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Kansas Records Retention Schedules

Results of Query:

Agency Code: 629-003 (Department for Children and Families. Human Resources)

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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COMMENTS Retain until superseded, then destroy.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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