Kansas Records Retention Schedules

Results of Query:

Agency Code: 264 (Department of Health and Environment)

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Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Disease Control & Prevention

SERIES ID	0742-264
TITLE	Vaccine Preventable Disease (VPD) Investigation Reports
DESCRIPTION	Various reports and data collection tools for investigation and follow-up of VPD cases and contacts.
RETENTION	005 cldr yrs post completion
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

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention

SERIES ID	0249-264
TITLE	Chanute Hospital Patient Records
DESCRIPTION	Hospital records of patients admitted to the Chanute Tuberculosis Hospital.
RETENTION	See Comments
COMMENTS	Retain 20 years after patient last seen, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0263-264
TITLE	Statistical and Program Management Reports
DESCRIPTION	Statistical and program management reports required by the U.S. Public Health Service.
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	0262-264
TITLE	Statistical Reports
DESCRIPTION	Quarterly, annual, narrative and statistical reports to the Centers for Disease Control regarding grant activities and accomplishments.
RETENTION	See Comments
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
Epidemiologic Services Section (ESS)

SERIES ID	0733-264
TITLE	Annual Summary of Reportable Diseases in Kansas (Hard Copy)
DESCRIPTION	Annual summary of reportable disease data contained in HAWK, HIV and AIDS Reporting System(HARS), Sexually Transmitted Diseases Management Information System (STD MIS), and KCLPPP databases that contains no identifying information.
RETENTION	001 cldr yr
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

SERIES ID	0735-264
TITLE	Disease Outbreak Investigation Reports (Hard Copy)
DESCRIPTION	Reports of investigation and findings of disease outbreaks that contain no identifying information.
RETENTION	005 calendar
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
HIV/Sexually Transmitted Diseases (STD) Program

SERIES ID	0736-264
TITLE	HIV and AIDS Report and Investigation Forms
DESCRIPTION	Various paper reports and data collection tools for reporting, investigation, and follow-up of HIV/AIDS cases and contacts.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221 (a)(3)
APPROVED	2001-10-18
K.A.R. NUMBER	53-2-128

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Public Health Informatics

SERIES ID	0763-264
TITLE	Adult Lead Survey
DESCRIPTION	Questionnaire to ascertain lead blood level and exposure possibilities which includes an individual's work and non-work activities, blood test, children, and personal info.
RETENTION	005 cldr yrs
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	0247-264
TITLE	Adverse Reaction to Immunization Reports
DESCRIPTION	Reports by health care providers of alleged adverse reactions to immunization.
RETENTION	010 cldr yrs
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	0768-264
TITLE	Blood Lead Levels--Children
DESCRIPTION	Documents related to child blood lead levels after soil remediation.
RETENTION	001 cldr year post retesting
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	0766-264
TITLE	Blood Lead Levels Test Results - Adults
DESCRIPTION	Laboratory results submitted to the bureau of blood lead levels in individual adults.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(24)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0749-264
TITLE	Blood Lead Levels Test Results - Children
DESCRIPTION	Laboratory results submitted to the bureau of blood lead levels in individual children.
RETENTION	001 cldr yr
COMMENTS	The CDC maintains the electronic copy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0734-264
TITLE	Communicable Disease (CD) Investigation Reports
DESCRIPTION	Various reports and data collection tools used for investigation, follow-up, and reporting CD cases and contacts.
RETENTION	005 cldr yrs post last contact
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Family Health

SERIES ID	0313-264
TITLE	Administrative Files - Special Supplemental Nutrition Program for Women, Infants, and Children
DESCRIPTION	Documents used in the administration of the WIC program including: state plans, applications for WIC, budget applications, and regulations.
RETENTION	004 Federal Fisc yrs
COMMENTS	Federal Fiscal Year runs 10/01 - 09/30 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	0746-264
TITLE	Child Care License Investigation Files - Substantive
DESCRIPTION	Documents relating to complaints, investigations and the ultimate closure of licensed facilities and/or homes due to violations of the Maternal Hospitals or Homes and Homes for Children Act.
RETENTION	070 cldr yrs post closure
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-507(b)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0744-264
TITLE	Child Care Licensing Files
DESCRIPTION	Application and renewals including supporting documentation relating to the licensing process including facility surveys to provide child care services for children.
RETENTION	007 cldr yrs post facility closure
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-507B
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0301-264
TITLE	Children Deceased and 21 Years Old
DESCRIPTION	Documents of children who have died or turned 21 years of age including: applications, financial, insurance, reports, bills, action plans, authorization, correspondence, and other related records.
RETENTION	010 cldr yrs
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	0331-264
TITLE	Client Records
DESCRIPTION	Documents relating to medical files on children including: applications, professional reports, authorizations, action plans, bills, correspondence, narrative, financial & insurance info.
RETENTION	See Comments
COMMENTS	Files are retained for 010 cldr years post first defining event: age 21, deceased, or closed case.
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	0218-264
TITLE	Health Care Facilities Risk Management Plans
DESCRIPTION	Documents submitted annually by health care facilities relating to their risk management plans and site review reports.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-10-07
K.A.R. NUMBER	53-2-121

SERIES ID	0761-264
TITLE	Local Agencies Payment Files
DESCRIPTION	Payment vouchers, reports, and other records documenting payments to local county health departments.
RETENTION	004 fisc yrs
COMMENTS	Retention Period is to meet federal requirements.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-10-22
K.A.R. NUMBER	53-2-189

SERIES ID	0687-264
TITLE	Newborn Hearing Loss High Risk Questionnaire
DESCRIPTION	Questionnaire submitted by physicians to the Department of Health and Environment regarding a risk for hearing loss screening test given to all newborn infants.
RETENTION	See Comments
COMMENTS	Retain high risk newborn questionnaires 003 calendar years past 21, then destroy. Retain newborns not at risk questionnaires until aggregate data is determined, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-1155
APPROVED	1997-07-10
K.A.R. NUMBER	53-2-112

SERIES ID	0342-264
TITLE	Newborn Screening Notification records
DESCRIPTION	Documents used to alert doctors to an abnormal screening of a genetic disease, including lab reports from the KDHE laboratory, letters to physicians, correspondence and lab reports from physicians, forms, notes, spreadsheets created to generate aggregate data and make mail merges, etc. Data is also entered into the Bureau for Family Health web-based database system, which is maintained separately.
RETENTION	005 cldr yrs post final contact
COMMENTS	Final contact with either the parent or physician.
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	0747-264
TITLE	Quarterly Blood Lead Level Reports - Children
DESCRIPTION	Report compiled to monitor blood lead levels on individual children.
RETENTION	001 cldr yr
COMMENTS	The CDC maintains the electronic copy.
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	0352-264
TITLE	Special Bequest Fund Files
DESCRIPTION	Documents used to keep track of money received and spent from the special bequest fund including: donations, interest receipts, memorials, expenditure records, advisory commission reports, wills.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0069-264
TITLE	Women, Infants, and Children Program - Check File Reports
DESCRIPTION	Monthly report listing all cashed or non-cashed checks issued under the federal WIC (food issue) program to participating food suppliers.
RETENTION	006 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER	53-2-075

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Health Promotion

SERIES ID	0371-264
TITLE	Community Health Nurse Consultant Files
DESCRIPTION	Documents concerning the activities of Community Health Nurse Consultant including: personnel records, activity records, files, memos, and letters.
RETENTION	003 cldr yrs post employment termination
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)(4)
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0372-264
TITLE	Continuing Education for Nurses
DESCRIPTION	Documents relating to the continuing education for nurses approved by the Kansas State Board of Nursing including: continuing education, nurse rosters, approved programs, vitae and fee deposits.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0382-264
TITLE	Refugee Health Assessment Program Files
DESCRIPTION	Documents relating to the Refugee and Health Assessment Program including: names of refugees and medical information to meet federal grant requirements.
RETENTION	005 fisc yrs
COMMENTS	Contact the 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

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Health Promotion
Consumer & Local Health

SERIES ID	0370-264
TITLE	AIDS Education Files
DESCRIPTION	Documents related to AIDS education material for teaching purposes including: pamphlets, letters, memos and typed curriculum guide.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0373-264
TITLE	County Files
DESCRIPTION	Documents of dental reports from the counties.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0377-264
TITLE	Health Promotion Files
DESCRIPTION	Documents relating to Health Promotion material: chronic disease risk factors, physical fitness, pamphlets, workshop material, articles, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0378-264
TITLE	KAN-BE-HEALTHY (EPSOT) Health Assessment
DESCRIPTION	Documents relating to the Health Assessment course and certification procedure as well as recertification including: files, records, memos and letters.
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	0387-264
TITLE	Migrant and Refugee Files
DESCRIPTION	Variety of documents related to migrant and refugee programs including: client records, general correspondence, grant applications, BCRR reports, booklets, annual reports, historical data.
RETENTION	003 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0380-264
TITLE	Public Health Nursing County Reports
DESCRIPTION	Variety of documents relating to public health nursing including: reports, grant applications, contracts for monitoring programs in county health departments.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0381-264
TITLE	Public Health Nursing Files
DESCRIPTION	Documents relating to public health nursing including: Nursing Association Newsletters, mailing lists, workshop information (Health Assessment skills for nurses), information related to other states.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau

SERIES ID	0292-264
TITLE	General Program Files
DESCRIPTION	Documents relating to the administration of programs including manuals, guidance, protocols, planning, evaluation, reports, etc.
RETENTION	003 fisc yrs
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Children and Families Section

SERIES ID	0302-264
TITLE	Data Files
DESCRIPTION	Completed forms submitted to the bureau for grant/contract requirements.
RETENTION	See Comments
COMMENTS	Retain for one year until data tables are received, then destroy. Carbon copies go in client's health record/chart.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Nutrition and WIC Section

SERIES ID	0314-264
TITLE	Commodity Surplus Food Program - SRS Files
DESCRIPTION	Documents, either completed or in the developmental phases, used for the functioning of the position and in conjunction with SRS.
RETENTION	004 cldr yrs
COMMENTS	Retain current federal year plus 3 years, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0307-264
TITLE	Statistical and Analytic Data
DESCRIPTION	Various documents used to analyze WIC vendor activity and finances including: ledger books, computer printouts, applications, etc.
RETENTION	See Comments
COMMENTS	Retain as required by state regulation and no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services

SERIES ID	0340-264
TITLE	Make a Difference Information Network Files
DESCRIPTION	Documents used in the administration of M-A-D-I-N program including: grants, correspondence, requests/referral form, statistics, memorandum of understanding, surveys, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0345-264
TITLE	Phenylketonuria, Congenital Hypothyroidism, Galactosemia Disease Files
DESCRIPTION	Documents used to keep track of children with genetic diseases to meet the requirements of law.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0334-264
TITLE	Providers Files
DESCRIPTION	Documents relating to agreements by providers to accept the department's payments and not bill patients including documents for potential providers and those who choose not be an SHS provider.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services Section

SERIES ID	0282-264
TITLE	Clinic Reports
DESCRIPTION	Individual client medical reports listing the status of the disease and other personal information.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-003
Department of Health and Environment
Health Division
Health Facility Regulation Bureau
Health Occupations Credentialing

SERIES ID	0799-264
TITLE	Correspondence - CNA, CMA, HHA
DESCRIPTION	Incoming and outgoing letters and memoranda relating to routine matters concerning the CAN, CMA, and HHS certified professions.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2005-04-14
K.A.R. NUMBER	53-2-126

SERIES ID	0803-264
TITLE	Legal Investigations and Action Files
DESCRIPTION	Correspondence, hearing records, legal orders, affidavits, etc. relating to investigations of alleged violations of the Health Occupations Credentialing Act.
RETENTION	See Comments
COMMENTS	Retain 5 years after case is closed, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(11)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0806-264
TITLE	Nursing Facility Abuse Files
DESCRIPTION	Complaint, correspondence, hearing documents, etc. relating to investigations of abuse of residents by long term care nursing facilities employees.
RETENTION	040 cldr yrs
COMMENTS	Retain in office 1 calendar year, transfer to the records center for 39 calendar years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

SERIES ID	0238-264
TITLE	Subject Files - Health Occupations Credentialing Act
DESCRIPTION	Correspondence, reports, topical information, etc. relating to the health planning and statewide health coordinating council and Health Occupations Credentialing committee.
RETENTION	005 cldr yrs
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2001-04-12
K.A.R. NUMBER	53-2-126

Agency Number: 264-003
Department of Health and Environment
Health Division
Institutional Review Board

SERIES ID	1005-264
TITLE	Institutional Review Board (IRB) Records
DESCRIPTION	Copies of all research proposals involving human subjects reviewed by the Institutional Review Board. Series may include, but is not limited to scientific evaluations, sample consent forms, statements of significant new findings, progress reports, reports of injuries to subjects, and correspondence with investigators.
RETENTION	3 calendar years after research is completed
COMMENTS	Pursuant to requirements of CFR §46.115.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2020-07-16
K.A.R. NUMBER	53-2-206

Agency Number: 264-003
Department of Health and Environment
Health Division
Office of Health Promotion

SERIES ID	0295-264
TITLE	Seat Belt Files
DESCRIPTION	Documents relating to the institution and administration of the Seat Belt Program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0298-264
TITLE	Subject Files - Health Promotion Administrator
DESCRIPTION	Documents used in the day to day work of the position including: work in progress, narrative descriptions, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then file in appropriate program file.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories

SERIES ID	0400-264
TITLE	Breath Alcohol Certification Records
DESCRIPTION	Documents relating to the certification of breath testing instruments and individual law enforcement operators, and used to verify the status of operators and instruments for court cases on DUIs.
RETENTION	See Comments
COMMENTS	Retain 18 months after instrument or operator is recertified or replaced, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0402-264
TITLE	Clinical Laboratory Certification Records
DESCRIPTION	Documents concerning hospital and clinical laboratories surveyed for Medicare certification, hospital licensure, including survey reports, & proficiency testing results.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0403-264
TITLE	Clinical Laboratory Records
DESCRIPTION	Laboratory logs of results of laboratory tests and laboratory activity includes: quality control of media, specimen logsheets with laboratory numbers and patient names, etc. Does NOT apply to neo-natal.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0404-264
TITLE	Environmental Laboratory Certification Records
DESCRIPTION	Applications and annual renewal certificates, etc. relating to all laboratories certified in the Environmental Division certification program.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0573-264
TITLE	Environmental Laboratory Records
DESCRIPTION	Results of laboratory tests conducted on a variety of environmental samples which are used for monitoring public water supplies and ambient water quality to ensure compliance with standards.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0704-264
TITLE	KDHE Laboratory Radioactive Materials Licenses
DESCRIPTION	Documents related to the licensing of the section laboratory to handle and use certain radioactive materials - required by the Bureau of Radiation Control - license renewed every 2 years.
RETENTION	005 cldr yrs
COMMENTS	Retention period covers term of license plus 3 years following expiration.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-05-15
K.A.R. NUMBER	53-2-074

SERIES ID	0702-264
TITLE	Laboratory Equipment Operation and Maintenance Records
DESCRIPTION	Documents related to acquisition, use, and maintenance of laboratory equipment: manuals, warranties, correspondence, notes, and related documents.
RETENTION	005 cldr yrs post supersedence
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0703-264
TITLE	Laboratory Quality Assurance & Control Certification Records
DESCRIPTION	Certifications of laboratory personnel to perform various laboratory activities and operations.
RETENTION	003 cldr yrs post employment termination
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2015-08-12
K.A.R. NUMBER	53-2-188

SERIES ID	0570-264
TITLE	Neonatal Screening/Environmental Toxicology Laboratory records
DESCRIPTION	Submission forms and reports of analysis, including any amended reports, regarding newborn screening performed by the KDHE laboratory on individually identifiable newborns.
RETENTION	021 cldr years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1)(3)
APPROVED	2015-05-21
K.A.R. NUMBER	53-2-186

SERIES ID	0807-264
TITLE	Radiochemistry Laboratory Public Drinking Water and non-Wolf Creek Records
DESCRIPTION	Sample collection forms, reports, and raw data of public water monitoring and radiological surveillance programs other than Wolf Creek Nuclear Power Generating Station.
RETENTION	010 cldr yrs
COMMENTS	Retain in lab for 3 years, transfer to the records center for 7 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-07-13
K.A.R. NUMBER	53-2-148

SERIES ID	0808-264
TITLE	Radiochemistry Laboratory Wolf Creek Records
DESCRIPTION	Sample collection forms, reports, quality control data, etc. relating to the monitoring of the Wolf Creek Nuclear Power Generating Station.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2006-10-12
K.A.R. NUMBER	53-2-149

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories
Livestock Waste Management

SERIES ID	1007-264
TITLE	Confined Feeding Facility Operation Reports
DESCRIPTION	Monthly reports documenting the facility's compliance with Kansas Water Pollution Control Permit for Agricultural and Related Wastes. Record of maximum of number of animals confined, rainfall received, wastewater levels and location, soil condition and amount, and other specifics of land application of livestock waste.
RETENTION	5 years + current calendar year
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2023-10-24
K.A.R. NUMBER	53-2-219

SERIES ID	1006-264
TITLE	Nutrient Management Plans
DESCRIPTION	Five-year projections of the land application of livestock waste at Confined Feeding Facilities with a National Pollutant Discharge Elimination System permit. Plan documents the agronomic application of waste, which includes: crop rotations, methodology, application rate limitations and projected application rates for the 5-year permit cycle. The plan also documents the facility's method of mortality disposal, and the other nine minimum federal requirements.
RETENTION	15 years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2023-10-24
K.A.R. NUMBER	53-2-219

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories
Livestock Waste Management Section

SERIES ID	1010-264
TITLE	Confined Feeding Facility Annual Reports
DESCRIPTION	Year-end summary of the land application of livestock waste at Confined Feeding Facilities with a National Pollutant Discharge Elimination System (NPDES) permit. Report documents compliance with the permit and Nutrient Management Plan, and includes an Exported Waste Report, Land Application Summary, Summary of Discharges, and any soil and waste analyses obtained during the reporting period.
RETENTION	10 Calendar Years
COMMENTS	Scan reports into Perceptive Content and destroy physical documents following a quality check. After 10 calendar years, destroy electronic files
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

SERIES ID	1008-264
TITLE	Confirmed Closed Facilities
DESCRIPTION	Confined Feeding Facilities that are no longer in use and have gone through an official KDHE closure that includes documentation of actions taken by the facility as well as approval of actions by KDHE engineers and geologists who deem it acceptable for closure
RETENTION	Permanent
COMMENTS	Scan reports into Perceptive Content and destroy physical documents following a quality check. Digital records will be retained in Perceptive Content permanently.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

SERIES ID	1009-264
TITLE	Mega-Swine 2950 Plans
DESCRIPTION	These plans are specific to Confined Animal Feeding Operations that meet the State Statutory definition for Swine facilities with >3724 Animal Units. These facilities are required b K.S.A. 65-1-190 to provide extra precautions to prevent water pollution as a part of their permit planning. These are generally submitted as a part of the facility Nutrient Management Plan.
RETENTION	15 Years
COMMENTS	Document may be destroyed after retention period.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2024-04-18
K.A.R. NUMBER	53-2-221

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Director's Office

SERIES ID	0104-264
TITLE	Director's Administrative Files
DESCRIPTION	Variety of documents related to the administration of the division of information systems including: personnel files, copies of purchase requests, copies of administrative memos, 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	Portions per KSA 45-221(a)
APPROVED	1990-07-19
K.A.R. NUMBER	53-2-085

SERIES ID	0105-264
TITLE	Division Files
DESCRIPTION	Documents related to the activities within each office and section of the division including: research and analysis, data processing, activities of state registrar, speaking materials, 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	0106-264
TITLE	Subject Files
DESCRIPTION	Variety of documents relating to the activities of the bureau including: memos, contracts, budget file, health information files, office equipment files, travel files, secretary minutes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Office of Health Care Information

SERIES ID	0081-264
TITLE	Accidental Death Transcripts
DESCRIPTION	Documents listing relevant statistics for accidental death reporting system including: name, date of death, statistical information about cause of accidental death and relevant death certificates.
RETENTION	See Comments
COMMENTS	These should be transferred to the Office of Vital Statistics for permanent retention when no longer useful.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0082-264
TITLE	Annual Tables
DESCRIPTION	Annual tables of births, deaths, marriages and divorces including: births, deaths, marriages, divorces by county, age group, sex, race, etc.
RETENTION	See Comments
COMMENTS	Retain in office permanently or transfer to the archives.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0083-264
TITLE	Annual Vital Statistics Tables
DESCRIPTION	Birth, death, marriage, divorce, and abortion data compiled on an annual basis.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0087-264
TITLE	Dentists/Dental Hygienists Surveys
DESCRIPTION	Surveys of dentists and dental hygienists listing name, address, sex, age, practice related questions, race, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0088-264
TITLE	Elderly Kansans Survey
DESCRIPTION	Documents relating to health assessment of elderly Kansans including: name, age, address, sex, race, 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	0090-264
TITLE	Expenditure Study
DESCRIPTION	Documentation for worksheets of health expenditures study including: publications, data table, memos, letters, worksheets and drafts of study, correspondence, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0092-264
TITLE	General Office Files
DESCRIPTION	Documents relating to the daily operation of the unit including: memos, applications, budget documents, general data, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0093-264
TITLE	General Statistical Reference Files
DESCRIPTION	Documents related to statistical compilations used for requests including: correspondence and data compilations related to births, deaths, marriages, divorces and abortions, stats. from other states.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0686-264
TITLE	Induced Termination of Pregnancy Report
DESCRIPTION	Report compiled by the provider facilities and submitted to the Secretary of Health and Environment relating to the number of induced termination of pregnancies performed as required by KSA 65-445.
RETENTION	See Comments
COMMENTS	Retain hard copy 1 year after current report year, then destroy. Retain raw computer data until no longer useful, then delete.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3) & 65-436
APPROVED	1997-07-10
K.A.R. NUMBER	53-2-112

SERIES ID	0097-264
TITLE	Manpower Statistics
DESCRIPTION	Documents relating to demographic data on physicians, dentists, dental hygienists, physical therapists, occupational therapists, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0098-264
TITLE	Medical Doctor/Doctor of Osteopathy Annual Renewal Survey
DESCRIPTION	Documents used to identify medical doctors and doctors of osteopathy by name, address, practice location, hours worked, and other demographic/statistical data gathered as required by statute.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Vital Statistics

SERIES ID	0149-264
TITLE	Administrative Files
DESCRIPTION	Variety of documents relating to the administration of the bureau including: general correspondence for VS, budget material, personnel files, contracts, individual county correspondence files, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0150-264
TITLE	Adoption Files
DESCRIPTION	Documents used in the process of adoption including: form letters, blank forms, copy rules and regulations, foreign born adoption index, etc.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0152-264
TITLE	Applications for Vital Records
DESCRIPTION	Applications for birth, death, marriage, divorce and stillbirth certificates including: names, dates of events, places, parents, relationship of person or reason for having record, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0153-264
TITLE	Coding Material for Occupation and Industry on Death Certificate
DESCRIPTION	Documents relating to coding the occupation and industry of the deceased on current death certificates.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0154-264
TITLE	Corrections or Changes Files
DESCRIPTION	Letters, notes, requests for corrections/changes on original records, returned certified copies, etc. relating to requests for changes or corrections on recent birth and death certificates.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0156-264
TITLE	Death Certificate Material
DESCRIPTION	Documents relating to death certificate registration material used to register and code current death records.
RETENTION	See Comments
COMMENTS	Retain until updated, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0157-264
TITLE	Delayed Birth Certificate Registration
DESCRIPTION	Federal census forms, copies of statutes, sample letters and original delayed birth certificates used to establish delayed birth registration in Kansas.
RETENTION	Permanent
COMMENTS	Image documents and return original documents to the source who provided them. Transfer Delayed Certificate of Birth and affidavits to the permanent offsite storage.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 65-2422
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0157-264
TITLE	Delayed Birth Certificate Registration
DESCRIPTION	Documents used to establish delayed birth registration in Kansas including: fed. census forms, copies of statutes, sample letters, D.B. index, book of dead town list, original D.B. certificates, etc.
RETENTION	Permanent
COMMENTS	Retain original copy and microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0158-264
TITLE	General Office Files
DESCRIPTION	Variety of documents, generally office copies, used in the daily activities of the division.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0159-264
TITLE	Hospital and Funeral Home Monthly Report
DESCRIPTION	Documents relating to hospital reports of all births and stillbirths which occur in the state.
RETENTION	See Comments
COMMENTS	Retain until all records are accounted for and report is microfilmed, then destroy hard copy. Retain microfilm permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0160-264
TITLE	Indexes for Certificates and Microfilm Off-Site Storage
DESCRIPTION	Indexes used to locate certificates and microfilm that are stored off-site.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0161-264
TITLE	Indexing Materials
DESCRIPTION	Microfiche, death index books, computer printouts, etc. used to locate state file numbers on records in order to retrieve and process certified copies.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0162-264
TITLE	Indexing Resources
DESCRIPTION	Indexing material used to locate state file number on certificates needed for retrieval and reproduction including: names, date of event, place of event code, index number, type of record, etc.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0163-264
TITLE	Original Birth, Death, Marriage, Divorce and Stillbirth Records
DESCRIPTION	Original vital records documenting events which have occurred in Kansas including: names, dates, places, types of records, parents, addresses, occupation, medical information, marital status, social security numbers, etc.
RETENTION	Permanent
COMMENTS	Image records and maintain permanently. Original paper copies are stored offsite and retained permanently.
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 65-2422 & 5 U.S.C. sec. 552a
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0163-264
TITLE	Original Birth, Death, Marriage, Divorce and Stillbirth Records
DESCRIPTION	Original records of events which have occurred in Kansas including: names, dates, places, type of records, parents, addresses, occupation, medical info, marital status, social security numbers, etc.
RETENTION	Permanent
COMMENTS	Retain original and microfilm permanently, originals go to off-site storage.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0165-264
TITLE	Preparation Files
DESCRIPTION	Documents used to help prepare original birth, death, marriage divorce, stillbirth and delayed birth registrations.
RETENTION	Permanent
COMMENTS	After microfilming, destroy hard copy, retain microfilm permanently.
DISPOSITION	Permanent
RESTRICTIONS	KSA 65-2422
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0165-264
TITLE	Preparation Files
DESCRIPTION	Documents used to help prepare original birth, death, marriage, divorce, stillbirth and delayed birth registrations.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	K.S.A. 65-2422
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0168-264
TITLE	Reports - Special Projects
DESCRIPTION	Reports produced by the section relating to special projects.
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	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0169-264
TITLE	Subject Files
DESCRIPTION	Variety of documents used to register vital events, local register files, reports to NCHS, hospital delinquency reports, individual funeral home files, 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	0170-264
TITLE	Subject Files - Accounting
DESCRIPTION	Documents retained for accounting purposes for the issuance of vital records including: money receipts, date of transaction, type of record, amount of fees paid, name, date, place of event, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

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