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Kansas Records Retention Schedules

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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 0417-629 
TITLE Subject Files - Routine 
DESCRIPTION Records related to routine activities of the office: correspondence, receipts, bid sheets, reports, gasoline reports, copies of vouchers, etc. 
RETENTION See Comments 
COMMENTS See also Subject Files, Non-Routine. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-075 
SERIES ID 0670-629 
TITLE Subject Files - Security 
DESCRIPTION Wide variety of documents relating to the activities of the security section. 
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 0174-629 
TITLE Subject Files - Sewing Room 
DESCRIPTION Variety of documents relating to the activities and administration of the sewing room. 
RETENTION See Comments 
COMMENTS Retain until no longer needed, then transfer to the archives for purging. Portions may be restricted. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0101-629 
TITLE Subject Files - Staff Training 
DESCRIPTION Wide variety of documents relating to the administration of the staff training program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-13
K.A.R. NUMBER 53-2-093 
SERIES ID 0292-629 
TITLE Summary of Expenditures by Object Code Reports 
DESCRIPTION Monthly computer reports listing by object code all funds budgeted, expended, encumbered, and balances. 
RETENTION See Comments 
COMMENTS This is not a CASK report. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 
SERIES ID 0675-629 
TITLE Sunday Worship Bulletins 
DESCRIPTION Programs scheduled for Sunday worship services offered by the chaplainry services staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer 2 copies to the archives, destroy the remainder. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 
SERIES ID 0226-629 
TITLE Supported Family Living Reimbursement Files 
DESCRIPTION Documents relating to payments made to supported family living providers to reimburse families with mentally retarded children living in their home. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-096 
SERIES ID 0401-629 
TITLE Survey Reports - Joint Commission on Accreditation of Hospital Organizations 
DESCRIPTION Reports of surveys, including deficiencies, contingencies and resurvey information, related to the accreditation standards of the Joint Commission on Accreditation of Hospital Organizations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 
SERIES ID 0399-629 
TITLE Survey Reports - Medicaid (Periodic Medical Review) 
DESCRIPTION Reports of Medicaid surveys, including deficiencies, contingencies, and plans for correction. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 
SERIES ID 0400-629 
TITLE Survey Reports - Medicare 
DESCRIPTION Reports of Medicare surveys, including deficiencies, contingencies, and plans for correction. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 
SERIES ID 0398-629 
TITLE Survey Reports - Risk Management 
DESCRIPTION Reports of site visits made by surveyors from the Department of Health and Environment used to substantiate compliance with laws and regulations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 
SERIES ID 0438-629 
TITLE Survey Results - College of American Pathologists 
DESCRIPTION Surveys of results of hospital laboratory work on specimens in comparison to other labs and used for proficiency testing and required for accreditation. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 
SERIES ID 0139-629 
TITLE Surveys and Questionnaires 
DESCRIPTION Survey forms and general questionnaires sent to Intermediate Care Facilities for the Mentally Retarded by federal agencies to be filled out regarding various aspects of health care. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0163-629 
TITLE SWEP Files 
DESCRIPTION Records regarding participation of individuals in the Summer Work Employment Program: applications, correspondence, physical examination results, performance ratings, and time sheets. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1988-10-13  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-076 
SERIES ID 0410-629 
TITLE Test Protocols 
DESCRIPTION Test protocols, notes, and copies of the psychological reports used for review and comparison purposes on patients. 
RETENTION See Comments 
COMMENTS Retain for 10 years after the date of last discharge or 1 year beyond the date that patients who are minors reach their majority, whichever is longer. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 
SERIES ID 0677-629 
TITLE Therapeutic Passes 
DESCRIPTION Patient passes given to the reimbursement office to verify days spent away from the facility and used for reimbursement purposes. 
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 0681-629 
TITLE Tile Floor Records 
DESCRIPTION Documents recording the frequency of floor care to ensure proper maintenance. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-099 
SERIES ID 0290-629 
TITLE Time Reports - Daily 
DESCRIPTION Internal reports submitted by each unit listing time work for each employee daily (sign-in and -out sheets). 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 
SERIES ID 0291-629 
TITLE Time Report Work Sheets 
DESCRIPTION Completed forms used to input monthly time data into KIPPS computer system. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 
SERIES ID 0279-629 
TITLE Time Schedules - Monthly 
DESCRIPTION Record of time worked by employees - compiled from Daily Time Reports (q.v.). 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 
SERIES ID 0134-629 
TITLE Toll Log 
DESCRIPTION Log used to record long distance calls not on the KANS-A-N line made by staff. 
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 0118-629 
TITLE Tool Control Files 
DESCRIPTION Documents used to monitor the distribution of tools within the facilities. 
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 0683-629 
TITLE Traffic Courtesy Reminder Log 
DESCRIPTION Log maintained by the security officers of improper parking by visitors in the parking lots. 
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 0188-629 
TITLE Training Sheets 
DESCRIPTION Forms used to track and analyze the task performances of residents in training programs which are used to assess the effectiveness of the program. 
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 0407-629 
TITLE Treatment Program Plans 
DESCRIPTION A variety of documents relating to the Treatment Program Plan and required to meet accreditation standards. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-087 
SERIES ID 0191-629 
TITLE Tuition Assistance Records 
DESCRIPTION Documents related to the administration of tuition assistance programs for employees including applications, information on tuition assistance programs elsewhere, and educational institutions. 
RETENTION See Comments 
COMMENTS Retain 1 year after employee's tenure, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0297-629 
TITLE Utilization Sheets 
DESCRIPTION Daily summary of housekeeping staff activities by building and task. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 
SERIES ID 0220-629 
TITLE Volunteer Applications 
DESCRIPTION Applications submitted by individuals interested in volunteer work at state hospitals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15  ; Revised 2013-05-13
K.A.R. NUMBER 53-2-096 
SERIES ID 0686-629 
TITLE Volunteer Program Files 
DESCRIPTION Documents relating to the function and activities of the volunteer program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 
SERIES ID 0284-629 
TITLE Vouchers - Receipts 
DESCRIPTION DA forms 100, 103, 120, and 123 used to make payments to individuals and organizations, periodic abstracts, and occasional copies of invoices and other supporting materials. 
RETENTION 003 fisc yrs 
COMMENTS Includes a sub-series of duplicates of DA forms 103 which may be destroyed immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 
SERIES ID 0283-629 
TITLE VRU Billing Records 
DESCRIPTION Documents related to purchases of goods and services by the Vocational Rehabilitation Unit. 
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 0423-629 
TITLE Ward Log Books 
DESCRIPTION Working data (daily status of patients) & log of patient information used to meet deadlines & expedite patient paperwork including: admission, legal status, changes in venue, discharge & summaries. 
RETENTION 003 cldr 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 0587-629 
TITLE Warning Form 
DESCRIPTION Copies of form completed by Security Department officers and given to staff or visitors for parking or traffic infractions as a reminder to obey all traffic and parking regulations. 
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 0115-629 
TITLE Wash and Finishing Records 
DESCRIPTION Daily wash and finishing reports including wash room weights and finishing count. 
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 0690-629 
TITLE Weekly Fire Alarm System Tests 
DESCRIPTION Documents relating to weekly testing of the fire panel and manual stations conducted to ensure proper maintenance of the systems. 
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 0259-629 
TITLE Weekly/Monthly Duplicating Tally 
DESCRIPTION Tally of the usage and costs accrued on photoduplication machines on a weekly and monthly basis which is used for accounting purposes to the company. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 
SERIES ID 0426-629 
TITLE Welfare Eligibility Records 
DESCRIPTION Documents relating to the eligibility of clients to qualify for welfare payments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-087 
SERIES ID 0282-629 
TITLE Workers Compensation Files 
DESCRIPTION Records regarding employee accidents reported to the state workers compensation system: Report of Employee Injury, WC form 1101A, correspondence, vouchers, notes, medical reports, etc. 
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 
SERIES ID 0287-629 
TITLE Workshop Earnings Listings 
DESCRIPTION Records of pay earned by residents participating in workshop program as applied to re-imbursement for care provide to them. 
RETENTION See Comments 
COMMENTS Obsolete records series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-075 
SERIES ID 0247-629 
TITLE Work Therapy Benefit Fund 
DESCRIPTION Financial records related to the administration of the Work Therapy Benefit Fund which helps fund projects for residents. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) entries where applicable, otherwise retain 3 fiscal years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions may be restricted. 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 
SERIES ID 0436-629 
TITLE X-Ray Film and Report 
DESCRIPTION Reports and film for of x-rays performed on patients. 
RETENTION See Comments 
COMMENTS Retain for 10 years after the date of last discharge or one year beyond the date that patients who are minors reach their majority, whichever is longer. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 65-5602 
APPROVED 1991-01-17  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-087 

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

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

SERIES ID 0103-629 
TITLE Cemetery Records 
DESCRIPTION Documents listing deceased residents buried at the facilities including name and grave number. 
RETENTION Permanent 
COMMENTS Retain permanently or transfer to the archives. 
DISPOSITION Permanent 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-13
K.A.R. NUMBER 53-2-093 
SERIES ID 0156-629 
TITLE Correspondence - Medical Records 
DESCRIPTION Correspondence removed from Client Records (q.v.) and established as a separate series. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated Client Records (q.v.). 
DISPOSITION See Comments 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1989-04-27  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-079 
SERIES ID 0167-629 
TITLE Grade Books 
DESCRIPTION Records of student grades for specific courses given. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1988-10-13  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-076 
SERIES ID 0102-629 
TITLE Residents by Age Records 
DESCRIPTION Index cards listing the residents by age and their birthdate 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 2013-05-13
K.A.R. NUMBER 53-2-093 
SERIES ID 0221-629 
TITLE Speech and Hearing Outpatient Reports 
DESCRIPTION Monthly summary reports used for billing purposes containing outpatient's name and date and length of treatment. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(1)(3) 
APPROVED 1993-04-15  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-096 
SERIES ID 0108-629 
TITLE Subject Files - Volunteer Services 
DESCRIPTION Wide variety of documents relating to the administration of the volunteer services division. 
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 0285-629 
TITLE Vending - Records of Daily Sales 
DESCRIPTION Daily records of sales receipts from vending machines - internal form "A." 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 

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

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

SERIES ID 0338-629 
TITLE Patient Activity Fund Records 
DESCRIPTION Documents concerning the financial accounting of the patient activity fund including bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 
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