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Kansas Records Retention Schedules

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Agency Code: 264 (Department of Health and Environment)

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Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water

SERIES ID 0484-264 
TITLE Lake Water Quality Data Files 
DESCRIPTION Records regarding water quality for various lakes in Kansas: correspondence, data sheets, reports, publications, notes, maps, and related records 
RETENTION 020 cldr yrs 
COMMENTS Much of this information is also found in the EPA's STORET system. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0633-264 
TITLE Lake and Wetland Water Quality Monitoring Program Files 
DESCRIPTION Field forms, notes, and other documents related to data gathered by KDHE employees on routine lake and wetland water samples which are analyzed to ensure compliance with standards. 
RETENTION 020 cldr yrs 
COMMENTS Data is transferred to EPA's STORET system and Kansas University's Kansas Water Database. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0544-264 
TITLE Local Nonpoint Source Management Plans 
DESCRIPTION County conservation plans submitted for technical assistance and review to ensure consistency with the state nonpoint source management plan. 
RETENTION 004 fisc yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0661-264 
TITLE National Pollutant Discharge Elimination System (NPDES) Review Files 
DESCRIPTION Results of chemical analyses of waste water discharges conducted to ensure compliance with the established permit conditions. 
RETENTION 010 cldr years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-108 

SERIES ID 0709-264 
TITLE Netbug Computer Reports 
DESCRIPTION Information from "Aquatic Macro-Invertebrate Sample Identification Sheets" in computer report format: site information, date of sample, taxonomy of present organisms, count, and method of sampling. 
RETENTION 020 cldr yrs 
COMMENTS Data may also be found in the EPA's STORET system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0710-264 
TITLE Pesticide Analysis Sheets 
DESCRIPTION Reports received from departmental laboratory on analysis of water samples in regard to their pesticides content. 
RETENTION 020 cldr yrs 
COMMENTS This data is also found in the EPA's STORET computer system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0711-264 
TITLE Pesticide Records- Interagency with Department of Agriculture 
DESCRIPTION Documents concerning inter-action between the section and the Board of Agriculture in regards to pesticides and water quality: correspondence, notes, proposed memoranda of agreement, and related records. 
RETENTION 020 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0507-264 
TITLE Public Water Supply - Facility Plans, Drawings, and Specifications 
DESCRIPTION Plans, drawings, and specifications relating to public water supply facilities submitted to the Bureau of Water for approval to ensure that facilities are constructed in accordance with standards. 
RETENTION 005 cldr yrs 
COMMENTS Supersedes general schedule retention requirements for "Architectural Plans, Drawings, Maps, and Specifications -0007-000" 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0493-264 
TITLE Reports - Lake Water Quality 
DESCRIPTION Summary reports regarding lake water quality compiled from water sampling and laboratory analyses. 
RETENTION 020 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0713-264 
TITLE Rural Clean Water Project Files 
DESCRIPTION Documents concerning the administration the Rural Clean Water Project: correspondence, reports, notes, maps, computer reports, site inventories, and related records. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1988-04-14 
K.A.R. NUMBER 53-2-074 

SERIES ID 0497-264 
TITLE Sample Station Water Year Data Files (Ambient Water) 
DESCRIPTION Computerized laboratory reports containing results of the analysis of water samples taken monthly from sampling stations: chemical, biological, and radiological data. 
RETENTION 020 cldr yrs 
COMMENTS Some data is input into the EPA STORET computer system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0498-264 
TITLE Sampling Run Planning Documents 
DESCRIPTION Materials used to plan water sample "runs." Includes sample site information, sampling requirements, personnel, equipment, and other documents. Maintained for both lake and stream sampling programs. 
RETENTION 005 cldr yrs 
COMMENTS Destroy duplicate/convenience copies yearly, but retain master records for 5 calendar years, then transfer to archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0545-264 
TITLE State Nonpoint Source Management Plan Files 
DESCRIPTION Documents relating to the development and implementation of the state's plan to control nonpoint source pollution. 
RETENTION Until Plan is Superseded 
COMMENTS Contact State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0655-264 
TITLE Stream Biological Monitoring Files 
DESCRIPTION Field collection, sample identification, and habitat development forms relating to water samples collected at network sites visited annually to monitor compliance with water quality standards. 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0642-264 
TITLE Stream Chemistry Monitoring Program Records 
DESCRIPTION Field forms, notes, and other documents related to data gathered on routine stream water samples which are analyzed to ensure compliance with water quality standards. 
RETENTION 020 cldr yrs 
COMMENTS Some data is found in EPA's STORET system and Kansas University's Kansas Water Database. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0499-264 
TITLE Stream Flow Rating Curve Charts 
DESCRIPTION Charts supplied by the Kansas Geologic Survey which plot the flow of streams by "gauge height" and "discharge." 
RETENTION 020 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0501-264 
TITLE Surface Water Quality Standards Records 
DESCRIPTION Documents concerning the development and modification of water quality standards for the state: correspondence, reports, drafts, notes, hearing rosters, agendas, minutes, and reference materials. 
RETENTION 025 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0637-264 
TITLE Survey Forms - Lakes 
DESCRIPTION Data gathered on the physical features of lakes including water quality, general topography, drainage, ownership and other legal issues, water use, and miscellaneous information. 
RETENTION 020 Cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-108 

SERIES ID 0635-264 
TITLE Taste and Odor Algae Bloom Program Files 
DESCRIPTION Records relating to the short term investigations of algae bloom incidents on Kansas lakes. 
RETENTION 020 Cldr yrs 
COMMENTS Contact state archives for appraisal, if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0716-264 
TITLE U.S. Army Corps of Engineers 404 Permit Applications 
DESCRIPTION Applications by individuals and organizations for permission to engage in construction on waterways and lakes in Kansas, and the evaluation and approval/disapproval thereof per federal program. 
RETENTION 005 cldr yrs 
COMMENTS See also "Construction Notices" for records related to construction following permit approval. Contact State Archives staff for appraisal - if not accepted, then destroy. 
DISPOSITION See COmments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0719-264 
TITLE Wastewater Effluent Monitoring Reports for Municipal, Commercial, Federal & Municipal Wastewater Treatment Facilities 
DESCRIPTION Reports prepared by the owner of the wastewater treatment facility monitoring the discharge levels and required parameters. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16  ; Revised 2015-06-12
K.A.R. NUMBER 53-2-185 

SERIES ID 0542-264 
TITLE Water Quality Certification Files 
DESCRIPTION Documents relating to the review and certification of projects which alter water courses to ensure that water quality standards are not compromised as required by state and federal statutes. 
RETENTION 008 fisc yrs 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0505-264 
TITLE Water Quality Field Sample Sheets 
DESCRIPTION Records used to identify water sample containers, environmental conditions at time of sample, and field test results for acidity of water. 
RETENTION 020 cldr yrs 
COMMENTS Some data is also input into the EPA STORET computer system. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0652-264 
TITLE Water Quality Standards Files 
DESCRIPTION Technical criteria development documents, interdepartmental reviews, public meeting and hearing materials, revisions, and other documents relating to establishment of water quality standards. 
RETENTION 2 Permit Cycles 
COMMENTS A permit cycle runs 005 cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0712-264 
TITLE Water Quality Standards Task Force Files 
DESCRIPTION Notes, minutes, drafts, reports, and other miscellaneous documents regarding activities of the task force to review state water quality standards. 
RETENTION 010 cldr yrs 
COMMENTS Agency will purge duplicative materials such as draft copies before transfer. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0603-264 
TITLE Water Well Reports 
DESCRIPTION Reports submitted by applicants for all wells constructed, which is required to ensure compliance with health and safety regulations. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0694-264 
TITLE Waterfront Construction Files 
DESCRIPTION Records regarding review for approval of planned construction projects on waterfronts: correspondence, applications, public notices, and maps. 
RETENTION 004 cldr yrs 
COMMENTS See also "U.S. Army Corps of Engineers 404 Permit Program Records" for applications for permit construction. Disposition - Contact State Archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0543-264 
TITLE Watershed Demonstration Project Files 
DESCRIPTION Correspondence, final report, work plans, budgets, etc. relating to projects established in cooperation with local sponsors to demonstrate the implementation of nonpoint source pollution controls. 
RETENTION 005 fisc yrs 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-07-16 
K.A.R. NUMBER 53-2-187 

SERIES ID 0628-264 
TITLE Watershed Land Use Delineation Maps 
DESCRIPTION Annotated USGS topographical maps containing color coded land use data on watersheds which are part of the monitoring network. 
RETENTION 020 Cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Geology Section

SERIES ID 0605-264 
TITLE Salt Solution Mining Files 
DESCRIPTION Inspection reports, applications, correspondence, etc. related to salt mining companies that produce salt by injecting water into the ground forcing the brine water to the surface. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0604-264 
TITLE Underground Hydrocarbon Storage files 
DESCRIPTION Base maps, annual reports, applications, permits, inspection reports, etc. related to the regulation and monitoring of companies storing liquid petroleum gas in underground storage wells. 
RETENTION 010 cldr yrs after facility closure 
COMMENTS Retain in office 10 years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0602-264 
TITLE Underground Injection Control Correspondence files 
DESCRIPTION Permits, monthly monitoring reports, applications, correspondence, and mechanical integrity test files relating to underground injection disposal wells maintained to ensure compliance with standards. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1)(14), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7, 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0600-264 
TITLE Underground Injection Control Files - Well Logs 
DESCRIPTION Logs submitted by industries used to monitor underground injection waste disposal wells to ensure the activity and structural integrity of the wells are in compliance with standards. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 122.7 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Industrial Programs Section

SERIES ID 0599-264 
TITLE Industrial and Pretreatment Wastewater Facilities Files 
DESCRIPTION Industrial and Pretreatment Wastewater Facilities Files, including permits, engineering reports, correspondence, and related records. 
RETENTION 020 cldr yrs after facility is no longer active 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(1), K.S.A. 65-170g, K.A.R. 28-46-23, 40 CFR 22.7 40 CFR 123.25 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Municipal Programs Section

SERIES ID 0565-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Engineer Reports 
DESCRIPTION Engineer reports relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project.  
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0563-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Plans/Drawings 
DESCRIPTION Plans and drawings relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0564-264 
TITLE Municipal and Commercial Wastewater Facilities Design Reviews - Specifications 
DESCRIPTION Specifications relating to proposed wastewater facilities submitted to the Bureau of Water for examination and approval to ensure that facilities are designed in accordance with standards. 
RETENTION See Comments 
COMMENTS Engineering Reports, Plans, Drawings, and Specifications are retained in Topeka central office during the construction project and retained either in Topeka or the appropriate District Office and destroyed 10 cldr yrs after completion of project. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0561-264 
TITLE Municipal and Commercial Wastewater Facilities Permit Files 
DESCRIPTION Correspondence, engineer reports, permits and other documents pertaining to the monitoring of municipal and commercial wastewater facilities to ensure adherence to state and federal regulations. Also known as 2.0 Files. 
RETENTION 010 cldr yrs after facility closure 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0567-264 
TITLE State Revolving Fund Loan Files - Wastewater 
DESCRIPTION Application, correspondence, and financial records relating to the administration of a program through which the state provides 20 year loans to cities to fund the construction of wastewater facilities.  
RETENTION 025 cldr yrs after loan effective date 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Public Water Supply Section

SERIES ID 0508-264 
TITLE Engineer Reports 
DESCRIPTION Narrative reports prepared by Bureau of Water field engineers relating to public water supply facilities' structural integrity, water quality, etc. used to monitor compliance with regulations. Also known as Orange Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0725-264 
TITLE Lead and Copper Compliance Files 
DESCRIPTION Correspondence and reports relating to lead and copper water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0724-264 
TITLE Phase II/V Compliance Files 
DESCRIPTION Correspondence and reports relating to IOC, SOC and VOC organic chemical water analysis tests used to monitor compliance with federal and state public water supply contaminant regulations. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0506-264 
TITLE Public Water Supply Files 
DESCRIPTION Correspondence, reports, fines/orders, public notices, and other documents pertaining to testing and monitoring public water supply facilities to ensure adherence to state and federal regulations. Applies to all documents pertaining to public water supply activities except those documents pertaining to the Kansas Public Water Supply Revolving Loan Program (KPWSLF) for drinking water. Also known as 1.0 Files or Green Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0726-264 
TITLE Public Water Supply Loan Fund Files 
DESCRIPTION Application, correspondence, & accounting records relating to a funding program sponsored by the Department of Health and Environment which loans money to cities for public water supply programs. 
RETENTION 002 fisc yrs post repayment 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0723-264 
TITLE Surface Water Treatment Compliance Files 
DESCRIPTION Correspondence and monthly reports submitted by surface water supply facilities used to monitor compliance with federal and state requirements on turbidity, disinfections and contact time levels. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0510-264 
TITLE Water Analysis Files 
DESCRIPTION Reports of results of pesticide, radiological, inorganic chemical, and organic chemical water analysis tests used to monitor compliance with public water supply contaminant regulations. Also known as 1.1 Files or Blue Files. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-04-16 
K.A.R. NUMBER 53-2-185 

SERIES ID 0509-264 
TITLE Water Analysis Files - Bacteriological 
DESCRIPTION Reports of results of water analysis tests showing the quantity and type of bacteria found in public water supplies used to monitor compliance with state and federal regulations. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1993-10-07 
K.A.R. NUMBER 53-2-098 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Bureau of Water
Technical Services Section

SERIES ID 0516-264 
TITLE Water and Wastewater Operator Certification Exam Applications 
DESCRIPTION Applications submitted by individuals seeking to take the certification exam that is administered to ensure that water and wastewater treatment facilities are staffed with qualified operators. 
RETENTION See Comments 
COMMENTS Retain hard copy in office 2 calendar years, transfer to the records center for 3 calendar years, then destroy. Retain electronic database until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1994-04-14 
K.A.R. NUMBER 53-2-100 

Agency Number: 264-002
Department of Health and Environment
Environment Division
Director's Office

SERIES ID 0673-264 
TITLE Quality Management Plan Files 
DESCRIPTION Documents used to prepare the division's quality management plan that establishes written quality assurance goals and standard operating procedures for each of the division's programs. 
RETENTION See Comments 
COMMENTS Retain working documents until incorporated into Quality Management Plan, then destroy. Retain Quality Management Plan until superseded, then transfer one copy to the archives, destroy the remainder. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1996-04-18 
K.A.R. NUMBER 53-2-108 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Child Care & Health Facilities
Child Care Licensing

SERIES ID 0745-264 
TITLE Foster Care Licensing Files 
DESCRIPTION Application and supporting documentation relating to the licensing process for individuals, group boarding homes, associations, detention centers, etc. applying to provide residential care for a child or children. 
RETENTION See Comments 
COMMENTS Retain until facility is closed, transfer to the Records Center and retain for six years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507(b) 
APPROVED 2010-10-28 
K.A.R. NUMBER 53-2-165 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Community Health Systems

SERIES ID 0269-264 
TITLE Emergency Preparedness Files 
DESCRIPTION Documents generated by or relative to the department's radiological emergency preparedness and response plan. 
RETENTION Until Plan is Superseded 
COMMENTS Contact the State Archives for appraisal. If not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0270-264 
TITLE Environmental Surveillance program Files 
DESCRIPTION Documents generated by or relative to the department's radiation environmental surveillance programs that are compiled into an annual report that is available on the bureau website. 
RETENTION 001 cldr year after publication 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0410-264 
TITLE Radioactive Materials License Files 
DESCRIPTION Documents relating to the radioactive material license applications, approval/denial forms, inspection reports, and compliance records. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 65-5701 et seq 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0274-264 
TITLE Radon Activity Files 
DESCRIPTION Documents arranged by site location that are generated by or relative to the agency's radon activities including: correspondence, guidance, survey results, investigation reports, and related documents. 
RETENTION 010 cldr years 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health

SERIES ID 0266-264 
TITLE Administration Files 
DESCRIPTION Variety of documents relating to the section chief's desk file and the daily operation of the bureau including: travel vouchers, fiscal information, etc. 
RETENTION See Comments 
COMMENTS Retain according to general schedule (KAR 53-3-1) under appropriate headings, the remainder transfer to the archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0267-264 
TITLE CPCS & Administrative Officer Reference Files 
DESCRIPTION Documents used for reference purposes including: unfiled reference/miscellaneous material relating to the FDA and CPSC, recall effectiveness checks, 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 0750-264 
TITLE Elevated Blood Lead Levels Case Management Files - Children 
DESCRIPTION Correspondence, environmental reports, lab results, and other documents relating to the identification, monitoring and medical management of children with elevated blood lead levels. 
RETENTION 001 cldr yr post age 17 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0782-264 
TITLE Environmental Lead Levels 
DESCRIPTION Record of environmental lead levels in soils using Housing and Urban Development (HUD) protocol or composites. 
RETENTION 005 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS  
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0271-264 
TITLE Food and Lodging Business Licensing Files 
DESCRIPTION Documents relating to the inspection and licensing of fFood service and lodging establishments including: routine correspondence, copies of licenses, inspection forms, etc. 
RETENTION See Comments 
COMMENTS Retain until license has become inactive, plus 1 calendar year, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0240-264 
TITLE Health Planning & Statewide Health Coordinating Council Files 
DESCRIPTION Documents pertaining to health planning and Statewide Health Coordinating Council including: reports, correspondence, and miscellaneous information. 
RETENTION Until Superseded 
COMMENTS Contact State Archives for appraisal - if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0224-264 
TITLE Medical Care Facilities Files 
DESCRIPTION Survey reports, correspondence, and related documents relating to the medical care facilities inspections conducted by the agency to ensure compliance with state and federal requirements. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07 
K.A.R. NUMBER 53-2-121 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Food Protection and Consumer Safety Program

SERIES ID 0758-264 
TITLE Bad Checks Files 
DESCRIPTION Records relating to insufficient funds checks returned to the bureau for collection efforts. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0760-264 
TITLE Consumer Product Safety Commission (CPSC) 
DESCRIPTION Records relating to a contractual agreement with the CPSC to inspect selected businesses to ensure compliance with health standards. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0757-264 
TITLE Department of Education Summer Education Inspection Contracts 
DESCRIPTION Records relating to a contractual agreement with the Department of Education to inspect summer programs that provide meals to ensure compliance with health standards. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

SERIES ID 0753-264 
TITLE Revenue Files 
DESCRIPTION Documents relating to the monitoring of annual fees and fines paid to the bureau. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention

SERIES ID 0752-264 
TITLE Annual Extracts of Children's Blood Lead Level Test Results 
DESCRIPTION Computer report compiled by the bureau and submitted to the Centers for Disease Control extracting the total number of blood level test results for children. 
RETENTION See Comments 
COMMENTS Retain paper copy for prior 12 months, then shred. The CDC maintains the electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-01-09 
K.A.R. NUMBER 53-2-133 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Healthy Homes

SERIES ID 0769-264 
TITLE In-Home Healthy Homes Survey 
DESCRIPTION Overall assessment of home health risks--not restricted to lead--used to gather info only to ultimately report to the EPA and also to assist families involved. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(24) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0770-264 
TITLE Pre-Inspection Healthy Homes Survey 
DESCRIPTION Overall assessment of home health risks--not restricted to lead--used to gather info only to ultimately report to the EPA and also to assist families involved. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(24) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0771-264 
TITLE Residential Mold Inquiries Assistance 
DESCRIPTION A log including any residential mold information assistance. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Licensing

SERIES ID 0772-264 
TITLE Accredited Training Course Provider Application Files 
DESCRIPTION Documents required to offer certified training for lead-based paint activities including a copy of the application, course materials, instructors' and training managers' qualifications, proof of payment and any renewal documents. 
RETENTION 005 cldr yrs 
COMMENTS Retain electronic format only as useful. Providers retain any lists of classes, tests, rosters, quality control plan, and curriculum as per KAR 28-72-4(2)(10). 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0773-264 
TITLE Accredited Training Course Provider Re-Application 
DESCRIPTION Documents of renewal required to offer certified training for lead-based paint activities including a copy of the application, course materials, any changes to the training facility, equipment, or course materials since the last application, and proof of payment. 
RETENTION See comments 
COMMENTS Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0774-264 
TITLE Kansas Lead-Based Paint Directory 
DESCRIPTION A list of KDHE approved Lead Activity Firms, Risk Assessors, Lead Inspectors, Lead Abatement Supervisors, and Accredited Training Providers for the state of Kansas. 
RETENTION See comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0775-264 
TITLE Lead Abatement Project Notification Files 
DESCRIPTION Documents required to begin a lead abatement project including a copy of the application, an occupational protection plan, and proof of payment. 
RETENTION 003 cldr yrs 
COMMENTS Retain electronic format only as useful. Firms retain any reports as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0776-264 
TITLE Lead Activity Firm Application Files 
DESCRIPTION Documents required to license an entity prior to conducting lead-based paint activities such as abatement, lead inspections, risk assessments, or project designs. It includes a copy of the application, proof of payment, a list of all KDHE certified employees, copy of current licenses, copy of registration with the Kansas Secretary of State, and any renewal documents. 
RETENTION 003 cldr yrs 
COMMENTS Retain electronic format only as useful. Firms retain record copy of some materials as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552a 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0777-264 
TITLE Lead Activity Firm Renewal Application 
DESCRIPTION Documents of renewal required to license an entity prior to conducting lead-based paint activities such as abatement, lead inspections, risk assessments, or project designs. It includes a copy of the application, proof of payment, a list of all KDHE certified employees, copy of current licenses, and a copy of registration with the Kansas Secretary of State. 
RETENTION See comments 
COMMENTS Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. Firms retain record copy of some materials as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0778-264 
TITLE Lead Occupation Certificate Application/Reciprocity Application Combined Files 
DESCRIPTION Documents required to conduct lead-based paint activities in Kansas including the application forms, proof of payment, copy of training diploma from accredited training, any other state or EPA certification, third party exam results, and any renewal documents. 
RETENTION 003 cldr yrs 
COMMENTS Retain electronic format only as useful. Individuals retain any reports as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552a; KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0779-264 
TITLE Lead Occupation Certificate Renewal Application 
DESCRIPTION Documents of renewal required to conduct lead-based paint activities in Kansas including the application forms, proof of payment, refresher training diploma, KDHE certificate. 
RETENTION See comments 
COMMENTS Retain until superseded, or 3 calendar years, then destroy. Retain electronic format only as useful. Individuals retain any reports as per KAR 28-72-21. 
DISPOSITION Destroy 
RESTRICTIONS 5 USC 552a; KSA 45-221(a)(9) 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0780-264 
TITLE Violations List 
DESCRIPTION A list of firms', individuals', and training providers' violations including actions taken. 
RETENTION 005 cldr yrs 
COMMENTS Electronic format only. Info may also be in respective firms', individuals', training providers' files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Consumer Health
Lead Poisoning Prevention
Pre-Renovation Education

SERIES ID 0783-264 
TITLE Confirmation of Lead Pamphlet Receipt Forms 
DESCRIPTION Completed proof that a contractor has fulfilled pre-renovation education requirements. 
RETENTION 003 cldr yrs 
COMMENTS Place in Contractor Files and retain 3 calendar years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0784-264 
TITLE Contractor Files 
DESCRIPTION Correspondence, inspection forms for on-site visits, confirmation of lead pamphlet receipt forms, etc. submitted by construction contractors, property managers, and others who perform renovations for compensation in residential housing that may contain lead-based paint to ensure compliance with K.A.R. 28-72-51 et seq. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0785-264 
TITLE Potential Projects File 
DESCRIPTION List of planned or current contractor projects which may warrant contacting or investigating. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. Records of the contact/investigation are in Contractor Files. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0786-264 
TITLE Pre-Renovation Education (P.R.E) Database 
DESCRIPTION Correspondence, contact information, site visits, and enforcement actions relating to contractors, property owners, housing authorities, higher education institutions, and vendors. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years then destroy. Quarterly reports of selected statistics are sent to the Environmental Protection Agency (E.P.A.) in paper format. Retain paper format only as useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0787-264 
TITLE Tips and Complaints Files 
DESCRIPTION Documents related to any leads or actions regarding contractors not in compliance with pre-renovation education requirements. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(14) applies to tips, complaints, leads 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

SERIES ID 0788-264 
TITLE Trade Show Files 
DESCRIPTION Contact information, educational materials, and trade show information. 
RETENTION See Comments 
COMMENTS Retain only as useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-10-09 
K.A.R. NUMBER 53-2-136 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Disease Control & Prevention

SERIES ID 0246-264 
TITLE AIDS Disease Registry 
DESCRIPTION Index of patient files used to maintain surveillance of the AIDS disease in the state of Kansas 
RETENTION 005 cldr yrs post final contact 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0743-264 
TITLE Active Tuberculosis (TB) Case Management Files 
DESCRIPTION Files containing various notes, records, and other documents related to the direct case management activities of an active case, including identifying and confidential medical information. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(30); HIPAA Privacy Rule, 45 CFR Parts 160 & 164 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0251-264 
TITLE Disease Investigation Reports 
DESCRIPTION Documents of rubella and measles reports by health care providers by patient's name and address for surveillance and outbreak control. 
RETENTION 020 cldr yrs post closure of investigation 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-084 

SERIES ID 0252-264 
TITLE Disease Outbreaks Investigation Reports 
DESCRIPTION Documents relating to study and report of disease outbreaks in an attempt to forestall future occurrences or to determine mode of spread. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0254-264 
TITLE General Communicable Disease Reports 
DESCRIPTION Documents of officially reported communicable disease reports as submitted by medical providers. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0737-264 
TITLE HIV/AIDS Epidemiologic Profile 
DESCRIPTION Statistical summary of case data contained in HARS that has no identifying information. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-128 

SERIES ID 0740-264 
TITLE Immunization Coverage Reports 
DESCRIPTION Retrospective Immunization Coverage Study and the Immunization Coverage Assessment of County Health Departments in Kansas as provided by county health departments and schools. 
RETENTION 001 cldr yr 
COMMENTS NOTE: The reports contain no identifying information. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0257-264 
TITLE Kansas Certification of Immunization School Reports 
DESCRIPTION Documents listing the levels of immunization on individual children entering Kansas schools. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0258-264 
TITLE Monthly Immunization Reports 
DESCRIPTION Documents relating to the number of doses administered by age and type of vaccine from providers. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0259-264 
TITLE Quarterly Reports 
DESCRIPTION Quarterly reports to the Centers for Disease Control regarding the progress and compliance with grant requirements. 
RETENTION 005 cldr yrs post completion 
COMMENTS Contact the archives for appraisal, if not accepted, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0738-264 
TITLE Ryan White Title II Case Files 
DESCRIPTION Files containing various notes, records, correspondence, and other documents related to the eligibility and treatment case management activities of a case, including identifying and confidential medical information. As established, the Ryan White AIDS/HIV program Title II provides states with a variety of mechanisms to provide HIV care and support to their residents, including grants for home- and community-based services, health insurance continuation, and care consortia to provide a wide range of medical and support services 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0260-264 
TITLE Sexually Transmitted Disease (STD) Patient Records 
DESCRIPTION Documents used to maintain surveillance and monitor treatment on sexually transmitted disease patients and contacts. 
RETENTION 005 cldr yrs post final contact 
COMMENTS Contact State Archives for approval - if not accepted then destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0739-264 
TITLE Sexually Transmitted Diseases (STD) Investigation Reports 
DESCRIPTION Various reports and data collection tools for investigation and follow-up of STD cases and contacts. 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0264-264 
TITLE Tuberculosis Patient Records 
DESCRIPTION Documents used to maintain surveillance and monitor treatment on individual tuberculosis patients, contacts, and those suspected of having the disease. 
RETENTION 005 cldr yrs post final contact 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0741-264 
TITLE Vaccine Adverse Event Reporting System (VAERS) Investigation Reports 
DESCRIPTION Forms used for collecting and reporting information relevant to reportable events that contain identifying and confidential medical information. 
RETENTION 001 cldr yr post closure 
COMMENTS Some data may also be found within the CDC 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0742-264 
TITLE Vaccine Preventable Disease (VPD) Investigation Reports 
DESCRIPTION Various reports and data collection tools for investigation and follow-up of VPD cases and contacts. 
RETENTION 005 cldr yrs post completion 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 
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