Kansas Records Retention Schedules
Results of Query:
Agency Code: 264-005 (Department of Health and Environment. Center for Health & Environmental Statistics)
Page 1 of 1 showing 40 records of 40 total,
starting on record 1
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 |
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 |
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 |
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 |
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 |
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 |
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 |
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