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Kansas Records Retention Schedules

Results of Query:

Agency Code: 629-005 (Department for Children and Families. Operations)

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Agency Number: 629-005
Department for Children and Families
Operations
Division of Income Maintenance
Area Office

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.

SERIES ID 0747-629 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. Retain convenience copies until no longer useful, then destroy. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 629-005
Department for Children and Families
Operations
Division of Income Maintenance
Area Offices

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.

SERIES ID 0375-629 
TITLE Active Case Listing Report 
DESCRIPTION Computer printout (CR 300) providing a detailed listing of all cases in a specified eligibility or social services worker's caseload. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0230-629 
TITLE Adult Care Homes Payment Rate Update 
DESCRIPTION Monthly update of local area adult care homes billing rates used to calculate payments made to long term care facilities. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0368-629 
TITLE Approvals and Denials Summary Report 
DESCRIPTION Monthly computer printout (MR 161) summarizing action taken on all cash and medical assistance applications received. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0371-629 
TITLE Base Wage, New Hire, and Unemployment Insurance Detailed Report 
DESCRIPTION Monthly computer printout (CR 520) containing income or benefit data on clients who have started a new job or who have begun to receive unemployment insurance benefits. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0233-629 
TITLE Base Wage, New Hire, and Unemployment Insurance Summary Report 
DESCRIPTION Monthly computer printout (CR 521) listing clients who have started a new job or who have begun to receive unemployment insurance and arranged by eligibility worker for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0209-629 
TITLE Caseload Report 
DESCRIPTION Monthly computer printout (MR 310) summarizing a unit's activities by listing the name, program, and month-end status of each client. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0208-629 
TITLE Caseload Summary Report 
DESCRIPTION Monthly computer printout (MR 320) summarizing an eligibility worker's caseload by listing the name, program, and month-end status of each client. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0232-629 
TITLE Case Management Report 
DESCRIPTION Monthly computer printout (MR 610) summarizing by area the total number of cases opened, closed, and denied. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0240-629 
TITLE Cash Assistance Recovery Report 
DESCRIPTION Monthly computer printout (MR 100) listing recoveries of incorrect cash assistance payments by individual case. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0308-629 
TITLE Eligibility Worker Alert Report 
DESCRIPTION Computer printout (CR 330) notifying eligibility caseworkers of cases that are due, overdue, or coming due within the next 14 days. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0197-629 
TITLE Employee Training Manuals 
DESCRIPTION Original copies of manuals used to train agency personnel. 
RETENTION See Comments 
COMMENTS Retain until superseded or no longer in effect, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0198-629 
TITLE Food Stamp Mail Issuance Report 
DESCRIPTION Monthly computer printout (FR 259) containing accounting data by county on mail issuance, mail returns, and food stamp replacements with state totals. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0199-629 
TITLE Food Stamp Program Summary Report 
DESCRIPTION Monthly computer printout (FR 256) summarizing by county the number of households and individuals receiving food stamps and the total value of food stamps issued. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0212-629 
TITLE Food Stamp Recoveries Report 
DESCRIPTION Monthly computer printout (MR 242) listing claims against clients for food stamp overissuances and amounts recouped. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0204-629 
TITLE Income Maintenance Case Files 
DESCRIPTION Applications and supporting documentation used to determine the eligibility of persons for income maintenance programs and records documenting all case activity. 
RETENTION See Comments 
COMMENTS Data is maintained in both paper and electronic format. Retain 4 cldr. years after case is closed, then destroy. Retain every 100th file (make hard copy of electronic data) and transfer to archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0217-629 
TITLE Income Maintenance Statistics Report 
DESCRIPTION Monthly computer printout (MR 600) summarizing expenditures for each income maintenance program: cash, food stamps, and medical. 
RETENTION 003 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0195-629 
TITLE Mass Change Detail Summary Report 
DESCRIPTION Computer printout (MR 340) containing summary Social Security cost of living adjustment data used to monitor changes in income maintenance program eligibility. 
RETENTION 002 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0202-629 
TITLE Medical Transportation Recipients Report 
DESCRIPTION Monthly computer printout (MR 710) listing clients who received benefits to pay for transportation to medical appointments. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0205-629 
TITLE Pending Applications Area Report 
DESCRIPTION Weekly computer printout (MR 105) summarizing pending applications for assistance in each area office. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. Case names are not included on the report. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0369-629 
TITLE Pregnant Women Report 
DESCRIPTION Computer printout (CR 600) informing eligibility workers of clients who are pregnant so that they can refer them to local health departments for special services related to pregnancy. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0207-629 
TITLE Quality Control Files 
DESCRIPTION Office copies of documents relating to quality control unit reviews of selected cases. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Original copies are retained by the central office quality control unit. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0262-629 
TITLE Reviews Due and Overdue Reports 
DESCRIPTION Monthly computer printouts (CR 110) providing a detailed listing of cases with required eligibility reviews coming due within the next two months, as well as reviews overdue. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0234-629 
TITLE Social Security Number Validation Discrepancy Report 
DESCRIPTION Monthly computer printout (CR 510) listing clients whose income maintenance social security number record does not match the social security number on file at the Social Security Administration. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0229-629 
TITLE Subject Files - Income Maintenance Chief 
DESCRIPTION Variety of documents related to the operation and management of income maintenance programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0215-629 
TITLE Timeliness Measurement of Approved Cash and Medical Applications Report 
DESCRIPTION Monthly computer printout (MR 162) containing information on cases that were not approved in a timely manner and the reasons for the delay. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0210-629 
TITLE Timeliness Summary of Food Stamp Transactions Report 
DESCRIPTION Monthly computer printout (MR 272) containing information on whether food stamp applications were processed in a timely manner. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0211-629 
TITLE Untimely Food Stamp Disposition Report 
DESCRIPTION Monthly computer printout (MR 270) containing information on all food stamp program transactions that were not processed in a timely manner and the reasons for the delay. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 
SERIES ID 0206-629 
TITLE Weekly Application Summary Report 
DESCRIPTION Computer printout (MR 370) summarizing each eligibility worker's weekly activities including the number of applications received and actions taken. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 629-005
Department for Children and Families
Operations
Division of Income Maintenance
Central Office

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.

SERIES ID 0264-629 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel File associated with employment of specific personnel (applications, evaluations, etc.) maintained by the division 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 1993-01-14 
K.A.R. NUMBER 53-2-095 
SERIES ID 0271-629 
TITLE Income Maintenance Finance Files 
DESCRIPTION Variety of documents relating to the fiscal operation of the division including vouchers, receipts, and purchase orders, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-01-14 
K.A.R. NUMBER 53-2-095 

Agency Number: 629-005
Department for Children and Families
Operations
Economic & Employment Support
Regional Offices

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.

SERIES ID 0231-629 
TITLE Subject Files 
DESCRIPTION Wide variety of documents maintained by eligibility workers for reference purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

Agency Number: 629-005
Department for Children and Families
Operations
Employment Preparation Services

At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.

SERIES ID 0596-629 
TITLE Child Care Facility Complaints and Reports of Investigation Files 
DESCRIPTION Documents received from local SRS offices relating to complaints lodged against child care facilities including reports of suspected child abuse, neglect, or sexual abuse. 
RETENTION See Comments 
COMMENTS Retain confirmed child abuse, neglect, or sexual abuse complaints permanently or transfer to the archives. Retain unconfirmed child abuse neglect, or sexual abuse complaints 3 fisc yrs, then destroy. Retain all other complaints 3 fisc yrs, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(11) 
APPROVED 1995-04-13 
K.A.R. NUMBER 53-2-104 
SERIES ID 0584-629 
TITLE Contracts - Job Opportunities and Basic Skills (JOBS) and KanWork Programs 
DESCRIPTION Contracts between SRS and local organizations providing employment through the JOBS and KanWork programs to individuals receiving public assistance. 
RETENTION See Comments 
COMMENTS Retain until expiration of contract plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13 
K.A.R. NUMBER 53-2-104 
SERIES ID 0550-629 
TITLE Correspondence - Department of Human Resources 
DESCRIPTION Correspondence with the Kansas Department of Human Resources relating to employment programs for public assistance recipients. 
RETENTION 005 cldr yrs 
COMMENTS Retain 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-04-13 
K.A.R. NUMBER 53-2-104 

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