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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: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention

SERIES ID 0249-264 
TITLE Chanute Hospital Patient Records 
DESCRIPTION Hospital records of patients admitted to the Chanute Tuberculosis Hospital. 
RETENTION See Comments 
COMMENTS Retain 20 years after patient last seen, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0262-264 
TITLE Statistical Reports 
DESCRIPTION Quarterly, annual, narrative and statistical reports to the Centers for Disease Control regarding grant activities and accomplishments. 
RETENTION See Comments 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0263-264 
TITLE Statistical and Program Management Reports 
DESCRIPTION Statistical and program management reports required by the U.S. Public Health Service. 
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 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
Epidemiologic Services Section (ESS)

SERIES ID 0733-264 
TITLE Annual Summary of Reportable Diseases in Kansas (Hard Copy) 
DESCRIPTION Annual summary of reportable disease data contained in HAWK, HIV and AIDS Reporting System(HARS), Sexually Transmitted Diseases Management Information System (STD MIS), and KCLPPP databases that contains no identifying information. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

SERIES ID 0735-264 
TITLE Disease Outbreak Investigation Reports (Hard Copy) 
DESCRIPTION Reports of investigation and findings of disease outbreaks that contain no identifying information. 
RETENTION 005 calendar 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Disease Prevention
HIV/Sexually Transmitted Diseases (STD) Program

SERIES ID 0736-264 
TITLE HIV and AIDS Report and Investigation Forms 
DESCRIPTION Various paper reports and data collection tools for reporting, investigation, and follow-up of HIV/AIDS cases and contacts. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221 (a)(3) 
APPROVED 2001-10-18 
K.A.R. NUMBER 53-2-128 

Agency Number: 264-003
Department of Health and Environment
Health Division
Bureau of Epidemiology and Public Health Informatics

SERIES ID 0763-264 
TITLE Adult Lead Survey 
DESCRIPTION Questionnaire to ascertain lead blood level and exposure possibilities which includes an individual's work and non-work activities, blood test, children, and personal info. 
RETENTION 005 cldr yrs 
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 0247-264 
TITLE Adverse Reaction to Immunization Reports 
DESCRIPTION Reports by health care providers of alleged adverse reactions to immunization. 
RETENTION 010 cldr yrs 
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 0766-264 
TITLE Blood Lead Levels Test Results - Adults 
DESCRIPTION Laboratory results submitted to the bureau of blood lead levels in individual adults. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(24) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0749-264 
TITLE Blood Lead Levels Test Results - Children 
DESCRIPTION Laboratory results submitted to the bureau of blood lead levels in individual children. 
RETENTION 001 cldr yr 
COMMENTS The CDC maintains the electronic copy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0768-264 
TITLE Blood Lead Levels--Children 
DESCRIPTION Documents related to child blood lead levels after soil remediation. 
RETENTION 001 cldr year post retesting 
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 0734-264 
TITLE Communicable Disease (CD) Investigation Reports 
DESCRIPTION Various reports and data collection tools used for investigation, follow-up, and reporting CD cases and contacts. 
RETENTION 005 cldr yrs post last contact 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

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

SERIES ID 0313-264 
TITLE Administrative Files - Special Supplemental Nutrition Program for Women, Infants, and Children  
DESCRIPTION Documents used in the administration of the WIC program including: state plans, applications for WIC, budget applications, and regulations. 
RETENTION 004 Federal Fisc yrs 
COMMENTS Federal Fiscal Year runs 10/01 - 09/30 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 0746-264 
TITLE Child Care License Investigation Files - Substantive 
DESCRIPTION Documents relating to complaints, investigations and the ultimate closure of licensed facilities and/or homes due to violations of the Maternal Hospitals or Homes and Homes for Children Act. 
RETENTION 070 cldr yrs post closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507(b) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0744-264 
TITLE Child Care Licensing Files 
DESCRIPTION Application and renewals including supporting documentation relating to the licensing process including facility surveys to provide child care services for children. 
RETENTION 007 cldr yrs post facility closure 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-507B 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0301-264 
TITLE Children Deceased and 21 Years Old 
DESCRIPTION Documents of children who have died or turned 21 years of age including: applications, financial, insurance, reports, bills, action plans, authorization, correspondence, and other related records. 
RETENTION 010 cldr yrs 
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 0331-264 
TITLE Client Records 
DESCRIPTION Documents relating to medical files on children including: applications, professional reports, authorizations, action plans, bills, correspondence, narrative, financial & insurance info. 
RETENTION See Comments 
COMMENTS Files are retained for 010 cldr years post first defining event: age 21, deceased, or closed case. 
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 0218-264 
TITLE Health Care Facilities Risk Management Plans 
DESCRIPTION Documents submitted annually by health care facilities relating to their risk management plans and site review reports. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-10-07 
K.A.R. NUMBER 53-2-121 

SERIES ID 0761-264 
TITLE Local Agencies Payment Files 
DESCRIPTION Payment vouchers, reports, and other records documenting payments to local county health departments. 
RETENTION 004 fisc yrs 
COMMENTS Retention Period is to meet federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-10-22 
K.A.R. NUMBER 53-2-189 

SERIES ID 0687-264 
TITLE Newborn Hearing Loss High Risk Questionnaire 
DESCRIPTION Questionnaire submitted by physicians to the Department of Health and Environment regarding a risk for hearing loss screening test given to all newborn infants. 
RETENTION See Comments 
COMMENTS Retain high risk newborn questionnaires 003 calendar years past 21, then destroy. Retain newborns not at risk questionnaires until aggregate data is determined, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-1155 
APPROVED 1997-07-10 
K.A.R. NUMBER 53-2-112 

SERIES ID 0342-264 
TITLE Newborn Screening Notification records 
DESCRIPTION Documents used to alert doctors to an abnormal screening of a genetic disease, including lab reports from the KDHE laboratory, letters to physicians, correspondence and lab reports from physicians, forms, notes, spreadsheets created to generate aggregate data and make mail merges, etc. Data is also entered into the Bureau for Family Health web-based database system, which is maintained separately. 
RETENTION 005 cldr yrs post final contact 
COMMENTS Final contact with either the parent or physician. 
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 0747-264 
TITLE Quarterly Blood Lead Level Reports - Children 
DESCRIPTION Report compiled to monitor blood lead levels on individual children. 
RETENTION 001 cldr yr 
COMMENTS The CDC maintains the electronic copy. 
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 0352-264 
TITLE Special Bequest Fund Files 
DESCRIPTION Documents used to keep track of money received and spent from the special bequest fund including: donations, interest receipts, memorials, expenditure records, advisory commission reports, wills. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0069-264 
TITLE Women, Infants, and Children Program - Check File Reports 
DESCRIPTION Monthly report listing all cashed or non-cashed checks issued under the federal WIC (food issue) program to participating food suppliers. 
RETENTION 006 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

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

SERIES ID 0371-264 
TITLE Community Health Nurse Consultant Files 
DESCRIPTION Documents concerning the activities of Community Health Nurse Consultant including: personnel records, activity records, files, memos, and letters. 
RETENTION 003 cldr yrs post employment termination 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3)(4) 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0372-264 
TITLE Continuing Education for Nurses 
DESCRIPTION Documents relating to the continuing education for nurses approved by the Kansas State Board of Nursing including: continuing education, nurse rosters, approved programs, vitae and fee deposits. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0382-264 
TITLE Refugee Health Assessment Program Files 
DESCRIPTION Documents relating to the Refugee and Health Assessment Program including: names of refugees and medical information to meet federal grant requirements. 
RETENTION 005 fisc yrs 
COMMENTS Contact the 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 

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

SERIES ID 0370-264 
TITLE AIDS Education Files 
DESCRIPTION Documents related to AIDS education material for teaching purposes including: pamphlets, letters, memos and typed curriculum guide. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0373-264 
TITLE County Files 
DESCRIPTION Documents of dental reports from the counties. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0377-264 
TITLE Health Promotion Files 
DESCRIPTION Documents relating to Health Promotion material: chronic disease risk factors, physical fitness, pamphlets, workshop material, articles, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0378-264 
TITLE KAN-BE-HEALTHY (EPSOT) Health Assessment 
DESCRIPTION Documents relating to the Health Assessment course and certification procedure as well as recertification including: files, records, memos and letters. 
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 0387-264 
TITLE Migrant and Refugee Files 
DESCRIPTION Variety of documents related to migrant and refugee programs including: client records, general correspondence, grant applications, BCRR reports, booklets, annual reports, historical data. 
RETENTION 003 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0380-264 
TITLE Public Health Nursing County Reports 
DESCRIPTION Variety of documents relating to public health nursing including: reports, grant applications, contracts for monitoring programs in county health departments. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0381-264 
TITLE Public Health Nursing Files 
DESCRIPTION Documents relating to public health nursing including: Nursing Association Newsletters, mailing lists, workshop information (Health Assessment skills for nurses), information related to other states. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau

SERIES ID 0292-264 
TITLE General Program Files 
DESCRIPTION Documents relating to the administration of programs including manuals, guidance, protocols, planning, evaluation, reports, etc. 
RETENTION 003 fisc yrs 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Children and Families Section

SERIES ID 0302-264 
TITLE Data Files 
DESCRIPTION Completed forms submitted to the bureau for grant/contract requirements. 
RETENTION See Comments 
COMMENTS Retain for one year until data tables are received, then destroy. Carbon copies go in client's health record/chart. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Nutrition and WIC Section

SERIES ID 0314-264 
TITLE Commodity Surplus Food Program - SRS Files 
DESCRIPTION Documents, either completed or in the developmental phases, used for the functioning of the position and in conjunction with SRS. 
RETENTION 004 cldr yrs 
COMMENTS Retain current federal year plus 3 years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0307-264 
TITLE Statistical and Analytic Data 
DESCRIPTION Various documents used to analyze WIC vendor activity and finances including: ledger books, computer printouts, applications, etc. 
RETENTION See Comments 
COMMENTS Retain as required by state regulation and no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services

SERIES ID 0340-264 
TITLE Make a Difference Information Network Files 
DESCRIPTION Documents used in the administration of M-A-D-I-N program including: grants, correspondence, requests/referral form, statistics, memorandum of understanding, surveys, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0345-264 
TITLE Phenylketonuria, Congenital Hypothyroidism, Galactosemia Disease Files 
DESCRIPTION Documents used to keep track of children with genetic diseases to meet the requirements of law. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0334-264 
TITLE Providers Files 
DESCRIPTION Documents relating to agreements by providers to accept the department's payments and not bill patients including documents for potential providers and those who choose not be an SHS provider. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Children, Youth & Families Bureau
Special Health Services Section

SERIES ID 0282-264 
TITLE Clinic Reports 
DESCRIPTION Individual client medical reports listing the status of the disease and other personal information. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-003
Department of Health and Environment
Health Division
Health Facility Regulation Bureau
Health Occupations Credentialing

SERIES ID 0799-264 
TITLE Correspondence - CNA, CMA, HHA 
DESCRIPTION Incoming and outgoing letters and memoranda relating to routine matters concerning the CAN, CMA, and HHS certified professions. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2005-04-14 
K.A.R. NUMBER 53-2-126 

SERIES ID 0803-264 
TITLE Legal Investigations and Action Files 
DESCRIPTION Correspondence, hearing records, legal orders, affidavits, etc. relating to investigations of alleged violations of the Health Occupations Credentialing Act. 
RETENTION See Comments 
COMMENTS Retain 5 years after case is closed, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(11) 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

SERIES ID 0806-264 
TITLE Nursing Facility Abuse Files 
DESCRIPTION Complaint, correspondence, hearing documents, etc. relating to investigations of abuse of residents by long term care nursing facilities employees. 
RETENTION 040 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 39 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

SERIES ID 0238-264 
TITLE Subject Files - Health Occupations Credentialing Act 
DESCRIPTION Correspondence, reports, topical information, etc. relating to the health planning and statewide health coordinating council and Health Occupations Credentialing committee. 
RETENTION 005 cldr yrs 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-04-12 
K.A.R. NUMBER 53-2-126 

Agency Number: 264-003
Department of Health and Environment
Health Division
Office of Health Promotion

SERIES ID 0295-264 
TITLE Seat Belt Files 
DESCRIPTION Documents relating to the institution and administration of the Seat Belt Program. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0298-264 
TITLE Subject Files - Health Promotion Administrator 
DESCRIPTION Documents used in the day to day work of the position including: work in progress, narrative descriptions, correspondence, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then file in appropriate program file. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-004
Department of Health and Environment
Division of Health and Environmental Laboratories

SERIES ID 0400-264 
TITLE Breath Alcohol Certification Records 
DESCRIPTION Documents relating to the certification of breath testing instruments and individual law enforcement operators, and used to verify the status of operators and instruments for court cases on DUIs. 
RETENTION See Comments 
COMMENTS Retain 18 months after instrument or operator is recertified or replaced, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0402-264 
TITLE Clinical Laboratory Certification Records 
DESCRIPTION Documents concerning hospital and clinical laboratories surveyed for Medicare certification, hospital licensure, including survey reports, & proficiency testing results. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0403-264 
TITLE Clinical Laboratory Records 
DESCRIPTION Laboratory logs of results of laboratory tests and laboratory activity includes: quality control of media, specimen logsheets with laboratory numbers and patient names, etc. Does NOT apply to neo-natal. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0404-264 
TITLE Environmental Laboratory Certification Records 
DESCRIPTION Applications and annual renewal certificates, etc. relating to all laboratories certified in the Environmental Division certification program. 
RETENTION 010 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0573-264 
TITLE Environmental Laboratory Records 
DESCRIPTION Results of laboratory tests conducted on a variety of environmental samples which are used for monitoring public water supplies and ambient water quality to ensure compliance with standards. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0704-264 
TITLE KDHE Laboratory Radioactive Materials Licenses 
DESCRIPTION Documents related to the licensing of the section laboratory to handle and use certain radioactive materials - required by the Bureau of Radiation Control - license renewed every 2 years. 
RETENTION 005 cldr yrs 
COMMENTS Retention period covers term of license plus 3 years following expiration. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-05-15 
K.A.R. NUMBER 53-2-074 

SERIES ID 0702-264 
TITLE Laboratory Equipment Operation and Maintenance Records 
DESCRIPTION Documents related to acquisition, use, and maintenance of laboratory equipment: manuals, warranties, correspondence, notes, and related documents. 
RETENTION 005 cldr yrs post supersedence 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0703-264 
TITLE Laboratory Quality Assurance & Control Certification Records 
DESCRIPTION Certifications of laboratory personnel to perform various laboratory activities and operations. 
RETENTION 003 cldr yrs post employment termination 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0570-264 
TITLE Neonatal Screening/Environmental Toxicology Laboratory records 
DESCRIPTION Submission forms and reports of analysis, including any amended reports, regarding newborn screening performed by the KDHE laboratory on individually identifiable newborns.  
RETENTION 021 cldr years 
COMMENTS
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3) 
APPROVED 2015-05-21 
K.A.R. NUMBER 53-2-186 

SERIES ID 0807-264 
TITLE Radiochemistry Laboratory Public Drinking Water and non-Wolf Creek Records 
DESCRIPTION Sample collection forms, reports, and raw data of public water monitoring and radiological surveillance programs other than Wolf Creek Nuclear Power Generating Station. 
RETENTION 010 cldr yrs 
COMMENTS Retain in lab for 3 years, transfer to the records center for 7 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-07-13 
K.A.R. NUMBER 53-2-148 

SERIES ID 0808-264 
TITLE Radiochemistry Laboratory Wolf Creek Records 
DESCRIPTION Sample collection forms, reports, quality control data, etc. relating to the monitoring of the Wolf Creek Nuclear Power Generating Station. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2006-10-12 
K.A.R. NUMBER 53-2-149 

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Director's Office

SERIES ID 0104-264 
TITLE Director's Administrative Files 
DESCRIPTION Variety of documents related to the administration of the division of information systems including: personnel files, copies of purchase requests, copies of administrative memos, 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 Portions per KSA 45-221(a) 
APPROVED 1990-07-19 
K.A.R. NUMBER 53-2-085 

SERIES ID 0105-264 
TITLE Division Files 
DESCRIPTION Documents related to the activities within each office and section of the division including: research and analysis, data processing, activities of state registrar, speaking materials, 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 0106-264 
TITLE Subject Files 
DESCRIPTION Variety of documents relating to the activities of the bureau including: memos, contracts, budget file, health information files, office equipment files, travel files, secretary minutes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Office of Health Care Information

SERIES ID 0081-264 
TITLE Accidental Death Transcripts 
DESCRIPTION Documents listing relevant statistics for accidental death reporting system including: name, date of death, statistical information about cause of accidental death and relevant death certificates. 
RETENTION See Comments 
COMMENTS These should be transferred to the Office of Vital Statistics for permanent retention when no longer useful. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0082-264 
TITLE Annual Tables 
DESCRIPTION Annual tables of births, deaths, marriages and divorces including: births, deaths, marriages, divorces by county, age group, sex, race, etc. 
RETENTION See Comments 
COMMENTS Retain in office permanently or transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0083-264 
TITLE Annual Vital Statistics Tables 
DESCRIPTION Birth, death, marriage, divorce, and abortion data compiled on an annual basis. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0087-264 
TITLE Dentists/Dental Hygienists Surveys 
DESCRIPTION Surveys of dentists and dental hygienists listing name, address, sex, age, practice related questions, race, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0088-264 
TITLE Elderly Kansans Survey 
DESCRIPTION Documents relating to health assessment of elderly Kansans including: name, age, address, sex, race, 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 0090-264 
TITLE Expenditure Study 
DESCRIPTION Documentation for worksheets of health expenditures study including: publications, data table, memos, letters, worksheets and drafts of study, correspondence, notes, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0092-264 
TITLE General Office Files 
DESCRIPTION Documents relating to the daily operation of the unit including: memos, applications, budget documents, general data, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0093-264 
TITLE General Statistical Reference Files 
DESCRIPTION Documents related to statistical compilations used for requests including: correspondence and data compilations related to births, deaths, marriages, divorces and abortions, stats. from other states. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0686-264 
TITLE Induced Termination of Pregnancy Report 
DESCRIPTION Report compiled by the provider facilities and submitted to the Secretary of Health and Environment relating to the number of induced termination of pregnancies performed as required by KSA 65-445. 
RETENTION See Comments 
COMMENTS Retain hard copy 1 year after current report year, then destroy. Retain raw computer data until no longer useful, then delete. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) & 65-436 
APPROVED 1997-07-10 
K.A.R. NUMBER 53-2-112 

SERIES ID 0097-264 
TITLE Manpower Statistics 
DESCRIPTION Documents relating to demographic data on physicians, dentists, dental hygienists, physical therapists, occupational therapists, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0098-264 
TITLE Medical Doctor/Doctor of Osteopathy Annual Renewal Survey 
DESCRIPTION Documents used to identify medical doctors and doctors of osteopathy by name, address, practice location, hours worked, and other demographic/statistical data gathered as required by statute. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Vital Statistics

SERIES ID 0149-264 
TITLE Administrative Files 
DESCRIPTION Variety of documents relating to the administration of the bureau including: general correspondence for VS, budget material, personnel files, contracts, individual county correspondence files, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0150-264 
TITLE Adoption Files 
DESCRIPTION Documents used in the process of adoption including: form letters, blank forms, copy rules and regulations, foreign born adoption index, etc. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0152-264 
TITLE Applications for Vital Records 
DESCRIPTION Applications for birth, death, marriage, divorce and stillbirth certificates including: names, dates of events, places, parents, relationship of person or reason for having record, etc. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0153-264 
TITLE Coding Material for Occupation and Industry on Death Certificate 
DESCRIPTION Documents relating to coding the occupation and industry of the deceased on current death certificates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0154-264 
TITLE Corrections or Changes Files 
DESCRIPTION Letters, notes, requests for corrections/changes on original records, returned certified copies, etc. relating to requests for changes or corrections on recent birth and death certificates. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0156-264 
TITLE Death Certificate Material 
DESCRIPTION Documents relating to death certificate registration material used to register and code current death records. 
RETENTION See Comments 
COMMENTS Retain until updated, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0157-264 
TITLE Delayed Birth Certificate Registration 
DESCRIPTION Documents used to establish delayed birth registration in Kansas including: fed. census forms, copies of statutes, sample letters, D.B. index, book of dead town list, original D.B. certificates, etc. 
RETENTION Permanent 
COMMENTS Retain original copy and microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0157-264 
TITLE Delayed Birth Certificate Registration 
DESCRIPTION Federal census forms, copies of statutes, sample letters and original delayed birth certificates used to establish delayed birth registration in Kansas. 
RETENTION Permanent 
COMMENTS Image documents and return original documents to the source who provided them. Transfer Delayed Certificate of Birth and affidavits to the permanent offsite storage. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0158-264 
TITLE General Office Files 
DESCRIPTION Variety of documents, generally office copies, used in the daily activities of the division. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0159-264 
TITLE Hospital and Funeral Home Monthly Report 
DESCRIPTION Documents relating to hospital reports of all births and stillbirths which occur in the state. 
RETENTION See Comments 
COMMENTS Retain until all records are accounted for and report is microfilmed, then destroy hard copy. Retain microfilm permanently. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0160-264 
TITLE Indexes for Certificates and Microfilm Off-Site Storage 
DESCRIPTION Indexes used to locate certificates and microfilm that are stored off-site. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0161-264 
TITLE Indexing Materials 
DESCRIPTION Microfiche, death index books, computer printouts, etc. used to locate state file numbers on records in order to retrieve and process certified copies. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0162-264 
TITLE Indexing Resources 
DESCRIPTION Indexing material used to locate state file number on certificates needed for retrieval and reproduction including: names, date of event, place of event code, index number, type of record, etc. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0163-264 
TITLE Original Birth, Death, Marriage, Divorce and Stillbirth Records 
DESCRIPTION Original vital records documenting events which have occurred in Kansas including: names, dates, places, types of records, parents, addresses, occupation, medical information, marital status, social security numbers, etc. 
RETENTION Permanent 
COMMENTS Image records and maintain permanently. Original paper copies are stored offsite and retained permanently. 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 65-2422 & 5 U.S.C. sec. 552a 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0163-264 
TITLE Original Birth, Death, Marriage, Divorce and Stillbirth Records 
DESCRIPTION Original records of events which have occurred in Kansas including: names, dates, places, type of records, parents, addresses, occupation, medical info, marital status, social security numbers, etc. 
RETENTION Permanent 
COMMENTS Retain original and microfilm permanently, originals go to off-site storage. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0165-264 
TITLE Preparation Files 
DESCRIPTION Documents used to help prepare original birth, death, marriage, divorce, stillbirth and delayed birth registrations. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0165-264 
TITLE Preparation Files 
DESCRIPTION Documents used to help prepare original birth, death, marriage divorce, stillbirth and delayed birth registrations. 
RETENTION Permanent 
COMMENTS After microfilming, destroy hard copy, retain microfilm permanently. 
DISPOSITION Permanent 
RESTRICTIONS KSA 65-2422 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0168-264 
TITLE Reports - Special Projects 
DESCRIPTION Reports produced by the section relating to special projects. 
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 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0169-264 
TITLE Subject Files 
DESCRIPTION Variety of documents used to register vital events, local register files, reports to NCHS, hospital delinquency reports, individual funeral home files, 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 0170-264 
TITLE Subject Files - Accounting 
DESCRIPTION Documents retained for accounting purposes for the issuance of vital records including: money receipts, date of transaction, type of record, amount of fees paid, name, date, place of event, etc. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0171-264 
TITLE Subject Files - Corrections or Changes 
DESCRIPTION Documents used to make corrections or changes on original records. 
RETENTION Permanent 
COMMENTS Destroy hard copy after microfilming. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0172-264 
TITLE Subject Files - Marriage Licenses 
DESCRIPTION Variety of documents used to register marriage license issued in Kansas including the statistical portion of the license on microfilm the scanned image or the electronic file provided by the county district court. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS  
APPROVED 2007-05-16 
K.A.R. NUMBER 53-2-151 

SERIES ID 0173-264 
TITLE Subject Files - Registration 
DESCRIPTION Variety of documents used to register birth, stillborn, divorce and annulment records which have occurred in Kansas. 
RETENTION Permanent 
COMMENTS Image records and retain permanently. Original paper copies are transferred to offsite storage and retained permanently. 
DISPOSITION Permanent 
RESTRICTIONS Portions per K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0173-264 
TITLE Subject Files - Registration 
DESCRIPTION Documents used to register birth, stillbirth and divorce or annulment records which have occurred in Kansas. 
RETENTION See Comments 
COMMENTS Retain stillbirth certificates permanently, the remainder retain until no longer useful, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0174-264 
TITLE Subject Files - Requests from SRS 
DESCRIPTION Requests from SRS for records which contain fees receipts, requests from SRS with no fees and awaiting receipt of fees, air-bill receipts, copies of vouchers, etc. 
RETENTION See Comments 
COMMENTS Retain for 1 year on pending receipts, the remainder retain 3 months, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0175-264 
TITLE Supervisory Files 
DESCRIPTION Variety of documents relating to supervisory activities including: memos, personnel files, training information, minutes, interview files, etc. 
RETENTION See Comments 
COMMENTS Retain personnel files 5 years after termination, then destroy. The remainder refer to general schedule or contact the archives for appraisal, if not accepted, destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-111
Department of Health and Environment
Division of Health Care Finance

This division initially began under the Department of Social and Rehabilitation Services and then became a separate agency, the Health Policy Authority, which also took over state self insurance duties from the Department of Administration. The KHPA became a sub-agency of KDHE in FY2012, as the Division of Health Care Finance.


SERIES ID 0002-264 
TITLE Aid to Counties - Audit Reports 
DESCRIPTION Reports of audits performed on local health agencies related to the Aid to Counties Program. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 
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