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Kansas Records Retention Schedules

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Agency Code: 039 (Department for Aging and Disability Services)

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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 0486-629 
TITLE Reports - Miscellaneous 
DESCRIPTION Collection of special reports on a variety of topics related to the agency mission. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 
SERIES ID 0701-629 
TITLE Requisition Control Files 
DESCRIPTION Documents relating to assigning control numbers to requisitions maintained for convenience of reference. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 
SERIES ID 0164-629 
TITLE Research and Reference Files 
DESCRIPTION Documents resulting from research projects and programs conducted: theses, dissertations, papers, publications, and other miscellaneous materials. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-076 
SERIES ID 0669-629 
TITLE Reserve Day Book 
DESCRIPTION Log used to monitor the number of patient therapeutic pass days billed to Medicare and Medicaid. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
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 0445-629 
TITLE Residency Training Program Files 
DESCRIPTION Documents pertaining to the once operative Psychiatric Residency Training Program, including curriculum and class schedules. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 
SERIES ID 0126-629 
TITLE Resident Activity Attendance Records 
DESCRIPTION Documents relating the attendance of residents participating in leisure activities at the facilities. 
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 0668-629 
TITLE Resident By Age Report 
DESCRIPTION Computer printout and electronic data relating to bed usage at the facility according to the various age groups. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
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 0105-629 
TITLE Resident Care/Behavior Sheets 
DESCRIPTION Reports made by the direct care staff on the units to the nursing staff regarding resident care or behavior incidents. 
RETENTION See Comments 
COMMENTS Retain 7 years after dismissal or death, then destroy. If resident is a minor, retain until majority is reached and/or dismissal plus 7 yrs, 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 0106-629 
TITLE Resident Check Sheets 
DESCRIPTION Bed check sheets filled out nightly to monitor the residents in the wards. 
RETENTION 001 cldr yr 
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 0254-629 
TITLE Resident I.D. Picture Cards 
DESCRIPTION Photographs taken of residents to use on identification cards which are used by the physicians to help recognize them. 
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 2013-05-15
K.A.R. NUMBER 53-2-093 
SERIES ID 0667-629 
TITLE Resident Ledger Files 
DESCRIPTION Computer printout of patient charges that have been deleted from the computer for various reasons. 
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 0666-629 
TITLE Resident Master Balance Sheets 
DESCRIPTION Ending monthly balances remaining in patient accounts and used for accounting purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
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 0133-629 
TITLE Resident Review Records 
DESCRIPTION Documents relating to the review of the individual resident's current training level to assess the effectiveness of the program plan. 
RETENTION See Comments 
COMMENTS Place in the respective resident's files and retain accordingly. 
DISPOSITION See Comments 
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 0136-629 
TITLE Residents by County Records 
DESCRIPTION Index cards listing the number of residents admitted from a specific county 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 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0495-629 
TITLE Residents Employment Files 
DESCRIPTION Personnel records maintained on residents employed. 
RETENTION See Comments 
COMMENTS Retain during tenure of employee plus 3 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 
SERIES ID 0145-629 
TITLE Residents' Training Materials 
DESCRIPTION Daily routines and data used to help train residents for a variety of tasks including personal hygiene, speech, etc. 
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 0257-629 
TITLE Respite Files 
DESCRIPTION Documents maintained for approved respite clients which provides short-term care at the facilities to give some relief for the caregiver of a mentally retarded person. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 
SERIES ID 0109-629 
TITLE Restraint Reports 
DESCRIPTION Reports made on the use of restraints placed on individual residents along with a medical procedure checksheet to ensure the proper use and the well-being of the resident. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09 
K.A.R. NUMBER 53-2-093 
SERIES ID 0756-629 
TITLE Risk Management Files 
DESCRIPTION Incident reports, peer review documents, minutes, correspondence, etc. relating to reportable incidents under KSA 65-4921(f) and investigated by the Risk Management Division. 
RETENTION See Comments 
COMMENTS Retain 2 years after the Final Standard of Care is determined or retain until no longer useful if the case is potentially litigious, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-4925 
APPROVED 2003-01-09  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-133 
SERIES ID 0664-629 
TITLE Risk Management Plans and Minutes 
DESCRIPTION Documents relating to the activities of the Risk Management Committee. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 
SERIES ID 0467-629 
TITLE Roof Moisture Testing Records 
DESCRIPTION Data gathered in the testing for moisture on the various roofs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 
SERIES ID 0429-629 
TITLE Roster of Attendance at Workshops 
DESCRIPTION Register of attendance for staff members requiring continuing education units for licensure and includes social workers, RNs, LMHTs, and LPNs. 
RETENTION See Comments 
COMMENTS Rosters are maintained as required by the Behavioral Sciences Regulatory Board and the Kansas State Board of Nursing. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 
SERIES ID 0402-629 
TITLE Safety Program Plans 
DESCRIPTION A wide variety of documents relating to the Safety Program Plans required to meet accreditation. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 
SERIES ID 0158-629 
TITLE Sanitation Checklists 
DESCRIPTION Lists used to monitor monthly sanitation checks of all the units to ensure compliance with federal standards. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0660-629 
TITLE Security Daily Activity Log 
DESCRIPTION Log maintained by the security officers on activities which occurred during each shift. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
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 0662-629 
TITLE Security Daily Reports 
DESCRIPTION Reports made by the security staff detailing daily activities. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
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 0493-629 
TITLE Security Log 
DESCRIPTION Daily narrative record of all security related activities and events. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 
SERIES ID 0697-629 
TITLE Security Patient Assistance Reports 
DESCRIPTION Reports prepared by security officers describing the type of assistance security offered to patients. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
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 0492-629 
TITLE Security Records 
DESCRIPTION Copies of records maintained by Security Office (see Incident and Elopement Reports). 
RETENTION See Comments 
COMMENTS Reports will be used by archives staff to fill gaps in Incidents and Elopement Reports after transfers. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 
SERIES ID 0512-629 
TITLE Security Report Sheets - Daily 
DESCRIPTION Logs of daily activities by individual security staff members. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-075 
SERIES ID 0693-629 
TITLE Security Safe Log 
DESCRIPTION Log maintained by the security officers of items going in and out of the security safe. 
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 0691-629 
TITLE Security Schedules 
DESCRIPTION Documents relating to the scheduling of inspections in every quarter to ensure proper maintenance and functioning of equipment at all times. 
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 0585-629 
TITLE Service Rendered Report 
DESCRIPTION Form completed by Security Department officers indicating the nature and type of assistance. 
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 0175-629 
TITLE Sewing Room Requests 
DESCRIPTION Memos relating to requests for clothing articles to be manufactured or altered by the sewing room staff including item requested, by whom, what area and amount, and a description of said item. 
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 0124-629 
TITLE Social Service Case Activity Log 
DESCRIPTION Log used by the social workers to keep track of individual resident's contacts and activities which is used for reference purposes. 
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 0137-629 
TITLE Social Service Records 
DESCRIPTION Documents relating to client care and training which are duplicates from other units for reference use by the staff. 
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 0131-629 
TITLE Speech Therapy Files 
DESCRIPTION Documents relating to an individual resident's program in speech therapy which are used to keep track of any progress or regression. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to resident's file. 
DISPOSITION See Comments 
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 0146-629 
TITLE Staff In-Service Attendance Lists 
DESCRIPTION Rosters of staff members listing the in-services they have attended which are used to monitor their certification requirements. 
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 0112-629 
TITLE Staff In-Service Files 
DESCRIPTION Short in-service training sessions taught by professional and non-professional support staff to other staff members which are required either for promotions or to fulfill position expectations. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. Delete from computer when no longer useful. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0427-629 
TITLE State Summaries of Medical Assistance 
DESCRIPTION Program statistics of average payments made by clients. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-087 
SERIES ID 0431-629 
TITLE Statistical Reports 
DESCRIPTION Statistics gathered on patients and used to make a variety of reports about patients and patient care. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 
SERIES ID 0454-629 
TITLE Statistical Studies - Special 
DESCRIPTION Studies completed either at the request of the Central Office or community SRS related groups, or in-house data needed to make future plans. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1991-01-17  ; Revised 2013-05-17
K.A.R. NUMBER 53-2-087 
SERIES ID 0414-629 
TITLE Stock Requisitions 
DESCRIPTION Completed internal forms used by Purchasing Unit to record orders of expendable goods. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-075 
SERIES ID 0296-629 
TITLE Stores Requisitions 
DESCRIPTION Completed internal forms (IM-1105) used to requisition supplies by and for various organizational units in the agency. 
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 0680-629 
TITLE Student Records 
DESCRIPTION Documents relating to the rotation of students in training at the various state hospitals as a degree requirement. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(9) 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 
SERIES ID 0418-629 
TITLE Subject Files 
DESCRIPTION Records related to general activities of the office: "Outstanding Projects, Vehicle Cost Reports, KRDC, Work Therapy Payroll, Development of Leisure Time and Activities, Records Dispositions," etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-075 
SERIES ID 0295-629 
TITLE Subject Files 
DESCRIPTION Wide variety of documents related to multiple aspects of logistical and administrative activities at the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 
SERIES ID 0122-629 
TITLE Subject Files - Activity 
DESCRIPTION Wide variety of documents relating to resident activities including special Olympics materials. 
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 0679-629 
TITLE Subject Files - Administrative 
DESCRIPTION Documents relating to the administrative and operational responsibilities of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 
SERIES ID 0678-629 
TITLE Subject Files - Business Office 
DESCRIPTION Wide variety of documents relating to the function and operation of the business office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1994-01-13  ; Revised 2013-05-20
K.A.R. NUMBER 53-2-099 
SERIES ID 0173-629 
TITLE Subject Files - Chaplain 
DESCRIPTION Variety of documents relating to the services of chaplain for the residents at the facilities. 
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 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0676-629 
TITLE Subject Files - Clinical Services 
DESCRIPTION Wide variety of documents relating to functioning of the office. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then contact the archives for appraisal, if not accepted for transfer to the archives, then destroy. 
DISPOSITION See Comments 
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 0256-629 
TITLE Subject Files - Community Services 
DESCRIPTION Wide variety of documents relating to the administration of the community services program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. Portions may be restricted. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1992-07-09  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-093 
SERIES ID 0168-629 
TITLE Subject Files - General 
DESCRIPTION Records related to the employee training and career development program: correspondence, reports, publications, personnel records, and other materials. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-10-13  ; Revised 2013-05-14
K.A.R. NUMBER 53-2-076 
SERIES ID 0138-629 
TITLE Subject Files - Music Therapy 
DESCRIPTION Wide variety of documents relating to the administration of the music therapy program. 
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 2013-05-14
K.A.R. NUMBER 53-2-093 
SERIES ID 0416-629 
TITLE Subject Files - Non-Routine 
DESCRIPTION Wide variety of documents related to the physical plant activities of a non-routine nature. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-05-16
K.A.R. NUMBER 53-2-075 
SERIES ID 0172-629 
TITLE Subject Files - Reimbursement 
DESCRIPTION Wide variety of financial documents relating to the reimbursement unit. 
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 0294-629 
TITLE Subject Files - Reimbursement Unit 
DESCRIPTION Miscellaneous documents regarding operations of the Reimbursement Unit. 
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 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 
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