Kansas Records Retention Schedules
| Agency: | Local Government Records. Register of Deeds |
42 Schedule Entries Found:
Agency Number: 000-113
Local Government Records
Register of Deeds
| SERIES ID | 0018-113 | | TITLE | Affidavit Books | | DESCRIPTION | See Power of Attorney Records. | | RETENTION | | | COMMENTS | | | DISPOSITION | | | RESTRICTIONS | | | APPROVED | | | K.A.R. NUMBER | |
| SERIES ID | 0001-113 | | TITLE | Affidavit for Mortgages | | DESCRIPTION | Recorded copies of affidavits effecting the release of notes or other instruments which cannot be produced by the holder thereof. Lists name of the holder of the instrument, nature of said instrument, extent of release, reason instrument cannot be produced, name of affiant and official acknowledging affidavit and Register of Deeds Certificate of Registration. | | RETENTION | See Comments | | COMMENTS | Retain until mortgage is released, then destroy. Used only for audit purposes and not recorded. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0025-113 | | TITLE | Annual Reports of the Superintendent | | DESCRIPTION | Annual reports of the district clerk to county superintendent and county superintendent to state superintendent showing date, school district number, school census, enrollment by grade and sex, length of term, names and salaries of superintendents, principals and teachers, names and terms of district board members elected, number of school buildings and rooms, volumes in libraries, value of school property and assessed valuation of district, financial statement, rate and amount of school levy, budget adopted at school meetings, number of pupils promoted and graduated, number of organized districts, number of physically handicapped children, report on school transportation, summary of health supervision, and report of truant officer. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0026-113 | | TITLE | Apportionment of State and County School Fund and Related Documents | | DESCRIPTION | Detailed financial accounting of the distribution of state and county school funds. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0027-113 | | TITLE | Attendance/Grade Record | | DESCRIPTION | Pupils attendance and grade records kept by teachers of individual schools showing school district number, pupil's name, address, age, subjects, grades, date of birth, names of parents or guardians, names of brothers and sisters, visitors to the school district and attendance record. Arranged chronologically, no index, each volume pertaining to a school year. These can be found in either the schools (if they are still operating) or in the school district administrative office (if the schools have closed). | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). Also called Institute Record. | | DISPOSITION | Archive | | RESTRICTIONS | Portions per K.S.A. 45-221(a)(9) | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0004-113 | | TITLE | Cemetery Deed Record Books | | DESCRIPTION | See Deed Records. | | RETENTION | | | COMMENTS | | | DISPOSITION | | | RESTRICTIONS | | | APPROVED | | | K.A.R. NUMBER | |
| SERIES ID | 0021-113 | | TITLE | Certificates of Valuation | | DESCRIPTION | See Sales Validation Questionnaire. | | RETENTION | | | COMMENTS | | | DISPOSITION | | | RESTRICTIONS | | | APPROVED | | | K.A.R. NUMBER | |
| SERIES ID | 0003-113 | | TITLE | Chattel Mortgage Copies, Releases, Receipts | | DESCRIPTION | Duplicates of Chattel Mortgages, receipts for release and release orders from mortgage holders. | | RETENTION | See Comments | | COMMENTS | Obsolete series. These records duplicate information that can be found in Chattel Mortgage Registers. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0002-113 | | TITLE | Chattel Mortgage Registers | | DESCRIPTION | Record of chattel mortgages and conditional sales contracts, showing time of reception; names of mortgagor and mortgagee; date of instrument; amount secured; when due or schedule of payments; rate of interest; property mortgaged; and date of satisfaction and release. | | RETENTION | See Comments | | COMMENTS | Obsolete series. Retain 10 fiscal years then destroy, unless it is extended or tied to real estate as a fixture filing, then retain until a release form has been filed. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2002-04-11 | | K.A.R. NUMBER | 53-2-131 |
| SERIES ID | 0005-113 | | TITLE | Deed Index | | DESCRIPTION | See General Index to Deeds. | | RETENTION | | | COMMENTS | | | DISPOSITION | | | RESTRICTIONS | | | APPROVED | | | K.A.R. NUMBER | |
| SERIES ID | 0004-113 | | TITLE | Deed Record Book/Copies of Deeds | | DESCRIPTION | Copies of deeds filed for the record showing nature of instrument, date of indenture, names of grantee and grantor, description of property, consideration, and date of filing. | | RETENTION | Permanent | | COMMENTS | Indexed by grantee/grantor or numerically in separate volumes. | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0009-113 | | TITLE | Discharge Records | | DESCRIPTION | See Military Service Discharge Records. | | RETENTION | | | COMMENTS | | | DISPOSITION | | | RESTRICTIONS | | | APPROVED | | | K.A.R. NUMBER | |
| SERIES ID | 0028-113 | | TITLE | Examination, Course and Graduate Registers | | DESCRIPTION | Records of individual scores on tests, course grades and graduate examinations. Lists pupil, instructor, school, subject, score and whether passed. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | Portions per K.S.A. 45-221(a)(9) | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0007-113 | | TITLE | General Index - Miscellaneous | | DESCRIPTION | Indexes by volume and page instruments records in the miscellaneous record. Shows all parties to the instrument, file number, and date filed. | | RETENTION | Permanent | | COMMENTS | Cemetery Lots, Land Contracts, Liens, etc. Often deeds, mortgages and other instruments are indexed in a single comprehensive volume. | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0005-113 | | TITLE | General Index to Deeds | | DESCRIPTION | Shows file number, grantor, grantee, volume and page of deed record, town and township, section or survey, lot, and/or addition or subdivision of property concerned. | | RETENTION | Permanent | | COMMENTS | Often deeds, mortgages and other instruments are indexed in a single comprehensive volume. | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0006-113 | | TITLE | General Index to Mortgages | | DESCRIPTION | Shows mortgagor, mortgagee, property by range, township, and section or survey number, acreage, and lot and/or sublet number. Shows mortgage, indexing a transcript of it by volume and page in the mortgage record, also indicating date mortgage released. | | RETENTION | Permanent | | COMMENTS | Often deeds, mortgages and other instruments are indexed in a single comprehensive volume. | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0008-113 | | TITLE | Lists of Businesses in County | | DESCRIPTION | Annual list of businesses operating within the county. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0009-113 | | TITLE | Military Service Discharge Record Books/Indexes | | DESCRIPTION | Copies of soldiers discharges from military service showing name of soldier, rank, company, regiment, volunteer, date of service, date discharged, length of service, if disabled, name, place and date of battle, if entitle to pension, amount, place of birth, occupation, physical description, honorary mention. | | RETENTION | Permanent | | COMMENTS | Generally covers veterans from World War I to the present. | | DISPOSITION | Archive | | RESTRICTIONS | K.S.A. 45-221(a)(46) | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0010-113 | | TITLE | Mineral Rights Register | | DESCRIPTION | Register of leases on mineral resources. Lists lessor, lessee, consideration, location/description of property and terms of agreement. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0029-113 | | TITLE | Minutes of Meetings - County Teachers' Association | | DESCRIPTION | Record of proceedings of County Teachers Association Meetings showing date and place of meetings, names of officers and teachers present, proposals, recommendations, motions, business transacted and committees appointed. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0011-113 | | TITLE | Miscellaneous Record Books | | DESCRIPTION | Contains copies of documents presented for recording which do not fit any established record series. Contains verbatim transcript of the document showing date of execution, all parties, and date recorded. Types of documents might include amendments in living trust agreements, block covenants not to sell, rent or lease to persons of African descent; partnership agreements or right of first or last refusal to purchase certain described real property. Also contains copies of court orders directing the transfer of land in divorce or estate proceedings, resolutions of community groups often regarding planned developments; copies of petitions for annexation; separation agreements; land contracts; prenuptial agreements, and vacation of alleys, streets, and roads. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0012-113 | | TITLE | Mortgage Record Books | | DESCRIPTION | Copies of real estate mortgages filed for record showing date of execution, nature of instrument, names of mortgagor and mortgagee, description of property, consideration, rate of interest, amount secured, date of maturity. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0013-113 | | TITLE | Mortgage Registration Fee Record Books | | DESCRIPTION | Record of fees paid to register mortgages. List owner, description of land, date paid and amount. | | RETENTION | 003 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0005-113 | | TITLE | Numerical Indexes to Deeds | | DESCRIPTION | See General Index to Deeds. | | RETENTION | | | COMMENTS | | | DISPOSITION | | | RESTRICTIONS | | | APPROVED | | | K.A.R. NUMBER | |
| SERIES ID | 0014-113 | | TITLE | Oil and Gas Lease Records | | DESCRIPTION | Record of leases on oil and gas reserves. Lists lessor, lessee, consideration, location/description of property and terms of agreement. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0015-113 | | TITLE | Old Age Lien Records | | DESCRIPTION | Shows name and address of aid recipient, date lien filed and discharged and volume and page of mortgage record wherein lien is recorded. This lien was filed with the recorder of the county in which the property was located. | | RETENTION | Permanent | | COMMENTS | Obsolete series. | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0016-113 | | TITLE | Patent Record Books | | DESCRIPTION | Records documenting the first transfer of land title from the United States to a private party (purchase, homestead, timber claim or land bounty). Lists description of land, acres, rate per acre, purchase amount, name of purchases/grantee, date of sale/grant, receipt number, by whom and to whom patented. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0017-113 | | TITLE | Plats/Plat Books | | DESCRIPTION | Contains plats of all land within the county showing streets, roads, and alleys as laid out, including subdivision of existing lots and annexations to municipal corporations within the county. Shows full name of deed holder, description of original property, where land last recorded in plat book by volume and page, surveyor, county commissioners and engineer approving and date recorded. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0018-113 | | TITLE | Power of Attorney Statements | | DESCRIPTION | Contains a verbatim transcript of powers-of-attorney filed showing grantee, grantor, date granted, date recorded and specific acts the grantee is authorized to perform (authorization of medical care, to mortgage, lease, buy, or sell real and/or personal property, to withdraw funds from or deposit funds to any bank accounts, to have access to any safety deposit boxes, to enter into lawsuits, and generally to transact any lawful business the grantor might be able to do himself if present in person). Also contains copies of revocations of powers-of-attorney. | | RETENTION | Permanent | | COMMENTS | | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0030-113 | | TITLE | Principals' Annual Reports | | DESCRIPTION | Reports of principals of schools to district clerks and superintendent showing date, district number, name of school, length of term, principal's name and sex, enrollment by grade and sex, average daily attendance, teachers, average enrollment per teacher, number of buildings and rooms, number of volumes in library, names and salaries of principals and teachers, total operating expenses and cost per pupil, number of pupils transported by district, and number of weeks each subject was taught. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0019-113 | | TITLE | Receipts for Instruments Filed | | DESCRIPTION | Lists name, type of instrument, receipt number and date filed. | | RETENTION | 003 fisc yrs | | COMMENTS | See General Schedule Receipts. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0020-113 | | TITLE | Reception/Receiving Record Books | | DESCRIPTION | Record of all instruments filed with the register of deeds showing date and time of reception, names of grantor and grantee, kind of instrument, to whom and how delivered and fees received. | | RETENTION | 010 fisc yrs | | COMMENTS | Also called Notebooks. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0021-113 | | TITLE | Sales Validation Questionnaires | | DESCRIPTION | Contains identification and location of the property, name and address of the purchaser, sales price, date of sale, the classification and subclassification to which such property belongs, nature and circumstances peculiar to the sale, whether any personal property was included in the sales price, whether the purchaser assumed any mortgages or liens, leases or taxes, the method of financing, whether any special assessments are levied against the property. | | RETENTION | 005 fisc yrs | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | K.S.A. 79-1437c | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0031-113 | | TITLE | School Board Member/District Officer/Teacher Registers | | DESCRIPTION | Annual registers listing School District staff. Gives name, position, school assignment, etc. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0032-113 | | TITLE | School District Boundaries/Maps | | DESCRIPTION | Record of organization of school districts and establishment and alteration of school district boundaries showing name and number of district, date and place of first meeting, description and population of proposed district, time limit of appeal, results of first meeting, officers elected, date organization perfected, plats and drawings of district and description of final boundaries. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0033-113 | | TITLE | Score Cards | | DESCRIPTION | Cards grading the quality of elementary schools showing date, name of school, district number, classification, organization and scores given for building site and equipment. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0034-113 | | TITLE | Superintendent's Record of Official Acts | | DESCRIPTION | Record of official acts showing school district officers appointed to fill vacancies, number of teachers meetings held, number of records examined, number of lectures given by superintendent and other events. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0022-113 | | TITLE | Tax Lien Notices (Personal and Franchise) | | DESCRIPTION | Contains copies of notices of payment of franchise or excise tax liens. Shows file number, name and address of taxpayer, tax and penalty due, and date and time filed. | | RETENTION | 001 fisc yr | | COMMENTS | | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0023-113 | | TITLE | Tax Lien Records (Personal and Franchise) | | DESCRIPTION | Contains a record of liens for nonpayment of personal or franchise taxes showing for personal: a copy of the county treasurer's certificate of partial or complete release of delinquent personal tax lien, showing name and address of taxpayer, lien, volume and page of lien record where recorded, date payment received, and date release filed. For franchise: corporation, tax and penalty due, date filed and date released. | | RETENTION | See Comments | | COMMENTS | Retain until lien is discharged, then destroy. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0035-113 | | TITLE | Teachers Certification Register | | DESCRIPTION | Register of teachers state certificates showing name and address of teacher, grade and number of certificate and dates of issuance. | | RETENTION | Permanent | | COMMENTS | Formerly held by the Superintendent of Public Instruction (pre-1966). | | DISPOSITION | Archive | | RESTRICTIONS | None | | APPROVED | 2000-08-17 | | K.A.R. NUMBER | 53-2-124 |
| SERIES ID | 0016-113 | | TITLE | U.S. Land Patents (Copies) | | DESCRIPTION | See Patent Record Books. | | RETENTION | | | COMMENTS | | | DISPOSITION | | | RESTRICTIONS | | | APPROVED | | | K.A.R. NUMBER | |
| SERIES ID | 0024-113 | | TITLE | Uniform Commercial Code Documents | | DESCRIPTION | Contains the record of chattel mortgages, recording the names of the debtor and secured party, as well as identifying the item purchased. | | RETENTION | See Comments | | COMMENTS | Retain 10 fiscal years then destroy, unless it is extended or tied to real estate as a fixture filing, then retain until a release form has been filed. | | DISPOSITION | Destroy | | RESTRICTIONS | None | | APPROVED | 2002-04-11 | | K.A.R. NUMBER | 53-2-131 | New search
|
