Kansas Records Retention Schedules
Results of Query:
Agency Code: 039 (Department for Aging and Disability Services)
Page 5 of 5 showing 83 records of 483 total,
starting on record 401
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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 |
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 |
Agency Number: 039-009
Department for Aging and Disability Services
Multiple subunits/subunit not defined
| SERIES ID |
0019-629 |
| TITLE |
Audit Reports/Responses & Financial Management Reviews/Responses |
| DESCRIPTION |
Responses and other information provided by the agency for audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. May include personal health information. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 6 fiscal years beyond final report, then transfer to State Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
K.S.A. 45-221(a)(3); HIPAA |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0772-629 |
| TITLE |
Bond Records |
| DESCRIPTION |
Supporting documentation relating to payments and reconciliation of bonds. |
| RETENTION |
Retain 5 fiscal years beyond life of bond. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0773-629 |
| TITLE |
Contracts/Grants Awarded by DBHS to Contractors/Grantees |
| DESCRIPTION |
Legal agreements with individuals and organizations including all associated documentation. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 6 fiscal years after final payment. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
|
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0026-629 |
| TITLE |
Employee Personnel Files - Office Copies |
| DESCRIPTION |
Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. |
| RETENTION |
See Comments |
| COMMENTS |
Retain for length of employee's tenure plus 5 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(4) |
| APPROVED |
1995-04-13
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-104 |
| SERIES ID |
0774-629 |
| TITLE |
Grants Awarded to DBHS |
| DESCRIPTION |
Applications and associated documents for federal, state, and private grants. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 6 fiscal years beyond final grant transaction, then transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0775-629 |
| TITLE |
ICF/MR, NF/MH, and PRTF Forms |
| DESCRIPTION |
Intermediate Care Facility for Persons with Mental Retardation (ICF/MR), Nursing Facility for Mental Health (NF/MH), and Psychiatric Review Technique (PRTF). Informational documents relating to cost reports, certifications, appeals and rate setting. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 6 fiscal years following rate implementation. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0776-629 |
| TITLE |
Managed Care Organization (MCO) Contracts |
| DESCRIPTION |
Contract agreements, performance and all other reports, correspondence relating to performance, contract scope or deliverables, service payments under such contracts, policy and procedures of MCO, financial and settlement reports. |
| RETENTION |
6 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0769-629 |
| TITLE |
Official Letters and Memoranda |
| DESCRIPTION |
Correspondence stating policy, rules and regulations, interpretive guidelines, and the like related to any Community Supports & Services program. |
| RETENTION |
See Comments |
| COMMENTS |
Retain in office 5 calendar years, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0778-629 |
| TITLE |
Parent (Family) Fee Program Manuals and Printed Materials |
| DESCRIPTION |
Program manual, sliding fee scales, and other published program documents. |
| RETENTION |
See Comments |
| COMMENTS |
Retain sliding fee scales for 10 years. Retain all other program material one year beyond date superseded or no longer in effect. Transfer one copy of each to State Archives for purging. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0777-629 |
| TITLE |
Parent (Family) Fee Program Participants |
| DESCRIPTION |
Informational documents relating to eligible children, income for fee base, fee variances requests, and supporting documents. |
| RETENTION |
6 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0770-629 |
| TITLE |
Plans of Care, Extraordinary Funding and Home Modifications |
| DESCRIPTION |
Documents related to MR/DD waiver, Money Follows the Person, Traumatic Brain Injury, and Technology Assisted, and other Community Supports & Services programs. |
| RETENTION |
006 fiscal years |
| COMMENTS |
Maintain in office one (1) year, then transfer to State Records Center for five (5) years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0771-629 |
| TITLE |
Program Grants |
| DESCRIPTION |
Records related to Traumatic Brain Injury Program, Money Follows the Person Program, the Systems Transformation Program, and any other Community Supports & Services program grants. |
| RETENTION |
006 fiscal years |
| COMMENTS |
Program manager to maintain records for 1 year following close of grant. Then transfer grant records to State Records Center for 5 years. Intra-agency contact for potentially additional related information is DBHS/Management Operations. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
Agency Number: 039-010
Department for Aging and Disability Services
Addiction and Prevention Services
Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.
| SERIES ID |
0761-629 |
| TITLE |
1915(b)(c) Waiver Approval and Renewals |
| DESCRIPTION |
Final Waiver documents and CMS approval documents related to substance abuse community based managed care programs. |
| RETENTION |
10 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0759-629 |
| TITLE |
All AAPS grants and contracts |
| DESCRIPTION |
All grants and contracts specific to the Alcohol and Addiction Prevention Services (AAPS) program. |
| RETENTION |
10 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0760-629 |
| TITLE |
All Other Alcohol and Addiction Prevention Services (AAPS) Policies and Procedures |
| DESCRIPTION |
All final policy and procedure documents for AAPS programs. |
| RETENTION |
10 fiscal years |
| COMMENTS |
Retain for 10 fiscal years, then transfer to the State Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0762-629 |
| TITLE |
External Quality Review Organization Reports |
| DESCRIPTION |
All final reports related to the Prepaid Inpatient Health Plan (PIHP) program. |
| RETENTION |
10 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0765-629 |
| TITLE |
Prepaid Inpatient Health Plan (PIHP) Contracts |
| DESCRIPTION |
All contracts and amendments related to the PIHP program. |
| RETENTION |
10 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0766-629 |
| TITLE |
Prepaid Inpatient Health Plan (PIHP) Policy and Procedures |
| DESCRIPTION |
All final Policy and Procedure documents for the PIHP program. |
| RETENTION |
10 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0768-629 |
| TITLE |
Project Applications |
| DESCRIPTION |
Provider applications to provide specialty services. |
| RETENTION |
10 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0767-629 |
| TITLE |
Substance Abuse/Prevention Services Block Grant Application |
| DESCRIPTION |
All annual Block Grant applications related to substance abuse/prevention services. |
| RETENTION |
10 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
Agency Number: 039-011
Department for Aging and Disability Services
Mental Health Services
Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.
| SERIES ID |
0779-629 |
| TITLE |
Constituent Complaint Files |
| DESCRIPTION |
All correspondence and memoranda, case logs, and intake logs relating to complaints submitted by constituents. |
| RETENTION |
5 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221(a)(14) |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0780-629 |
| TITLE |
Customer Relations and Referral Services Program Files |
| DESCRIPTION |
Correspondence, area office plans, and other documents relating to the establishment and administration of the Customer Relations and Referral Services Program. |
| RETENTION |
See Comments |
| COMMENTS |
Retain 5 fiscal years, then transfer to the State Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0781-629 |
| TITLE |
Facility Licenses |
| DESCRIPTION |
All licensing and supporting documentation for Community Mental Health Centers (CMHC), Residential Care Facilities (RCF), Psychiatric Residential Treatment Facilities (PRTF), and Private Psychiatric Hospitals (PPH). |
| RETENTION |
5 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0782-629 |
| TITLE |
Grants and Contracts - Funded |
| DESCRIPTION |
Pertinent documents relating to applications for federal, state, and private grants and their subsequent implementation. |
| RETENTION |
5 fiscal years beyond end of grant or contract period. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0783-629 |
| TITLE |
Medicaid Funded Programs |
| DESCRIPTION |
Official reports, determinations, contracts, and policies/procedures related to Medicaid funded mental health programs, including Community Based Managed Care Services, waiver exceptions for Serious Emotional Disturbances (SED), and Psychiatric Residential Treatment Facilities (PRTF). |
| RETENTION |
006 fiscal years |
| COMMENTS |
Retain for 6 fiscal years, then transfer to the State Archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
K.S.A. 45-221(a) |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
| SERIES ID |
0785-629 |
| TITLE |
Nursing Facilities Mental Health Screens |
| DESCRIPTION |
When a Kansan seeks to access nursing facility services, the first step is to conduct a broad-based assessment or "screening" of the overall health and functioning levels to determine whether nursing facility-level of care is necessary. This initial screening process is conducted by or under the management of the Kansas Department on Aging. After that initial screening, if there is an indication that mental health services may also be needed, a second level evaluation or "screen" as to mental health and functioning levels is conducted by a Community Mental Health Center (CMHC), and SRS - because SRS licenses CMHCs and management publicly funded mental health services - becomes programmatically responsible. Based upon the results of that screening, the person may be identified for placement in one of the Nursing Facility-Mental Health (NFMH) facilities in Kansas, also licensed by SRS. Both the initial screening for NFMH services and periodic (generally annual) re-screening for those services are presented to SRS staff for review and NFMH placement approval. SRS has only a copy of the screen for service approval/program management purposes. |
| RETENTION |
6 fiscal years |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
K.S.A. 45-221(a)(3) |
| APPROVED |
2011-04-28
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-167 |
| SERIES ID |
0784-629 |
| TITLE |
Subject Files |
| DESCRIPTION |
Correspondence, notes, reports, and other documents related to SRS programs, policies, and procedures. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2011-01-27
; Revised 2013-05-21 |
| K.A.R. NUMBER |
53-2-166 |
Agency Number: 039-012
Department for Aging and Disability Services
Health Occupations Credentialing
In FY2012, most health occupations credentialing services and programs were transferred from the Kansas Department of Health and Environment to the newly-formed Kansas Department for Aging and Disability Services (formerly Dept. on Aging).
| SERIES ID |
0199-264 |
| TITLE |
Activity Director/Social Services Designee and Operator Course Curricula |
| DESCRIPTION |
Curricula, samples, program plans, etc. relating to proposed courses which must be approved by the Department of Health and Environment. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0200-264 |
| TITLE |
Activity Director/Social Services Designee and Operator Courses Files |
| DESCRIPTION |
Application, correspondence, course materials, etc. relating to the approval process for Activity Director/Social Services Designee and Operator Courses. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0791-264 |
| TITLE |
Address Change Notifications |
| DESCRIPTION |
Notices submitted to the agency indicating an address change for credentialed or regulated individuals or groups. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until record is updated and verified, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0201-264 |
| TITLE |
Administrator Program Statistics |
| DESCRIPTION |
Statistics about administrators' performance on the examination. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(9) |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0792-264 |
| TITLE |
Adult Care Home Administrator Examination Statistics |
| DESCRIPTION |
Statistics listing the cumulative performance for adult care home administrators on the national and state examinations. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(9) |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0202-264 |
| TITLE |
Approved Instructors |
| DESCRIPTION |
Applications and supporting documentation relating to the approval process for instructors to teach the various training courses. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(4) |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0793-264 |
| TITLE |
Certified Nurse Aide, Certified Medication Aide, Home Health Aide Course Approval |
| DESCRIPTION |
Applications and supporting documentation relating to the approval process for CAN, CMA, and HHA courses. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0794-264 |
| TITLE |
Certified Nurse Aide, Certified Medication Aide, Home Health Aide Course Rosters |
| DESCRIPTION |
Aattendance rosters for courses approved by the Department of Health and Environment. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0795-264 |
| TITLE |
Complaint Files |
| DESCRIPTION |
Documents relating to investigations into complaints made against licensed professionals, certified occupations individuals, or facilities which did not result in further action. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0204-264 |
| TITLE |
Complaints and Legal Actions |
| DESCRIPTION |
Documents of complaints and legal actions taken against adult care home administrators including: correspondence, hearing records, legal orders, affidavits, and documents. |
| RETENTION |
See Comments |
| COMMENTS |
If duplicate, keep until no longer useful, then destroy. Otherwise transfer to the archives. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
KSA 45-221(a)(11) |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0205-264 |
| TITLE |
Computerized Certificates, Nurse, Home Health, and Medication Aides |
| DESCRIPTION |
Copies of nurse's aide, home health aide, medication aide certificates issued by department used for reference. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0796-264 |
| TITLE |
Continuing Education Program Files |
| DESCRIPTION |
Applications, correspondence, course descriptions, etc. relating to the approval of continuing education programs required for licensed professionals. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0207-264 |
| TITLE |
Continuing Education Programs |
| DESCRIPTION |
Records concerning the approval of continuing education courses for adult care home administrators including: applications, correspondence, course descriptions, etc. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0206-264 |
| TITLE |
Continuing Education - Subsequent Approval Forms |
| DESCRIPTION |
Completed forms requesting the approval of continuing education for adult care home administrators after their completion. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0797-264 |
| TITLE |
Continuing Education Subsequent Approval Forms |
| DESCRIPTION |
Applications, brochures, etc. relating to the approval of continuing education credits required to maintain a license to practice in the state of Kansas. |
| RETENTION |
005 cldr yrs |
| COMMENTS |
Some material may be returned to the licensee/applicant. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0798-264 |
| TITLE |
Correspondence - Activity Directors, Social Service Designee and Operators |
| DESCRIPTION |
Incoming and outgoing memos and letters that relate to routine matters regarding Activity Directors, Social Service Designess and Operators. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0800-264 |
| TITLE |
Criminal History Background Abstracts |
| DESCRIPTION |
Reports submitted by the KBI to the KDHE regarding criminal history problems of applicants to long term care nursing facility jobs to ensure that only qualified applicants are hired. |
| RETENTION |
020 cldr yrs |
| COMMENTS |
Retain in office 1 calendar year, transfer to the records center for 19 calendar years, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(10) |
| APPROVED |
2005-04-14
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0809-264 |
| TITLE |
Criminal Record Check Request Forms |
| DESCRIPTION |
Completed forms submitted to the KBI for a criminal background check on applicants for employment at health facilities. Reports from background checks are part of series 0800-264, "Criminal History Background Abstracts". |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
|
| APPROVED |
2009-01-08
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-158 |
| SERIES ID |
0801-264 |
| TITLE |
Current Certificate Receipts for Certified Nurse Aides |
| DESCRIPTION |
Receipt tabs removed from the certificates issued to certified nurse aides and maintained for convenience of reference. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0212-264 |
| TITLE |
Current Certificate Receipts for Nurses' Aides |
| DESCRIPTION |
Receipt tabs once issued to nurse's aides and used for reference. |
| RETENTION |
Permanent |
| DISPOSITION |
Permanent |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0213-264 |
| TITLE |
Disapproved Instructors |
| DESCRIPTION |
Applications, resumes, correspondence, etc. relating to course instructors denied authorization to teach the various training courses. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(6) |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0214-264 |
| TITLE |
Dropped or Failed Applicants Files |
| DESCRIPTION |
Applications for adult care home administrator license that have failed the examination or dropped applications including applications, correspondence, transcripts, job records and qualifications. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(6) |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0215-264 |
| TITLE |
Equivalency Statements for Certified Nurses' Aides |
| DESCRIPTION |
Documents relating to equivalency statements allowing the substitution of course work for the Certified Nurse Aide program. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0216-264 |
| TITLE |
Examination Results |
| DESCRIPTION |
Examination reports, results, and individual test scores of licensees. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(9) |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0217-264 |
| TITLE |
Fraudulent Certificates or Licenses |
| DESCRIPTION |
Affidavits, correspondence, evidence, etc. relating to fraudulent certificates or licenses. |
| RETENTION |
005 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0219-264 |
| TITLE |
Health Occupation Credentialing Applications |
| DESCRIPTION |
Application and supporting documentation relating to individuals applying for certification as required by the Health Occupations Credentialing Act. |
| RETENTION |
001 cldr yr |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
KSA 45-221(a)(9) |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0802-264 |
| TITLE |
Health Occupations Credentialing Program Statistics |
| DESCRIPTION |
Numeric and graphic data summary reports detailing the operation of the licensing and certification programs. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
KSA 45-221(a)(9) |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0220-264 |
| TITLE |
Home Health Agency Files |
| DESCRIPTION |
Survey reports, correspondence, etc. relating to home heath agency inspections conducted by the agency to ensure compliance with state and federal requirements. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Meets federal requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1999-10-07
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-121 |
| SERIES ID |
0221-264 |
| TITLE |
Insufficient Funds Checks |
| DESCRIPTION |
Documentation of checks returned for insufficient funds including: canceled checks and correspondence. |
| RETENTION |
003 fisc yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0222-264 |
| TITLE |
License Renewals |
| DESCRIPTION |
Documents of the renewal or nonrenewal of adult care home administrators including: lists of administrators and summary statements. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0223-264 |
| TITLE |
License Stubs |
| DESCRIPTION |
Tear off stubs from adult care home administrator licenses used as a record of licenses issued. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0225-264 |
| TITLE |
Medication Aide Expired Certificates |
| DESCRIPTION |
Documents relating to medication aide certificates which have expired and not been renewed. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0226-264 |
| TITLE |
Medication Aide, Nurse Aide and Home Health Aide Program (Course) Approval |
| DESCRIPTION |
Applications and documentation regarding the approval of nurse's aide, medication and home health aide training, including applications, correspondence, curriculum descriptions and instructor, etc. |
| RETENTION |
See Comments |
| COMMENTS |
Transfer to another series upon completion of course. |
| DISPOSITION |
See Comments |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0804-264 |
| TITLE |
Name Change Notification Files |
| DESCRIPTION |
Correspondence, legal documents, etc. relating to name changes of credentialed or regulated individuals or groups. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until record is updated and verified, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0805-264 |
| TITLE |
Non-Kansas Certified Nurse Aide Courses |
| DESCRIPTION |
Correspondence, curriculum, etc. describing other states' Certified Nurse Aide programs and maintained for convenience of reference. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0229-264 |
| TITLE |
Nurses' Aide, Home Health Aide and Medication Aide Database Printouts |
| DESCRIPTION |
Numerical and alphabetical listings on database used for reference. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until superseded, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0230-264 |
| TITLE |
Nurses' Aide, Medication Aide and Home Health Aide Course Rosters |
| DESCRIPTION |
Attendance rosters for approved courses, including attendance rosters to which the course approval is attached. |
| RETENTION |
003 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0228-264 |
| TITLE |
Nurses' Aide Program History |
| DESCRIPTION |
General information pertaining to the development and revision of the nurse's aide, medication aide, and home health aide program, regulations and statutes. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0231-264 |
| TITLE |
Nursing Home Files |
| DESCRIPTION |
Survey reports, correspondence, etc. relating to nursing home inspections conducted by the agency to ensure compliance with state and federal requirements. |
| RETENTION |
005 fisc yrs |
| COMMENTS |
Meets federal requirements. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1999-10-07
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-121 |
| SERIES ID |
0232-264 |
| TITLE |
Out of State Nurses' Aide Course Approvals |
| DESCRIPTION |
Course curriculum and correspondence relating to the approval of nurse's aide courses offered by other states. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0233-264 |
| TITLE |
Prior Approved Continuing Education Attendance Reports |
| DESCRIPTION |
Documents relating to the licensed professions and health occupations credentialing programs where courses are approved under authority of long-term sponsorship. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0234-264 |
| TITLE |
Program History Files |
| DESCRIPTION |
Documents relating to the deveopment and revision of the certified nurse aide, certified medication aide, and home health aide programs. |
| RETENTION |
002 cldr yrs |
| COMMENTS |
Retain in office 2 calendar years, then transfer to the archives for purging. |
| DISPOSITION |
Archives |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0235-264 |
| TITLE |
Reading File |
| DESCRIPTION |
Documents produced by the department for reference purposes. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0236-264 |
| TITLE |
Requests for Applications |
| DESCRIPTION |
Requests for application materials, packets, or general information relating to the various licensing and certification programs. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0237-264 |
| TITLE |
Sponsors of Approved CAN, CMA, HHA, SSD, AD and Operator Courses |
| DESCRIPTION |
Correspondence, course plans, curriculum, instructors, etc. relating to the approval of the various certification courses. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy. |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0241-264 |
| TITLE |
Subject Files - Programs |
| DESCRIPTION |
General subject files used in the administration of adult care home administrators, nurse's and medication aide, dietitian's licensing, health occupation credentialing and other programs. |
| 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
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0242-264 |
| TITLE |
Subject Files - Secretary |
| DESCRIPTION |
Various subject files used in the performance of secretary's duties for the health occupations credentialing section, including supplies information and computer database operation information. |
| RETENTION |
See Comments |
| COMMENTS |
Retain until no longer useful, then destroy |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
1990-04-19
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-084 |
| SERIES ID |
0244-264 |
| TITLE |
Unpaid and Returned Certificates |
| DESCRIPTION |
Certified nurse aide, certifed medication aide, and home health aide certificates issued but not paid for and not made or mailed and returned as undeliverable. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
| SERIES ID |
0245-264 |
| TITLE |
Used Examination Answer Sheets |
| DESCRIPTION |
Answer sheets completed for the various examinations. |
| RETENTION |
002 cldr yrs |
| DISPOSITION |
Destroy |
| RESTRICTIONS |
None |
| APPROVED |
2001-04-12
; Revised 2013-06-03 |
| K.A.R. NUMBER |
53-2-126 |
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