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Kansas Records Retention Schedules

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Agency Code: 350-001 (Juvenile Justice Authority. Central Office)

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Agency Number: 350-001
Juvenile Justice Authority
Central Office

SERIES ID 0003-350 
TITLE Case Management Files 
DESCRIPTION Memorandum of agreement, correspondence, billings, legal information, critical incidents, Block Grant Programs, etc. relating to juveniles placed in the care of contracted community agencies. 
RETENTION See Comments 
COMMENTS Retain until contract is expired plus 2 years, transfer to the records center for 3 years, then destroy. Retain critical incidents 10 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1609 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0005-350 
TITLE Community Planning Files 
DESCRIPTION Correspondence, vouchers, budgets, strategic plans, etc. relating to mandated program requiring communities to provide services for offenders. 
RETENTION See Comments 
COMMENTS Retain in office until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0006-350 
TITLE Consultant Contract Files 
DESCRIPTION Correspondence, legal and fiscal information relating to contract made between the Juvenile Justice Authority and consultants. 
RETENTION See Comments 
COMMENTS Retain until contract is expired plus 5 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0008-350 
TITLE Correspondence - Commissioner 
DESCRIPTION Incoming and outgoing letters and memoranda by the commissioner. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0009-350 
TITLE Correspondence - Deputy Commissioner 
DESCRIPTION Routine incoming and outgoing letters and memoranda from the deputy commissioners. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0010-350 
TITLE Correspondence - Legal 
DESCRIPTION Incoming and outgoing letters and memoranda relating to legal matters. 
RETENTION See Comments 
COMMENTS Retain routine correspondence until no longer useful, then destroy. Retain policy making correspondence until no longer useful, then transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(14) & (25) 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0013-350 
TITLE Employee Investigation Files 
DESCRIPTION Documents relating to internal investigations into allegations of misconduct by agency staff. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4)(11) 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0162-350 
TITLE Extensive Medical Reports 
DESCRIPTION Electronic and hard copy relating to medical expenses incurred by juvenile offenders during placement at one of the juvenile correctional facilities. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & 38-1609 & HIPAA 
APPROVED 2003-04-10 
K.A.R. NUMBER 53-2-134 

SERIES ID 0020-350 
TITLE Interstate Compacts - Juveniles 
DESCRIPTION Compact, reports, transfer form, etc. relating to agreements made with other states to transfer or extradite juveniles. 
RETENTION See Comments 
COMMENTS Retain until case is closed and juvenile offender reaches age 18 if probation is finished, otherwise retain until age 23 or parolee terminations, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1609 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0021-350 
TITLE Juvenile Correctional Facilities Files 
DESCRIPTION Correspondence, grievances, monthly reports, critical incidences, etc. relating to juveniles incarcerated in one of the juvenile correctional facilities. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1608 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0022-350 
TITLE Juvenile Offenders Intake and Assessment Files 
DESCRIPTION Contracts, correspondence, billings, legal information, etc. relating to the final determination for a juvenile's placement. 
RETENTION See Comments 
COMMENTS Retain in office 5 years after discharge date, then transfer to the Master Juvenile Offender File and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS KSA 38-1609 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0023-350 
TITLE Juvenile Offenders Intensive Supervision Program Files 
DESCRIPTION Contracts, correspondence, billings, legal and program information relating to contracting agencies which provide services to juveniles within the community. 
RETENTION See Comments 
COMMENTS Retain in office until expiration of contract plus 2 years, transfer to the records center for 3 years, then transfer legal and program portions to the archives, destroy remainder. 
DISPOSITION Archives 
RESTRICTIONS KSA 38-1609 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0024-350 
TITLE Juvenile Offenders Placement Files 
DESCRIPTION Copy of journal entry, referral, confirmation, notification, placement form relating to the placement of individual juvenile offenders within the four juvenile correctional facilities. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 38-1609 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0025-350 
TITLE Kansas Advisory Group Files 
DESCRIPTION Documents relating to the Kansas Advisory Board which supervised operations at the advent of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0027-350 
TITLE Service Providers Files 
DESCRIPTION Provider agreement, billings, correspondence, etc. relating to group homes, foster homes and counseling centers which provide services to juvenile offenders. 
RETENTION See Comments 
COMMENTS Retain until contract is expired plus 2 years, transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0028-350 
TITLE Subject Files - Commissioner 
DESCRIPTION Variety of documents relating to the operation and administration of the agency. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0029-350 
TITLE Subject Files - Public Information Officer 
DESCRIPTION Variety of documents relating to interests and activities of the public information officer. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0030-350 
TITLE Working Files - Grants 
DESCRIPTION Documents relating to planning and preparing grant applications to supplement agency programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

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