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Kansas Records Retention Schedules

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Agency Code: 000-118 (Local Government Records. County Coroner)

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Agency Number: 000-118
Local Government Records
County Coroner

SERIES ID 0001-118 
TITLE Autopsy Protocol Request Form 
DESCRIPTION Form detailing the deceased (decedent), date, county, coroner, pathologist, who and/or what agencies/departments/offices received autopsy results. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0002-118 
TITLE Autopsy Report 
DESCRIPTION Detailed record of the autopsy protocol and results. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0003-118 
TITLE Body Diagram 
DESCRIPTION Illustrated notations of a body's condition upon examination. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years then destroy, unless part of a criminal investigation, then retain solved murders 80 calendar years, and unsolved murders permanently. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0004-118 
TITLE Case File or Report Index 
DESCRIPTION Finding aid in any format indexing case files or reports. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0005-118 
TITLE Case Files 
DESCRIPTION Documents such as related correspondence, exhumation order, report of death, autopsy report, applicable police records, medical records, investigative findings, lab reports, autopsy protocol request form, notification to family, and photographs. 
RETENTION See Comments 
COMMENTS Retain all documents 5 calendar years, then purge all non-permanent records and destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0006-118 
TITLE Chain of Custody 
DESCRIPTION Form detailing any property accompanying the remains. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0007-118 
TITLE Child Report of Death 
DESCRIPTION Detailed report of coroner, investigator, or other party involvement and cause of death diagnosis as reported to the Child Death Review Board. 
RETENTION See Comments 
COMMENTS Retain as a Report of Death, but note that the Child Report of Death in the Child Death Review Board's custody--not coroner's custody--is a restricted record. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10); KSA 22a-243(j) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0008-118 
TITLE Consultation Reports 
DESCRIPTION Reports done by an outside party like cardiac tissue testing or blood work. 
RETENTION See Comments 
COMMENTS Retain all documents related to Report of Death or Autopsy Report permanently. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0009-118 
TITLE Coroner's Inquest Records 
DESCRIPTION Records and returns of inquests and findings in violent or sudden deaths, showing name of deceased; cause and date of death; date of inquest; names of jurors and witnesses; findings of coroner or jury; and amount of fees. 
RETENTION Permanent 
COMMENTS The County Clerk may have possession of some of these inactive records. 
DISPOSITION Archive 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0010-118 
TITLE Cremation Permits 
DESCRIPTION Form necessary to perform a cremation in the state of Kansas. 
RETENTION 5 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0011-118 
TITLE Donation Reports 
DESCRIPTION Records of tissues or organs removed by the pathologist or coroner for donation purposes. 
RETENTION 5 cldr yrs 
COMMENTS None 
DISPOSITION Destroy 
RESTRICTIONS  
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0012-118 
TITLE Finger/Palm/Foot Prints 
DESCRIPTION Documents containing transferred prints from any portion of the remains. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years then destroy, unless part of a criminal investigation, then retain solved murders 80 calendar years, and unsolved murders permanently. 
DISPOSITION Destroy 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0013-118 
TITLE Future/Potential Case Files 
DESCRIPTION Documents related to anticipated cases, such as persons near death under questionable circumstances or recently deceased that are not yet official cases. 
RETENTION See Comments 
COMMENTS Retain until it officially becomes a Case File, then retain accordingly. Otherwise, retain inactive Future/Potential Case Files 3 calendar years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0014-118 
TITLE Investigators Log 
DESCRIPTION Listing of duties performed by investigators acting on behalf of the coroner's office, not including separate law enforcement agencies. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years then destroy, unless part of a criminal investigation, then retain solved murders 80 calendar years, and unsolved murders permanently. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0015-118 
TITLE Missing Persons Files 
DESCRIPTION Documents including a name and description of the individual, details of the disappearance, and family and law enforcement contact information. 
RETENTION See Comments 
COMMENTS Retain until person found living, or if found deceased, transfer to Case Files and retain accordingly. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0016-118 
TITLE Notification to Family 
DESCRIPTION Copies of forms, documents, or correspondence detailing a family being notified of a person's death. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0017-118 
TITLE Photographs and Video Footage 
DESCRIPTION Photo and/or video footage evidence of any type in any format, either displaying the subject or not. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years then destroy, unless part of a criminal investigation, then retain solved murders 80 calendar years, and unsolved murders permanently. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0018-118 
TITLE Preliminary Report of Death 
DESCRIPTION Initial report of coroner and deceased (decedent) involvement and cause of death diagnosis. 
RETENTION See Comments 
COMMENTS Retain until superseded by final Report of Death, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0019-118 
TITLE Remains Intake Form 
DESCRIPTION Form containing the name of the deceased (decedent), date and time delivered, county, who delivered and who accepted the remains. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0020-118 
TITLE Remains Release Form 
DESCRIPTION Form containing the name of the deceased (decedent), date and time released, county, items released with remains, who released and who accepted the remains. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0021-118 
TITLE Report of Death 
DESCRIPTION Detailed report of coroner, investigator, or other party involvement and final cause of death diagnosis. 
RETENTION Permanent 
COMMENTS One copy should go to the Kansas Bureau of Investigation (KBI). 
DISPOSITION Archive 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0022-118 
TITLE Specimen Worksheet 
DESCRIPTION Documents related to what is or is not retained per case. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0023-118 
TITLE Verified Transporter List 
DESCRIPTION List of individuals authorized to transport human remains. 
RETENTION See Comments 
COMMENTS Retain until superseded, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

SERIES ID 0024-118 
TITLE X-Rays 
DESCRIPTION Medical x-rays in any format. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years then destroy, unless part of a criminal investigation, then retain solved murders 80 calendar years, and unsolved murders permanently. 
DISPOSITION See Comments 
RESTRICTIONS Portions under KSA 45-221(a)(10) 
APPROVED 2004-07-08 
K.A.R. NUMBER 53-2-139 

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