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Kansas Records Retention Schedules

Results of Query:

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

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Agency Number: 039-008
Department for Aging and Disability Services
State Hospitals and Institutions
State Facilities

Operation and oversight of state hospitals and related facilities was transferred to KDADS at the beginning of FY2012.


SERIES ID 0167-629 
TITLE Grade Books 
DESCRIPTION Records of student grades for specific courses given. 
RETENTION 010 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1988-10-13  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-076 

SERIES ID 0102-629 
TITLE Residents by Age Records 
DESCRIPTION Index cards listing the residents by age and their birthdate which are used for reference purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS KSA 76-12b11 & 45-221(a)(3) 
APPROVED 1992-07-09  ; Revised 2013-05-13
K.A.R. NUMBER 53-2-093 

SERIES ID 0221-629 
TITLE Speech and Hearing Outpatient Reports 
DESCRIPTION Monthly summary reports used for billing purposes containing outpatient's name and date and length of treatment. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(1)(3) 
APPROVED 1993-04-15  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-096 

SERIES ID 0108-629 
TITLE Subject Files - Volunteer Services 
DESCRIPTION Wide variety of documents relating to the administration of the volunteer services division. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS Portions may be restricted. 
APPROVED 1992-07-09  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-093 

SERIES ID 0285-629 
TITLE Vending - Records of Daily Sales 
DESCRIPTION Daily records of sales receipts from vending machines - internal form "A." 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14  ; Revised 2013-01-30
K.A.R. NUMBER 53-2-075 

Agency Number: 039-008
Department for Aging and Disability Services
State Hospitals and Institutions
State Hospitals

Operation and oversight of state hospitals and related facilities was transferred to KDADS at the beginning of FY2012.


SERIES ID 0338-629 
TITLE Patient Activity Fund Records 
DESCRIPTION Documents concerning the financial accounting of the patient activity fund including bank statements, deposit books and slips, check registers, and canceled checks. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 65-5602 & 45-221(a)(3) 
APPROVED 1994-01-13  ; Revised 2013-05-15
K.A.R. NUMBER 53-2-099 

Agency Number: 039-009
Department for Aging and Disability Services
Multiple subunits/subunit not defined

SERIES ID 0019-629 
TITLE Audit Reports/Responses & Financial Management Reviews/Responses 
DESCRIPTION Responses and other information provided by the agency for audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies. May include personal health information. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years beyond final report, then transfer to State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a)(3); HIPAA 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0772-629 
TITLE Bond Records 
DESCRIPTION Supporting documentation relating to payments and reconciliation of bonds. 
RETENTION Retain 5 fiscal years beyond life of bond. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0773-629 
TITLE Contracts/Grants Awarded by DBHS to Contractors/Grantees 
DESCRIPTION Legal agreements with individuals and organizations including all associated documentation. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years after final payment. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27 
K.A.R. NUMBER 53-2-166 

SERIES ID 0026-629 
TITLE Employee Personnel Files - Office Copies 
DESCRIPTION Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain for length of employee's tenure plus 5 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1995-04-13  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-104 

SERIES ID 0774-629 
TITLE Grants Awarded to DBHS 
DESCRIPTION Applications and associated documents for federal, state, and private grants. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years beyond final grant transaction, then transfer original applications and annual and final performance reports to the archives for purging, destroy remaining documents. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0775-629 
TITLE ICF/MR, NF/MH, and PRTF Forms 
DESCRIPTION Intermediate Care Facility for Persons with Mental Retardation (ICF/MR), Nursing Facility for Mental Health (NF/MH), and Psychiatric Review Technique (PRTF). Informational documents relating to cost reports, certifications, appeals and rate setting. 
RETENTION See Comments 
COMMENTS Retain 6 fiscal years following rate implementation. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0776-629 
TITLE Managed Care Organization (MCO) Contracts 
DESCRIPTION Contract agreements, performance and all other reports, correspondence relating to performance, contract scope or deliverables, service payments under such contracts, policy and procedures of MCO, financial and settlement reports. 
RETENTION 6 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0769-629 
TITLE Official Letters and Memoranda 
DESCRIPTION Correspondence stating policy, rules and regulations, interpretive guidelines, and the like related to any Community Supports & Services program. 
RETENTION See Comments 
COMMENTS Retain in office 5 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0778-629 
TITLE Parent (Family) Fee Program Manuals and Printed Materials 
DESCRIPTION Program manual, sliding fee scales, and other published program documents. 
RETENTION See Comments 
COMMENTS Retain sliding fee scales for 10 years. Retain all other program material one year beyond date superseded or no longer in effect. Transfer one copy of each to State Archives for purging. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0777-629 
TITLE Parent (Family) Fee Program Participants 
DESCRIPTION Informational documents relating to eligible children, income for fee base, fee variances requests, and supporting documents. 
RETENTION 6 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0770-629 
TITLE Plans of Care, Extraordinary Funding and Home Modifications 
DESCRIPTION Documents related to MR/DD waiver, Money Follows the Person, Traumatic Brain Injury, and Technology Assisted, and other Community Supports & Services programs. 
RETENTION 006 fiscal years 
COMMENTS Maintain in office one (1) year, then transfer to State Records Center for five (5) years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0771-629 
TITLE Program Grants 
DESCRIPTION Records related to Traumatic Brain Injury Program, Money Follows the Person Program, the Systems Transformation Program, and any other Community Supports & Services program grants. 
RETENTION 006 fiscal years 
COMMENTS Program manager to maintain records for 1 year following close of grant. Then transfer grant records to State Records Center for 5 years. Intra-agency contact for potentially additional related information is DBHS/Management Operations. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

Agency Number: 039-010
Department for Aging and Disability Services
Addiction and Prevention Services

Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.


SERIES ID 0761-629 
TITLE 1915(b)(c) Waiver Approval and Renewals 
DESCRIPTION Final Waiver documents and CMS approval documents related to substance abuse community based managed care programs. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0759-629 
TITLE All AAPS grants and contracts 
DESCRIPTION All grants and contracts specific to the Alcohol and Addiction Prevention Services (AAPS) program. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0760-629 
TITLE All Other Alcohol and Addiction Prevention Services (AAPS) Policies and Procedures 
DESCRIPTION All final policy and procedure documents for AAPS programs. 
RETENTION 10 fiscal years 
COMMENTS Retain for 10 fiscal years, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0762-629 
TITLE External Quality Review Organization Reports 
DESCRIPTION All final reports related to the Prepaid Inpatient Health Plan (PIHP) program. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0765-629 
TITLE Prepaid Inpatient Health Plan (PIHP) Contracts 
DESCRIPTION All contracts and amendments related to the PIHP program. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0766-629 
TITLE Prepaid Inpatient Health Plan (PIHP) Policy and Procedures 
DESCRIPTION All final Policy and Procedure documents for the PIHP program. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0768-629 
TITLE Project Applications 
DESCRIPTION Provider applications to provide specialty services. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0767-629 
TITLE Substance Abuse/Prevention Services Block Grant Application 
DESCRIPTION All annual Block Grant applications related to substance abuse/prevention services. 
RETENTION 10 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

Agency Number: 039-011
Department for Aging and Disability Services
Mental Health Services

Beginning in FY2013, Kansas Dept. on Aging became the Kansas Department for Aging and Disability Services, inheriting certain programs from the former Dept. of Social and Rehabilitation Services.


SERIES ID 0779-629 
TITLE Constituent Complaint Files 
DESCRIPTION All correspondence and memoranda, case logs, and intake logs relating to complaints submitted by constituents. 
RETENTION 5 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(14) 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0780-629 
TITLE Customer Relations and Referral Services Program Files 
DESCRIPTION Correspondence, area office plans, and other documents relating to the establishment and administration of the Customer Relations and Referral Services Program. 
RETENTION See Comments 
COMMENTS Retain 5 fiscal years, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0781-629 
TITLE Facility Licenses 
DESCRIPTION All licensing and supporting documentation for Community Mental Health Centers (CMHC), Residential Care Facilities (RCF), Psychiatric Residential Treatment Facilities (PRTF), and Private Psychiatric Hospitals (PPH). 
RETENTION 5 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0782-629 
TITLE Grants and Contracts - Funded 
DESCRIPTION Pertinent documents relating to applications for federal, state, and private grants and their subsequent implementation. 
RETENTION 5 fiscal years beyond end of grant or contract period. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0783-629 
TITLE Medicaid Funded Programs 
DESCRIPTION Official reports, determinations, contracts, and policies/procedures related to Medicaid funded mental health programs, including Community Based Managed Care Services, waiver exceptions for Serious Emotional Disturbances (SED), and Psychiatric Residential Treatment Facilities (PRTF). 
RETENTION 006 fiscal years 
COMMENTS Retain for 6 fiscal years, then transfer to the State Archives for purging. 
DISPOSITION Archives 
RESTRICTIONS K.S.A. 45-221(a) 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

SERIES ID 0785-629 
TITLE Nursing Facilities Mental Health Screens 
DESCRIPTION When a Kansan seeks to access nursing facility services, the first step is to conduct a broad-based assessment or "screening" of the overall health and functioning levels to determine whether nursing facility-level of care is necessary. This initial screening process is conducted by or under the management of the Kansas Department on Aging. After that initial screening, if there is an indication that mental health services may also be needed, a second level evaluation or "screen" as to mental health and functioning levels is conducted by a Community Mental Health Center (CMHC), and SRS - because SRS licenses CMHCs and management publicly funded mental health services - becomes programmatically responsible. Based upon the results of that screening, the person may be identified for placement in one of the Nursing Facility-Mental Health (NFMH) facilities in Kansas, also licensed by SRS. Both the initial screening for NFMH services and periodic (generally annual) re-screening for those services are presented to SRS staff for review and NFMH placement approval. SRS has only a copy of the screen for service approval/program management purposes. 
RETENTION 6 fiscal years 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(3) 
APPROVED 2011-04-28  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-167 

SERIES ID 0784-629 
TITLE Subject Files 
DESCRIPTION Correspondence, notes, reports, and other documents related to SRS programs, policies, and procedures. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2013-05-21
K.A.R. NUMBER 53-2-166 

Agency Number: 039-012
Department for Aging and Disability Services
Health Occupations Credentialing

In FY2012, most health occupations credentialing services and programs were transferred from the Kansas Department of Health and Environment to the newly-formed Kansas Department for Aging and Disability Services (formerly Dept. on Aging).


SERIES ID 0199-264 
TITLE Activity Director/Social Services Designee and Operator Course Curricula 
DESCRIPTION Curricula, samples, program plans, etc. relating to proposed courses which must be approved by the Department of Health and Environment. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0200-264 
TITLE Activity Director/Social Services Designee and Operator Courses Files 
DESCRIPTION Application, correspondence, course materials, etc. relating to the approval process for Activity Director/Social Services Designee and Operator Courses. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0791-264 
TITLE Address Change Notifications 
DESCRIPTION Notices submitted to the agency indicating an address change for credentialed or regulated individuals or groups. 
RETENTION See Comments 
COMMENTS Retain until record is updated and verified, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0201-264 
TITLE Administrator Program Statistics 
DESCRIPTION Statistics about administrators' performance on the examination. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0792-264 
TITLE Adult Care Home Administrator Examination Statistics 
DESCRIPTION Statistics listing the cumulative performance for adult care home administrators on the national and state examinations. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0202-264 
TITLE Approved Instructors 
DESCRIPTION Applications and supporting documentation relating to the approval process for instructors to teach the various training courses. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0793-264 
TITLE Certified Nurse Aide, Certified Medication Aide, Home Health Aide Course Approval 
DESCRIPTION Applications and supporting documentation relating to the approval process for CAN, CMA, and HHA courses. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0794-264 
TITLE Certified Nurse Aide, Certified Medication Aide, Home Health Aide Course Rosters 
DESCRIPTION Aattendance rosters for courses approved by the Department of Health and Environment. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0795-264 
TITLE Complaint Files 
DESCRIPTION Documents relating to investigations into complaints made against licensed professionals, certified occupations individuals, or facilities which did not result in further action. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0204-264 
TITLE Complaints and Legal Actions 
DESCRIPTION Documents of complaints and legal actions taken against adult care home administrators including: correspondence, hearing records, legal orders, affidavits, and documents. 
RETENTION See Comments 
COMMENTS If duplicate, keep until no longer useful, then destroy. Otherwise transfer to the archives. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(11) 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0205-264 
TITLE Computerized Certificates, Nurse, Home Health, and Medication Aides 
DESCRIPTION Copies of nurse's aide, home health aide, medication aide certificates issued by department used for reference. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0206-264 
TITLE Continuing Education - Subsequent Approval Forms 
DESCRIPTION Completed forms requesting the approval of continuing education for adult care home administrators after their completion. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0796-264 
TITLE Continuing Education Program Files 
DESCRIPTION Applications, correspondence, course descriptions, etc. relating to the approval of continuing education programs required for licensed professionals. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0207-264 
TITLE Continuing Education Programs 
DESCRIPTION Records concerning the approval of continuing education courses for adult care home administrators including: applications, correspondence, course descriptions, etc. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0797-264 
TITLE Continuing Education Subsequent Approval Forms 
DESCRIPTION Applications, brochures, etc. relating to the approval of continuing education credits required to maintain a license to practice in the state of Kansas. 
RETENTION 005 cldr yrs 
COMMENTS Some material may be returned to the licensee/applicant. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0798-264 
TITLE Correspondence - Activity Directors, Social Service Designee and Operators 
DESCRIPTION Incoming and outgoing memos and letters that relate to routine matters regarding Activity Directors, Social Service Designess and Operators. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0800-264 
TITLE Criminal History Background Abstracts 
DESCRIPTION Reports submitted by the KBI to the KDHE regarding criminal history problems of applicants to long term care nursing facility jobs to ensure that only qualified applicants are hired. 
RETENTION 020 cldr yrs 
COMMENTS Retain in office 1 calendar year, transfer to the records center for 19 calendar years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(10) 
APPROVED 2005-04-14  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0809-264 
TITLE Criminal Record Check Request Forms 
DESCRIPTION Completed forms submitted to the KBI for a criminal background check on applicants for employment at health facilities. Reports from background checks are part of series 0800-264, "Criminal History Background Abstracts". 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2009-01-08  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-158 

SERIES ID 0801-264 
TITLE Current Certificate Receipts for Certified Nurse Aides 
DESCRIPTION Receipt tabs removed from the certificates issued to certified nurse aides and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0212-264 
TITLE Current Certificate Receipts for Nurses' Aides 
DESCRIPTION Receipt tabs once issued to nurse's aides and used for reference. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0213-264 
TITLE Disapproved Instructors 
DESCRIPTION Applications, resumes, correspondence, etc. relating to course instructors denied authorization to teach the various training courses. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6) 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0214-264 
TITLE Dropped or Failed Applicants Files 
DESCRIPTION Applications for adult care home administrator license that have failed the examination or dropped applications including applications, correspondence, transcripts, job records and qualifications. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(6) 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0215-264 
TITLE Equivalency Statements for Certified Nurses' Aides 
DESCRIPTION Documents relating to equivalency statements allowing the substitution of course work for the Certified Nurse Aide program. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0216-264 
TITLE Examination Results 
DESCRIPTION Examination reports, results, and individual test scores of licensees. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0217-264 
TITLE Fraudulent Certificates or Licenses 
DESCRIPTION Affidavits, correspondence, evidence, etc. relating to fraudulent certificates or licenses. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0219-264 
TITLE Health Occupation Credentialing Applications 
DESCRIPTION Application and supporting documentation relating to individuals applying for certification as required by the Health Occupations Credentialing Act. 
RETENTION 001 cldr yr 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0802-264 
TITLE Health Occupations Credentialing Program Statistics 
DESCRIPTION Numeric and graphic data summary reports detailing the operation of the licensing and certification programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS KSA 45-221(a)(9) 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0220-264 
TITLE Home Health Agency Files 
DESCRIPTION Survey reports, correspondence, etc. relating to home heath agency inspections conducted by the agency to ensure compliance with state and federal requirements. 
RETENTION 005 fisc yrs 
COMMENTS Meets federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-121 

SERIES ID 0221-264 
TITLE Insufficient Funds Checks 
DESCRIPTION Documentation of checks returned for insufficient funds including: canceled checks and correspondence. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0222-264 
TITLE License Renewals 
DESCRIPTION Documents of the renewal or nonrenewal of adult care home administrators including: lists of administrators and summary statements. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0223-264 
TITLE License Stubs 
DESCRIPTION Tear off stubs from adult care home administrator licenses used as a record of licenses issued. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0225-264 
TITLE Medication Aide Expired Certificates 
DESCRIPTION Documents relating to medication aide certificates which have expired and not been renewed. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0226-264 
TITLE Medication Aide, Nurse Aide and Home Health Aide Program (Course) Approval 
DESCRIPTION Applications and documentation regarding the approval of nurse's aide, medication and home health aide training, including applications, correspondence, curriculum descriptions and instructor, etc. 
RETENTION See Comments 
COMMENTS Transfer to another series upon completion of course. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0804-264 
TITLE Name Change Notification Files 
DESCRIPTION Correspondence, legal documents, etc. relating to name changes of credentialed or regulated individuals or groups. 
RETENTION See Comments 
COMMENTS Retain until record is updated and verified, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0805-264 
TITLE Non-Kansas Certified Nurse Aide Courses 
DESCRIPTION Correspondence, curriculum, etc. describing other states' Certified Nurse Aide programs and maintained for convenience of reference. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0228-264 
TITLE Nurses' Aide Program History 
DESCRIPTION General information pertaining to the development and revision of the nurse's aide, medication aide, and home health aide program, regulations and statutes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0229-264 
TITLE Nurses' Aide, Home Health Aide and Medication Aide Database Printouts 
DESCRIPTION Numerical and alphabetical listings on database used for reference. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0230-264 
TITLE Nurses' Aide, Medication Aide and Home Health Aide Course Rosters 
DESCRIPTION Attendance rosters for approved courses, including attendance rosters to which the course approval is attached. 
RETENTION 003 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0231-264 
TITLE Nursing Home Files 
DESCRIPTION Survey reports, correspondence, etc. relating to nursing home inspections conducted by the agency to ensure compliance with state and federal requirements. 
RETENTION 005 fisc yrs 
COMMENTS Meets federal requirements. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-10-07  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-121 

SERIES ID 0232-264 
TITLE Out of State Nurses' Aide Course Approvals 
DESCRIPTION Course curriculum and correspondence relating to the approval of nurse's aide courses offered by other states. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0233-264 
TITLE Prior Approved Continuing Education Attendance Reports 
DESCRIPTION Documents relating to the licensed professions and health occupations credentialing programs where courses are approved under authority of long-term sponsorship. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0234-264 
TITLE Program History Files 
DESCRIPTION Documents relating to the deveopment and revision of the certified nurse aide, certified medication aide, and home health aide programs. 
RETENTION 002 cldr yrs 
COMMENTS Retain in office 2 calendar years, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0235-264 
TITLE Reading File 
DESCRIPTION Documents produced by the department for reference purposes. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0236-264 
TITLE Requests for Applications 
DESCRIPTION Requests for application materials, packets, or general information relating to the various licensing and certification programs. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0237-264 
TITLE Sponsors of Approved CAN, CMA, HHA, SSD, AD and Operator Courses 
DESCRIPTION Correspondence, course plans, curriculum, instructors, etc. relating to the approval of the various certification courses. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0241-264 
TITLE Subject Files - Programs 
DESCRIPTION General subject files used in the administration of adult care home administrators, nurse's and medication aide, dietitian's licensing, health occupation credentialing and other programs. 
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  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0242-264 
TITLE Subject Files - Secretary 
DESCRIPTION Various subject files used in the performance of secretary's duties for the health occupations credentialing section, including supplies information and computer database operation information. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-084 

SERIES ID 0244-264 
TITLE Unpaid and Returned Certificates 
DESCRIPTION Certified nurse aide, certifed medication aide, and home health aide certificates issued but not paid for and not made or mailed and returned as undeliverable. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 

SERIES ID 0245-264 
TITLE Used Examination Answer Sheets 
DESCRIPTION Answer sheets completed for the various examinations. 
RETENTION 002 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-04-12  ; Revised 2013-06-03
K.A.R. NUMBER 53-2-126 
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