item requested, by whom, what area and amount, and a description of said item.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0124-629
TITLE	Social Service Case Activity Log
DESCRIPTION	Log used by the social workers to keep track of individual resident's contacts and activities which is used for reference purposes.
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	0137-629
TITLE	Social Service Records
DESCRIPTION	Documents relating to client care and training which are duplicates from other units for reference use by the staff.
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	0131-629
TITLE	Speech Therapy Files
DESCRIPTION	Documents relating to an individual resident's program in speech therapy which are used to keep track of any progress or regression.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to resident's file.
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	0146-629
TITLE	Staff In-Service Attendance Lists
DESCRIPTION	Rosters of staff members listing the in-services they have attended which are used to monitor their certification requirements.
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	0112-629
TITLE	Staff In-Service Files
DESCRIPTION	Short in-service training sessions taught by professional and non-professional support staff to other staff members which are required either for promotions or to fulfill position expectations.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Delete from computer when no longer useful.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0427-629
TITLE	State Summaries of Medical Assistance
DESCRIPTION	Program statistics of average payments made by clients.
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	0431-629
TITLE	Statistical Reports
DESCRIPTION	Statistics gathered on patients and used to make a variety of reports about patients and patient care.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0454-629
TITLE	Statistical Studies - Special
DESCRIPTION	Studies completed either at the request of the Central Office or community SRS related groups, or in-house data needed to make future plans.
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	0414-629
TITLE	Stock Requisitions
DESCRIPTION	Completed internal forms used by Purchasing Unit to record orders of expendable goods.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-075

SERIES ID	0296-629
TITLE	Stores Requisitions
DESCRIPTION	Completed internal forms (IM-1105) used to requisition supplies by and for various organizational units in the agency.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0680-629
TITLE	Student Records
DESCRIPTION	Documents relating to the rotation of students in training at the various state hospitals as a degree requirement.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(9)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0295-629
TITLE	Subject Files
DESCRIPTION	Wide variety of documents related to multiple aspects of logistical and administrative activities at the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-075

SERIES ID	0418-629
TITLE	Subject Files
DESCRIPTION	Records related to general activities of the office: "Outstanding Projects, Vehicle Cost Reports, KRDC, Work Therapy Payroll, Development of Leisure Time and Activities, Records Dispositions," 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 2013-05-16
K.A.R. NUMBER	53-2-075

SERIES ID	0122-629
TITLE	Subject Files - Activity
DESCRIPTION	Wide variety of documents relating to resident activities including special Olympics materials.
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 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0679-629
TITLE	Subject Files - Administrative
DESCRIPTION	Documents relating to the administrative and operational responsibilities of the agency.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0678-629
TITLE	Subject Files - Business Office
DESCRIPTION	Wide variety of documents relating to the function and operation of the business office.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0173-629
TITLE	Subject Files - Chaplain
DESCRIPTION	Variety of documents relating to the services of chaplain for the residents 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	0676-629
TITLE	Subject Files - Clinical Services
DESCRIPTION	Wide variety of documents relating to functioning of the office.
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	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0256-629
TITLE	Subject Files - Community Services
DESCRIPTION	Wide variety of documents relating to the administration of the community services program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging. Portions may be restricted.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0168-629
TITLE	Subject Files - General
DESCRIPTION	Records related to the employee training and career development program: correspondence, reports, publications, personnel records, and other materials.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0138-629
TITLE	Subject Files - Music Therapy
DESCRIPTION	Wide variety of documents relating to the administration of the music therapy program.
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	0416-629
TITLE	Subject Files - Non-Routine
DESCRIPTION	Wide variety of documents related to the physical plant activities of a non-routine nature.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-075

SERIES ID	0172-629
TITLE	Subject Files - Reimbursement
DESCRIPTION	Wide variety of financial documents relating to the reimbursement unit.
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	0294-629
TITLE	Subject Files - Reimbursement Unit
DESCRIPTION	Miscellaneous documents regarding operations of the Reimbursement Unit.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

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