Kansas Records Retention Schedules

Results of Query:

Agency Code: 264-005 (Department of Health and Environment. Center for Health & Environmental Statistics)
Subagency: Vital Statistics

Page 1 of 1 showing 26 records of 26 total, starting on record 1

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	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	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	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

SERIES ID	0171-264
TITLE	Subject Files - Corrections or Changes
DESCRIPTION	Documents used to make corrections or changes on original records.
RETENTION	Permanent
COMMENTS	Destroy hard copy after microfilming.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0172-264
TITLE	Subject Files - Marriage Licenses
DESCRIPTION	Variety of documents used to register marriage license issued in Kansas including the statistical portion of the license on microfilm the scanned image or the electronic file provided by the county district court.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS
APPROVED	2007-05-16
K.A.R. NUMBER	53-2-151

SERIES ID	0173-264
TITLE	Subject Files - Registration
DESCRIPTION	Documents used to register birth, stillbirth and divorce or annulment records which have occurred in Kansas.
RETENTION	See Comments
COMMENTS	Retain stillbirth certificates permanently, the remainder retain until no longer useful, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0173-264
TITLE	Subject Files - Registration
DESCRIPTION	Variety of documents used to register birth, stillborn, divorce and annulment records which have occurred in Kansas.
RETENTION	Permanent
COMMENTS	Image records and retain permanently. Original paper copies are transferred to offsite storage and retained permanently.
DISPOSITION	Permanent
RESTRICTIONS	Portions per K.S.A. 65-2422
APPROVED	2008-04-15
K.A.R. NUMBER

SERIES ID	0174-264
TITLE	Subject Files - Requests from SRS
DESCRIPTION	Requests from SRS for records which contain fees receipts, requests from SRS with no fees and awaiting receipt of fees, air-bill receipts, copies of vouchers, etc.
RETENTION	See Comments
COMMENTS	Retain for 1 year on pending receipts, the remainder retain 3 months, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084

SERIES ID	0175-264
TITLE	Supervisory Files
DESCRIPTION	Variety of documents relating to supervisory activities including: memos, personnel files, training information, minutes, interview files, etc.
RETENTION	See Comments
COMMENTS	Retain personnel files 5 years after termination, then destroy. The remainder refer to general schedule or contact the archives for appraisal, if not accepted, destroy.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	1990-04-19
K.A.R. NUMBER	53-2-084