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Kansas Records Retention Schedules

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Agency Code: 629 (Department of Social and Rehabilitation Services)

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Agency Number: 629-008
Department for Children and Families
Integrated Service Delivery

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 0006-629 
TITLE Contractor Summary Report 
DESCRIPTION Quarterly statistical report compiled by SRS staff documenting the types of caseload activities which is maintained for monitoring purposes. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0008-629 
TITLE Court Trustee Monthly Report 
DESCRIPTION Monthly statistical report completed by the reporting agency to SRS listing the current status of cases and maintained for monitoring purposes. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0010-629 
TITLE Kansas Parent Locator Monthly Report 
DESCRIPTION Monthly statistical report tabulating the case status and maintained for monitoring purposes. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0011-629 
TITLE Location and Support Data Report 
DESCRIPTION Monthly statistical report completed by SRS tabulating the case distribution status and maintained for monitoring purposes. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0012-629 
TITLE Location and Support Unit Quarterly Report 
DESCRIPTION Statistical report compiled by SRS staff tabulating the quarterly caseload activities totals and is maintained for monitoring purposes. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0013-629 
TITLE Non-Ambulance Medical Transportation Summary Report 
DESCRIPTION Summary sheets compiled by SRS staff listing the necessary statistical data and used to tabulate the monthly totals. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0014-629 
TITLE Primary Client Service Record Form 
DESCRIPTION Form completed by an assigned SRS staff member listing the type and status of action and service plans established for individual clients. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0015-629 
TITLE Prosecuting Attorney Monthly Report 
DESCRIPTION Statistical form completed by the reporting agency to SRS listing the current status of location and services cases handled by county attorneys and is maintained for monitoring purposes. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0016-629 
TITLE Supplemental Contractor's Report 
DESCRIPTION Form completed on a quarterly basis by the reporting agency to SRS documenting any additional statistical data not previously listed. 
RETENTION See Comments 
COMMENTS Obsolete series. Destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-07-13 
K.A.R. NUMBER 53-2-105 
SERIES ID 0048-629 
TITLE Volunteer Program Training Files 
DESCRIPTION Materials used to conduct training sessions for staff involved in the volunteer program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 

Agency Number: 629-008
Department for Children and Families
Integrated Service Delivery
Child Care 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 0046-629 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities of the Child Care Services unit. 
RETENTION See Comments 
COMMENTS Retain according to general schedule where applicable - otherwise retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions per KSA 45-221(a)(4) 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 

Agency Number: 629-008
Department for Children and Families
Integrated Service Delivery
Economic & Employment Support

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 0022-629 
TITLE Community Work Experience Program Files (CWEP) 
DESCRIPTION Agreements between SRS and cooperative worksites and other documents relating to the administration of CWEP which provides employment opportunities for individuals receiving public assistance. 
RETENTION See Comments 
COMMENTS Retain until expiration of the agreement plus 3 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-104 
SERIES ID 0278-629 
TITLE Complaint Files 
DESCRIPTION Correspondence and documentation relating to complaints made by clients and the general public about Division of Income Maintenance services and activities. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(14) 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-095 
SERIES ID 0024-629 
TITLE Constituent Complaint Files 
DESCRIPTION Incoming and outgoing letters and memoranda, case logs, and intake logs relating to complaints submitted by constituents. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(14) 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 
SERIES ID 0267-629 
TITLE Correspondence - Federal 
DESCRIPTION Incoming and outgoing letters and memoranda to a variety of federal agencies. 
RETENTION See Comments 
COMMENTS Retain in office 4 years, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-095 
SERIES ID 0266-629 
TITLE Correspondence - Routine 
DESCRIPTION Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures : requests for information, letters of transmittal, etc. 
RETENTION See Comments 
COMMENTS Retain in office 4 years, transfer to the records center for 3 years, then destroy. Supersedes general schedule. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 
SERIES ID 0025-629 
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 in selected DCF area offices. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 
SERIES ID 0272-629 
TITLE Food Stamp Program Federal Reports 
DESCRIPTION Variety of computer generated statistical reports required by the federal government to monitor the food stamp program to ensure compliance and accountability. 
RETENTION 004 fisc yrs 
COMMENTS Retain 4 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions under 7CFR 272.1(s) 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-095 
SERIES ID 0029-629 
TITLE Full Time Equivalent Files 
DESCRIPTION Documents reporting the number of full time equivalent employees working for DCF maintained for reference purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 
SERIES ID 0038-629 
TITLE More Opportunities for Self-Sufficiency Training (MOST) Program Files 
DESCRIPTION Correspondence, reports, and other documents relating the administration of the MOST program which provides employment and training opportunities to food stamp recipients. 
RETENTION 005 fisc yrs 
COMMENTS Retain 5 fiscal years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 
SERIES ID 0260-629 
TITLE Policy Statements 
DESCRIPTION Original copies of formal explanations of agency policies and procedures issued in individual statement formats including Income Support & Medical Services Commissioner's letters. 
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 2012-01-19 
K.A.R. NUMBER 53-2-095 
SERIES ID 0040-629 
TITLE Policy Statements and Procedure Manuals 
DESCRIPTION Official policies and procedure manuals related to any Community Supports & Services program 
RETENTION See Comments 
COMMENTS Retain in office 5 fiscal years, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-166 
SERIES ID 0043-629 
TITLE Reference Files - Refugee Program 
DESCRIPTION Copies of correspondence, brochures, reports, and other documents relating to refugee programs that are maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 
SERIES ID 0044-629 
TITLE Reference Files - SRS Programs 
DESCRIPTION Copies of correspondence, brochures, policy and procedure manuals, and other documents relating to SRS programs that are used to answer constituent complaints. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 
SERIES ID 0554-629 
TITLE Refugee Financial Reports 
DESCRIPTION Variety of reports completed by SRS staff maintained to monitor expenditures incurred throughout the refugee program. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-104 
SERIES ID 0269-629 
TITLE Subject Files 
DESCRIPTION Working files containing convenience copies of a wide variety of documents regarding division activities maintained by individual staff members. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-095 
SERIES ID 0045-629 
TITLE Subject Files 
DESCRIPTION Correspondence, notes, reports, and other documents relating to a variety of Department for Children and Families programs, policies, and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 
SERIES ID 0047-629 
TITLE Subject Files - Kansas Cares 
DESCRIPTION Correspondence and other materials relating to the Kansas Cares computer system for the JOBS, MOST and child care programs. 
RETENTION See Comments 
COMMENTS Retain and dispose of in conjunction with associated computer system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-170 
SERIES ID 0635-629 
TITLE Subject Files - United States Department of Agriculture (USDA) 
DESCRIPTION Variety of documents relating to policy information distributed by the USDA to update SRS staff. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-104 
SERIES ID 0609-629 
TITLE Working Files - Quality Control Specialist 
DESCRIPTION Correspondence, interview notes, reports, etc. relating to the operation of the quality control review process conducted on the various types of client cases. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 39-709b 
APPROVED 2012-01-19 
K.A.R. NUMBER 53-2-109 
SERIES ID 0049-629 
TITLE Youth Job Program Training Files 
DESCRIPTION Materials used to conduct training sessions for staff involved in the youth job program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1995-04-13  ; Revised 2013-01-31
K.A.R. NUMBER 53-2-104 

Agency Number: 629-008
Department for Children and Families
Integrated Service Delivery
Vocational Rehabilitation Center

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 0716-629 
TITLE Admission and Discharge Reports 
DESCRIPTION Statistical reports compiled listing the number of consumers admitted into the various programs. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0721-629 
TITLE Census Forms 
DESCRIPTION Documents recording the number of consumers served in each program and length of stay. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0652-629 
TITLE Client or Consumer Feedback Forms 
DESCRIPTION Form completed by the client or consumer rating the services provided and suggestions for improvement. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0722-629 
TITLE Client Screening Data Sheet 
DESCRIPTION Form completed on a potential client before screening for admission. 
RETENTION See Comments 
COMMENTS Obsolete series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0575-629 
TITLE Goals and Objectives Reports 
DESCRIPTION Variety of reports generated to identify and monitor performance factors in the various programs and used to determine efficiency of operations. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0576-629 
TITLE Incident Reports 
DESCRIPTION Form completed by staff regarding medical or other incidents which have occurred. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0715-629 
TITLE Program Evaluation System Reports 
DESCRIPTION Reports generated to provide input to the central office, program managers, and facility staff on the efficiency and effectiveness of the various programs. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0717-629 
TITLE Referral Information Sheets 
DESCRIPTION Form completed by the field counselor or private referral source recommending type of program or service for the individual. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

Agency Number: 629-008
Department for Children and Families
Integrated Service Delivery
Vocational Rehabilitation Center
Vocational Evaluation Program

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 0720-629 
TITLE Admission Lists 
DESCRIPTION Form listing the individual consumer, counselor, assignment, services and admission date. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0718-629 
TITLE Log Sheets and Memos 
DESCRIPTION Logs and corresponding memos listing the consumer, admission date, counselor, discharge date and used to monitor progress. 
RETENTION See Comments 
COMMENTS Obsolete series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

Agency Number: 629-008
Department for Children and Families
Integrated Service Delivery
Vocational Rehabilitation Center
Youth Adjustment Program

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 0574-629 
TITLE Permanent Leave Reports 
DESCRIPTION Reports listing individuals who have left the program. 
RETENTION See Comments 
COMMENTS Obsolete series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0549-629 
TITLE Weekend Pass Lists 
DESCRIPTION Lists identifying individuals who have been granted weekend leave. 
RETENTION See Comments 
COMMENTS Obsolete series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS KSA 72-4311 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 
SERIES ID 0719-629 
TITLE Youth Adjustment Referral Reports 
DESCRIPTION Monthly reports generated listing the referral sources which recommended transfer to Kansas Vocational Rehabilitation Center. 
RETENTION See Comments 
COMMENTS Obsolete series - destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

Agency Number: 629-011
Department for Children and Families
Family 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 0586-629 
TITLE Working Files - Assistant Regional Director for Family Services Programs 
DESCRIPTION Variety of documents relating to the management and operation of the program. 
RETENTION Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-04-11 
K.A.R. NUMBER 53-2-176 
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