Kansas Records Retention Schedules
Results of Query:
Agency Code: 629-003 (Department for Children and Families. Human Resources)
Page 1 of 1 showing 52 records of 52 total,
starting on record 1
Agency Number: 629-003
Department for Children and Families
Human Resources
At the beginning of FY2013, under a gubernatorial executive reorganization order, the Department of Social and Rehabilitation Services became the Department for Children and Families.
SERIES ID |
0054-629 |
TITLE |
Area Management Report |
DESCRIPTION |
Copies of a report compiled to inform the SRS Secretary of the activities and conditions within the area offices. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0058-629 |
TITLE |
Budget Allocation Records |
DESCRIPTION |
Documents maintained to monitor expenditures charged to each program account number insuring allocation amounts are not exceeded or under charged. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0061-629 |
TITLE |
Certification Log |
DESCRIPTION |
List verifying licenses required by certain staff members to maintain classification or employment. |
RETENTION |
See Comments |
COMMENTS |
Retain until superseded, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0062-629 |
TITLE |
Child Abuse/Neglect Public Awareness Fund Files |
DESCRIPTION |
Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of program expenditures. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0063-629 |
TITLE |
Child Care Allocation Fund Files |
DESCRIPTION |
Correspondence, payment vouchers, spreadsheets, etc. relating to the monitoring of program expenditures. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0064-629 |
TITLE |
Child Support Enforcement Receipt Reports |
DESCRIPTION |
Forms FA-3101 and FA-3451 summarizing the daily totals of monies collected. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0065-629 |
TITLE |
Client Assistance Printouts |
DESCRIPTION |
Computer printouts listing the benefit amount granted to clients prior to the implementation of the Kansas Automated Eligibility Child Support Enforcement System. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series. Destroy immediately. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0066-629 |
TITLE |
Client Billing Records |
DESCRIPTION |
Reports, receipt books, provider billings, time sheets, etc. relating to billing clients for program services. |
RETENTION |
006 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0068-629 |
TITLE |
Client Case Files - Employment Preparation Services |
DESCRIPTION |
Application, action plan, determination notification, fiscal materials, etc. relating to Employment Preparation Services eligibility determination and administration of benefits. |
RETENTION |
See Comments |
COMMENTS |
Retain 3 years after closure of file, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
2011-01-27
|
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0069-629 |
TITLE |
Client Case Files - Social Services |
DESCRIPTION |
Application, medical history, determination notification, fiscal materials, etc. relating to Social Services eligibility determination and administration of benefits. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after closure of file, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0070-629 |
TITLE |
Client Case Files - Vocational Rehabilitation Services |
DESCRIPTION |
Applications, medical history, rehabilitation plan, determination notification, etc. relating to Vocational Rehabilitation Services eligibility determination and administration of benefits. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after closure of file, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0071-629 |
TITLE |
Client Fraud Files |
DESCRIPTION |
Investigation form, client notification form, budget, and payment records relating to clients who may have committed fraud to gain SRS services or benefits. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after investigation is closed, and overpayment recovery is complete, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
2011-01-27
|
K.A.R. NUMBER |
53-2-166 |
SERIES ID |
0072-629 |
TITLE |
Client Payment Records |
DESCRIPTION |
Logs, contracts, copies of court orders, etc. relating to payments made by clients to SRS. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0074-629 |
TITLE |
Community Organizations and Committees Files |
DESCRIPTION |
Correspondence, policies and procedures, organization endorsement letters, etc. relating to the mutual interests shared by various community organizations and SRS. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0075-629 |
TITLE |
Complaint Files |
DESCRIPTION |
Copies of written complaints received from clients regarding allegations of impropriety or misconduct by SRS staff which did not result in disciplinary action taken by SRS. |
RETENTION |
See Comments |
COMMENTS |
Transfer to employee personnel file and retain according to general schedule. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(4), 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0076-629 |
TITLE |
Computer Conversion Information File |
DESCRIPTION |
Configuration sheets, newsletters, correspondence, field issuance printouts, etc. relating to the implementation of case files on the Kansas Automated Eligibility Child Support Enforcement System. |
RETENTION |
See Comments |
COMMENTS |
Retain or dispose of in conjunction with disposition of data in associated computer programs and systems. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0078-629 |
TITLE |
Continuing Education Files |
DESCRIPTION |
Correspondence, forms, brochures, etc. relating to staff requests to attend meetings, conferences, and workshops. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0082-629 |
TITLE |
Employee Disciplinary Action File |
DESCRIPTION |
Documents relating to investigations of allegations made against SRS staff and any resulting action taken by the agency. |
RETENTION |
See Comments |
COMMENTS |
Transfer to employee personnel file and retain according to the general schedule. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0084-629 |
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 |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0091-629 |
TITLE |
Employment Security Clearance Request |
DESCRIPTION |
Form used to request security clearance for employees, volunteers, students, etc. |
RETENTION |
See Comments |
COMMENTS |
Transfer to employee personnel file, student file, or volunteer file and retain according to general schedule or agency schedule. |
DISPOSITION |
See Comments |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0095-629 |
TITLE |
Historical Files |
DESCRIPTION |
Case files, budgets, minutes, etc. relating to the early administration of area offices. |
RETENTION |
See Comments |
COMMENTS |
Obsolete series, transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0096-629 |
TITLE |
Home Care Worker Shopping Requisitions |
DESCRIPTION |
Form SA-1062 used to verify the home care workers expenditure of client funds and maintained for accountability purposes. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0097-629 |
TITLE |
Home Care Worker Time Verification Records |
DESCRIPTION |
Form MS-1063 used to verify the total number of hours worked by the home care worker for each client. |
RETENTION |
005 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4), 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0638-629 |
TITLE |
Janitorial Reference Files |
DESCRIPTION |
Contracts, correspondence, etc. relating to independent janitorial companies contracted by SRS to perform maintenance services. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after termination of contract, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0627-629 |
TITLE |
Laboratory Files |
DESCRIPTION |
Contracts, correspondence, test results, etc. relating to independent laboratories contracted by SRS to perform blood tests. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 years after contract has expired, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0571-629 |
TITLE |
Master Card File |
DESCRIPTION |
Index cards listing applicants for the various program services supported by SRS and maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0568-629 |
TITLE |
Military Leave Report |
DESCRIPTION |
Form compiled identifying staff enlisted in the Reserves or National Guard and maintained as reference in the event of military duty. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0622-629 |
TITLE |
Monthly Contractor Reports |
DESCRIPTION |
Computer printouts listing monies collected monthly by each contractor hired by SRS. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0569-629 |
TITLE |
Monthly Itinerary for Supervisors |
DESCRIPTION |
Form listing the location and number of home visits made by supervisors. |
RETENTION |
006 months |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0633-629 |
TITLE |
Monthly Management Reports |
DESCRIPTION |
Report submitted monthly by staff updating the area chief of the status of unit progress, requirements, and activities. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0570-629 |
TITLE |
Monthly Statistical Reports |
DESCRIPTION |
Statistical reports verifying monthly applicant referrals for the various program services supported by SRS. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0556-629 |
TITLE |
Payment Collection Plan |
DESCRIPTION |
Plan compiled for the next fiscal year containing projections of SRS client payment collections that is maintained for budgetary purposes. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0628-629 |
TITLE |
Project Files |
DESCRIPTION |
Reports, memoranda, and other documents relating to research and development activities for the agency. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0647-629 |
TITLE |
Provider Care Files |
DESCRIPTION |
Application, operating plan, correspondence, etc. relating to licensing agreements with independent adult or child care providers contracted by SRS to provide services. |
RETENTION |
See Comments |
COMMENTS |
Retain 5 fiscal years after contract has expired, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0602-629 |
TITLE |
Purchase Requests - Internal |
DESCRIPTION |
Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0558-629 |
TITLE |
Quarterly Statistical Reports |
DESCRIPTION |
Statistical reports verifying quarterly applicant referrals for the various program services supported by SRS. |
RETENTION |
001 fisc yr |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0639-629 |
TITLE |
Quarterly Unemployment Reports |
DESCRIPTION |
Report produced by the Department of Human Resources listing former SRS employees who have applied for unemployment benefits. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0640-629 |
TITLE |
Random Employee Sample Technique (REST) Records |
DESCRIPTION |
Copies of correspondence, observation forms, technique control lists, etc. related to the random quality control checks on staff performing directly related program functions. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0607-629 |
TITLE |
Records Management Records |
DESCRIPTION |
Documents related to the management of agency records including completed survey forms, inventories, and other miscellaneous materials such as correspondence or reference materials. |
RETENTION |
See Comments |
COMMENTS |
Retain survey forms and inventories until superseded, then contact the archives for appraisal of other documents - if not accepted for transfer to the archives, then destroy. |
DISPOSITION |
See Comments |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0603-629 |
TITLE |
Replacement/Repair Request Forms |
DESCRIPTION |
Claim forms submitted by clients for compensation for repair or replacement of damaged items. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0610-629 |
TITLE |
Schedules - Office Activities |
DESCRIPTION |
Internal forms, appointment books, paper and electronic calendars used to schedule employees, office activities, vehicles, meeting rooms, etc. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0632-629 |
TITLE |
Secretary's Letters |
DESCRIPTION |
Copies of statements issued from the SRS Secretary outlining agency policies and practices. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0625-629 |
TITLE |
Sensitive Client Information Files |
DESCRIPTION |
Variety of documents relating to pending and current client case investigations and appeals which are maintained for convenience of reference. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 39-709b |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0601-629 |
TITLE |
Services Provided Annual Summary |
DESCRIPTION |
Annual statistical report compiled on client services for the various program services supported by SRS. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0631-629 |
TITLE |
State Director's Letters |
DESCRIPTION |
Copies of policy statements issued by SRS Commissioners regarding agency practices and procedures. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0565-629 |
TITLE |
Vacancy Report |
DESCRIPTION |
Report submitted to the central office confirming vacant positions within the area office. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0616-629 |
TITLE |
Vouchers - Travel |
DESCRIPTION |
Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. |
RETENTION |
003 fisc yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0567-629 |
TITLE |
Workers' Compensation Files |
DESCRIPTION |
Copy of form (#1101) submitted by the employee reporting an accident or injury which occurred while on the work site. |
RETENTION |
003 cldr yrs |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(4) |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0626-629 |
TITLE |
Working Files - Area Director |
DESCRIPTION |
Correspondence, policies, fiscal notes, program data, etc. relating to the management of area office resources. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0634-629 |
TITLE |
Working Files - Family Support Program |
DESCRIPTION |
Correspondence, policies, fiscal, program data, etc. relating to the management of program resources. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0605-629 |
TITLE |
Working Files - Home and Community Based Services |
DESCRIPTION |
Correspondence, policies, fiscal, program data, etc. relating to the management of program resources. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then transfer to the archives for purging. |
DISPOSITION |
Archives |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
SERIES ID |
0566-629 |
TITLE |
Working Files - Personnel Officer |
DESCRIPTION |
Correspondence, copies of position descriptions, etc. relating to the function and interests of the personnel office. |
RETENTION |
See Comments |
COMMENTS |
Retain until no longer useful, then destroy. |
DISPOSITION |
Destroy |
RESTRICTIONS |
None |
APPROVED |
1996-08-08
|
K.A.R. NUMBER |
53-2-109 |
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