Kansas Records Retention Schedules

91 Schedule Entries Found:

Agency Number: 622-001
Secretary of State
Administration

SERIES ID	0007-622
TITLE	Accounting and Prepaid Account Transactions
DESCRIPTION	Variety of documents relating to the agency accounts.
RETENTION	007 fisc yrs
COMMENTS	Record copy is maintained electronically. Retain electronic copy for 7 years in accordance with recordkeeping plan, then destroy. Retain hard copy source documents for digital images until quality control completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0122-622
TITLE	Apostilles Files
DESCRIPTION	Documents relating to the verification of notary publics for foreign governments as required to be filed with the Secretary of State.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0123-622
TITLE	Athlete Agent Registration Filings
DESCRIPTION	Applications, renewals and supporting documentation relating to individuals registering to be an athletic agent.
RETENTION	See Comments
COMMENTS	Retain 2 years from file date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0041-622
TITLE	Audit Listings
DESCRIPTION	Internally generated computer reports used to provide financial information regarding financial transactions related to corporate filings.
RETENTION	See Comments
COMMENTS	Retain for 3 fiscal years, then destroy--provided it has been at least one year since applicable audit was performed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1989-04-27
K.A.R. NUMBER	53-2-079

SERIES ID	0124-622
TITLE	Blanket Licenses for Performance Rights
DESCRIPTION	Copies of blanket licenses allowing for the performance rights to a play as required to be filed with the Secretary of State's Office.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0143-622
TITLE	Business Agent Registrations
DESCRIPTION	Registration documents submitted by a designated agent representing a labor union in contract negotiations and collective bargaining agreements as required by KSA 44-804.
RETENTION	See Comments
COMMENTS	Retain 2 years from filing date, and then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0066-622
TITLE	Business Agent Registrations
DESCRIPTION	Registration documents submitted by a designated agent representing a labor union in contract negotiations and collective bargaining agreements as required by K.S.A. 44-804.
RETENTION	See Comments
COMMENTS	Retain 2 years from filing date, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0001-622
TITLE	Cemetery Annual Reports - Merchandise Trust Funds
DESCRIPTION	Annual reports and supporting documents filed by all non-exempt cemeteries that sell pre-paid cemetery merchandise per KSA 16-321: location, ownership, management, profit status, and financial statements.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0002-622
TITLE	Cemetery Annual Reports - Permanent Maintenance
DESCRIPTION	Annual reports and supporting documents filed by non-exempt cemeteries per KSA 17-1312a: location, ownership, management, profit status, and financial statement.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0125-622
TITLE	Certificates of Manual Signatures
DESCRIPTION	Certificates of manual signatures allowing public officials to use a signature stamp and required to be filed pursuant to K.S.A. 75-4001 through K.S.A. 75-4007.
RETENTION	See Comments
COMMENTS	Retain form for 1 year, then destroy. Data from these form is entered into a database, stored on the agency mainframe, that is maintained according to the agency Recordkeeping Plan
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0126-622
TITLE	Charter Ordinances
DESCRIPTION	Charter ordinances adopted by cities and required to be submitted to the Secretary of State's office.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0127-622
TITLE	Compacts between Kansas and Missouri
DESCRIPTION	Compacts signed by Kansas and Missouri relating to water rights and other legal issues.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0036-000
TITLE	Employee Personnel Files
DESCRIPTION	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, background checks, and other personnel materials.
RETENTION	See Comments
COMMENTS	Retain in office for length of employee's tenure plus 3 years. Purge documents to create abstracted work history (appointment data and change of status information), transfer to the records center for 62 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0037-000
TITLE	Employee Personnel Files - Convenience Copies
DESCRIPTION	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, background checks, etc.) maintained for convenience of reference.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0038-000
TITLE	Employee Position Descriptions
DESCRIPTION	Formal descriptions of duties and other characteristics of particular employment positions.
RETENTION	See Comments
COMMENTS	Retain until superseded plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-10-17
K.A.R. NUMBER

SERIES ID	0039-000
TITLE	Employee Time Report Records
DESCRIPTION	Records documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc.
RETENTION	005 fisc yrs
COMMENTS	See also Leave Requests.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER

SERIES ID	0041-000
TITLE	Employee Training Records
DESCRIPTION	Correspondence, reports, and other records relating to the operation of agency sponsored training programs and to employee participation in training programs sponsored by external organizations.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years or until superseded, whichever is sooner, then destroy. See also Employee Training Course Materials.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER

SERIES ID	0042-000
TITLE	Employee Withholding Allowance Certificates
DESCRIPTION	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later).
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 79-3234 & 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER

SERIES ID	0043-000
TITLE	Employment Applications - Not Hired
DESCRIPTION	DA forms 203 and supplementary materials, including background checks, submitted by unsuccessful applicants for employment.
RETENTION	003 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	Portions per K.S.A. 45-221(a)(4)
APPROVED	2004-01-08
K.A.R. NUMBER	53-2-137

SERIES ID	0044-000
TITLE	Employment Eligibility Verification Form
DESCRIPTION	Immigration and Naturalization Service (INS) form 9 completed by employee verifying eligibility to work in the United States.
RETENTION	See Comments
COMMENTS	Retain for length of employee tenure plus 3 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-01-08
K.A.R. NUMBER

SERIES ID	0004-622
TITLE	Funeral Home Pre-Need Program Registration Records
DESCRIPTION	Records documenting the registration of funeral homes which offer "pre-need" (pre-paid) funeral plans.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. Retain hard copy 1 year, then destroy. Retain electronic filing permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0128-622
TITLE	Governor's Executive Orders and Directives
DESCRIPTION	Executive orders and directives filed with the Secretary of State's office by the governor.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0129-622
TITLE	Industrial Districts Files
DESCRIPTION	Documents filed with the Secretary of State's office to create and amend industrial districts within cities and counties.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0130-622
TITLE	Interlocal Agreements
DESCRIPTION	Interlocal agreements regarding access to public services completed between public agencies and a county or city.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0131-622
TITLE	Kansas Administrative Rules and Regulations Files
DESCRIPTION	Copies of the final rules and regulations adopted by Kansas agencies.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0132-622
TITLE	Kansas Municipal Energy Agreements
DESCRIPTION	Agreements, resolutions, bylaws, and amendments filed by cities to create a municipal energy agency.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0133-622
TITLE	Kansas Register Submissions
DESCRIPTION	Forms filed in the Secretary of State's Office for publication in the Kansas Register.
RETENTION	006 months
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0005-622
TITLE	Labor Organizations Annual Reports
DESCRIPTION	Annual financial reports of labor organizations operating in Kansas and filed with the Secretary of State as required by KSA 44-806.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1997-10-09
K.A.R. NUMBER	53-2-113

SERIES ID	0054-622
TITLE	Labor Organizations Files
DESCRIPTION	Constitution and by-laws filed by labor organizations as required by KSA 44-805.
RETENTION	See Comments
COMMENTS	Retain until defunct, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0067-000
TITLE	Leave Requests
DESCRIPTION	Internal forms used to request and authorize the taking of leave by employees.
RETENTION	005 fisc yrs
COMMENTS	See also Employee Time Report Records.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER

SERIES ID	0134-622
TITLE	Lists of Tax Abatements
DESCRIPTION	List generated by the Kansas Department of Revenue as mandated by K.S.A. 75-5154 to be filed with the Secretary of State's Office.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0055-622
TITLE	Notaries Public Files
DESCRIPTION	Application submitted to the Secretary of State by an individual to register as a notary public in the state of Kansas.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records 7 calendar years, then destroy. Retain hard copy source documents until quality control completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0135-622
TITLE	Notary Public Complaints
DESCRIPTION	Correspondence and accompanying documentation regarding complaints of notary misconduct which could result in the revocation of license..
RETENTION	007 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0136-622
TITLE	Oaths of Office
DESCRIPTION	Oaths of office taken by state officials and employees sworn into office.
RETENTION	See Comments
COMMENTS	Maintain originals for 4 years, then transfer to the archives. An electronic index will be maintained according to recordkeeping plan.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0006-622
TITLE	Organization of Drainage Districts Files
DESCRIPTION	Petitions, maps, certificates of incorporation, and other documents relating to the organization of a drainage district in two or more counties in accordance with KSA 24-656 et seq.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0006-622
TITLE	Organization of Drainage Districts, Rural Water Shed Districts, and Joint Water Shed Districts
DESCRIPTION	Petitions, maps, certificates of incorporation and supporting documentation relating to the organization of a drainage district or water shed district in two or more counties in accordance with K.S.A. 24-656 et seq.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0077-000
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms, AR-9, AR-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0077-000
TITLE	Payroll Adjustment Records
DESCRIPTION	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA-10A, DA-21 series, DA-171 thru 177, DA-251 thru 262.
RETENTION	003 fisc yrs
COMMENTS	This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER

SERIES ID	0078-000
TITLE	Payroll Deduction Authorization Records - General
DESCRIPTION	Documents used to authorize various deductions from employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deduction forms, etc.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect plus 1 calendar year, then destroy. This schedule does not apply to W-4 forms or Payroll Direct Deposit Authorization Records.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1998-07-14
K.A.R. NUMBER

SERIES ID	0079-000
TITLE	Payroll Direct Deposit Authorization Records
DESCRIPTION	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 2 years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER

SERIES ID	0080-000
TITLE	Payroll Warrant Registers
DESCRIPTION	Monthly listing of warrant checks issued to state agency employees for payroll purposes.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(4)
APPROVED	1993-07-15
K.A.R. NUMBER

SERIES ID	0102-000
TITLE	SHaRP Reports
DESCRIPTION	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Statewide Human Resources and Payroll Project.
RETENTION	See Comments
COMMENTS	Retain electronic or paper copy 3 fiscal years, then destroy. Not applicable to the Division of Accounts and Reports.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-07-18
K.A.R. NUMBER

SERIES ID	0103-000
TITLE	Speeches and Writings
DESCRIPTION	Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2000-04-13
K.A.R. NUMBER

SERIES ID	0060-622
TITLE	Subject Files
DESCRIPTION	Notes, calendars, etc. relating to the daily operation of the division.
RETENTION	001 fisc yr
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1997-10-09
K.A.R. NUMBER	53-2-113

SERIES ID	0061-622
TITLE	Summons
DESCRIPTION	Copies of summons, petitions, exhibits, certificates of mailing, and return receipts regarding legal summons accepted by the agency on the behalf of foreign companies.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0118-000
TITLE	Travel Request and Authorization Records
DESCRIPTION	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents.
RETENTION	003 fisc yrs
COMMENTS	See also Vouchers - Travel, and Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER

SERIES ID	0137-622
TITLE	University Agreements
DESCRIPTION	Copies of agreements entered between the Kansas Board of Regents, a Kansas university, and a foreign college or university regarding the exchange of students and faculty/staff.
RETENTION	001 cldr yr
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0119-000
TITLE	Vehicle Maintenance and Ownership Records
DESCRIPTION	Documents related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc.
RETENTION	See Comments
COMMENTS	Retain for life of vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER

SERIES ID	0121-000
TITLE	Vendor Files
DESCRIPTION	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc.
RETENTION	003 fisc yrs
COMMENTS	See Vouchers - Purchase, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records. NOTE: Retain for 5 fiscal years if subject to K.S.A. 75-3740(e).
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14
K.A.R. NUMBER

Agency Number: 622-002
Secretary of State
Uniform Commercial Code

Merged with Corporations Davison under the Business Services Division in FY 2004.

SERIES ID	0008-622
TITLE	Accounting Records
DESCRIPTION	Variety of accounting records maintained by the agency regarding Uniform Commercial Code filing registrations or search requests.
RETENTION	060 days
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

Agency Number: 622-003
Secretary of State
Elections and Legislative Matters

SERIES ID	0017-622
TITLE	Accounts Receivable Records - Session Laws, KSAs, KARs, Legislative Journals, and State Flag Sales
DESCRIPTION	Records documenting orders and refunds for session laws and state flags.
RETENTION	003 fisc yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0138-622
TITLE	Charter Ordinances Annexing Land Files
DESCRIPTION	Charter ordinances filed by cities to annex or de-annex land which are used to verify information for the U.S. Census Bureau.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0139-622
TITLE	Consent to Jurisdiction Form
DESCRIPTION	Irrevocable consent to Kansas jurisdiction forms filed by individuals to obtain a liquor license.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with the recordkeeping plan. Retain hard copy source documents for digital images until quality control completed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0018-622
TITLE	Correspondence - County Election Officers (CEO's)
DESCRIPTION	Incoming and outgoing letters and memoranda with County Election Officers.
RETENTION	005 cldr yrs
COMMENTS	Retain for 5 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0028-000
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1996-01-18
K.A.R. NUMBER

SERIES ID	0019-622
TITLE	County Officers' Signatures and Seals
DESCRIPTION	Forms filed biennially with the Secretary of State's Office containing the signature and the imprint of the official seal of all elected county officers as required under KSA 19-323.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0020-622
TITLE	Election Ballots
DESCRIPTION	Reference copies of ballots, rotation forms, and other materials sent by the Secretary of State's Office to County Election Officers for use in conducting primary and general elections as required by KSA 25-202 et seq.
RETENTION	006 cldr yrs
COMMENTS	Retain for 6 calendar years (3 election cycles), then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0021-622
TITLE	Election Candidates Records
DESCRIPTION	Forms submitted to the Secretary of State by individuals filing to run for state or federal office.
RETENTION	004 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0024-622
TITLE	Election Training Seminar Files
DESCRIPTION	Training material relating to seminars sponsored by the Secretary of State's Office for local election officials concerning election laws.
RETENTION	010 cldr yrs
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0025-622
TITLE	Enrolled Laws
DESCRIPTION	Parchment copies of bills passed by the House and Senate and signed by the Governor produced and maintained in accordance with KSA 45-301 et seq. and KSA 75-404.
RETENTION	See Comments
COMMENTS	Retain 1 legislative session, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0027-622
TITLE	House and Senate Dockets
DESCRIPTION	Lists maintained in electronic format containing summary data on actions taken on all bills and resolutions introduced in the House and Senate that are used to track legislation.
RETENTION	See Comments
COMMENTS	Data is included in published House and Senate Journals. Retain until published House and Senate Journals have been produced, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0028-622
TITLE	House and Senate Journal Sheets
DESCRIPTION	Documents recording the proceedings of the House and Senate that are used to prepare the published House and Senate Journals: prayers, bill introduction, referrals, votes, outcomes, etc.
RETENTION	See Comments
COMMENTS	Retain until published House and Senate Journals have been produced, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0140-622
TITLE	Intermediate Canvas Abstracts
DESCRIPTION	Abstracts of votes submitted by county board of canvassers in national and state elections.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0030-622
TITLE	Legislative Documents
DESCRIPTION	Enrolled bills, resolutions, communications, annual reports and other documents relating to legislative proceedings that are required to be kept by the Secretary of State's Office for the State Legislature.
RETENTION	See Comments
COMMENTS	Transfer annually to the State Archives. A.k.a. "Legislative Bills and Resolutions".
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0031-622
TITLE	Lobbyist Expenditure Reports
DESCRIPTION	Reports submitted six times per year by all registered lobbyists detailing all expenditures made during the reporting period as required by KSA 46-268-269.
RETENTION	004 cldr yrs
COMMENTS	Retain 4 calendar years (2 election cycles), then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0032-622
TITLE	Lobbyist Registration Forms
DESCRIPTION	Registration forms submitted by lobbyists to ensure compliance with state government ethics laws.
RETENTION	004 cldr yrs
COMMENTS	Retain for 4 calendar years (2 election cycles), then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0033-622
TITLE	Mail Ballot Election Plans
DESCRIPTION	Documents relating to plans for mail ballot elections submitted by counties for the Secretary of State's approval as required by KSA 25-431 et seq.: typed plans, newspaper articles, election forms.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0034-622
TITLE	Midwest Election Officials Conference Files
DESCRIPTION	Information regarding preparations for the Midwest Election Officials Conference: registration forms, hotel contracts, sponsor and vendor lists, name tags, correspondence, workshop handouts, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0035-622
TITLE	Minor Parties Files
DESCRIPTION	Letters, petitions, correspondence, memos, minutes, nomination certificates, and lists of candidates relating to requests for party status in accordance with KSA 25-302 thru 305.
RETENTION	005 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0036-622
TITLE	Political Committee Reports
DESCRIPTION	Reports filed with the Secretary of State regarding federal and state political committees' campaign contributions as required by K.S.A. 25-4142 et seq.
RETENTION	004 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0036-622
TITLE	Political Committee Reports
DESCRIPTION	Reports filed with the Secretary of State regarding federal and state political committees' campaign contributions as required by KSA 25-4142 et seq.
RETENTION	002 cldr yrs
COMMENTS
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-10-13
K.A.R. NUMBER	53-2-102

SERIES ID	0037-622
TITLE	Session Laws Manifests
DESCRIPTION	Computer printouts listing the shipping of session laws requested.
RETENTION	003 fisc yrs
COMMENTS	Session laws manifests are boxed with Accounts Receivable Records - Session Laws and State Flag Sales
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0038-622
TITLE	State Candidates' Campaign Finance Reports
DESCRIPTION	Reports submitted by state candidates listing campaign contributions received and campaign expenses.
RETENTION	Permanent
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with the recordkeeping plan. Retain hard copy source documents for digital images until quality control completed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0039-622
TITLE	Statements of Substantial Interest (SSI)
DESCRIPTION	Statements submitted to the Secretary of State by public officers and employees disclosing financial interests and used to monitor potential conflicts of interest.
RETENTION	004 cldr yrs
COMMENTS	Retain 4 calendar years (2 election cycles), then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0040-622
TITLE	Voting Machine Certification Files
DESCRIPTION	Documents relating to the Secretary of State's examination and approval of all voting machines used in elections as required by K.S.A. 25-1301 et seq.
RETENTION	004 cldr yrs
COMMENTS	Retain in office 4 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

Agency Number: 622-005
Secretary of State
Census

SERIES ID	0064-622
TITLE	Census Adjustment Student and Military Personnel Questionnaire
DESCRIPTION	Form submitted to the Secretary of State for the purpose of gathering accurate census data on the permanent residence of college students and military personnel.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(24)
APPROVED	1993-04-15
K.A.R. NUMBER	53-2-096

Agency Number: 622-006
Secretary of State
Business Services

Created in FY 2004 when the Corporation and Uniform Commercial Code Divisions were merged.

SERIES ID	0008-622
TITLE	Accounting Records
DESCRIPTION	Variety of accounting records maintained by the agency regarding UCC filing registrations or requesting UCC searches.
RETENTION	60 Days
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0044-622
TITLE	Business Entity Annual Reports
DESCRIPTION	Annual reports of business entities conducting business in Kansas and filed with the Secretary of State.
RETENTION	Permanent
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with the recordkeeping plan. Retain hard copy source documents for digital images until quality control completed, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2002-07-18
K.A.R. NUMBER	53-2-131

SERIES ID	0045-622
TITLE	Business Entity Filings
DESCRIPTION	Certificates, copies of charters, correspondence, amendments, mergers, Register Officer (RO)/Registered Agent (RA) changes, articles of incorporation, etc. filed by business entities.
RETENTION	Permanent
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. Retain hard copy source documents for digital images until quality control completed, then return the original filing to the customer.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2008-04-24
K.A.R. NUMBER	53-2-155

SERIES ID	0042-622
TITLE	Charitable Organizations Registration Files
DESCRIPTION	Applications, correspondence, copies of registration certificates, etc. relating to the registration of charitable organizations.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records in accordance with recordkeeping plan. Retain hard copy source documents until quality control completed, then destroy. Retain electronic records permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0046-622
TITLE	Corporation Filings Search Requests and/or Receipts
DESCRIPTION	Records of moneys received for copies, certificates, and other services.
RETENTION	60 days
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0050-622
TITLE	Corporation Name Reservation Records
DESCRIPTION	Documents reserving a corporate name for 120 days as provided by K.S.A. 17-1702.
RETENTION	120 days
COMMENTS
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0053-622
TITLE	Correspondence - Routine
DESCRIPTION	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy. Record copy is maintained electronically.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0141-622
TITLE	Health Care Discount Card Suppliers
DESCRIPTION	Registration and supporting documentation submitted by individuals who sell, market, promote, advertise or otherwise distribute any health care discount card in the state of Kansas.
RETENTION	Permanent
COMMENTS
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0142-622
TITLE	Insignia Filings
DESCRIPTION	Insignia registration filings and supporting documentation.
RETENTION	See Comments
COMMENTS	Retain 6 calendar years after cancellation date, then destroy. Record index is maintained permanently.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2006-04-13
K.A.R. NUMBER	53-2-147

SERIES ID	0065-622
TITLE	Professional Fund-Raiser Registration Files
DESCRIPTION	Applications, correspondence, certificate of registration, etc. regarding individuals registering to become a professional fund-raiser as required by KSA 17-1765.
RETENTION	003 cldr yrs
COMMENTS	Record copy is maintained electronically. Retain electronic records 3 calendar years, then destroy. Retain hard copy source documents until quality control completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0057-622
TITLE	Professional Solicitors Registration Files
DESCRIPTION	Application, correspondence, certificates of registration, etc. regarding registration of individuals wishing to solicit for charities as required by KSA 17-1759.
RETENTION	003 cldr yrs
COMMENTS	Record copy is maintained electronically. Retain electronic records 3 calendar years, then destroy. Retain hard copy source documents until quality control completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0013-622
TITLE	Search Request Documents
DESCRIPTION	Log of telephone requests and completed search request form detailing searches conducted by the Uniform Commercial Code Filings staff.
RETENTION	See Comments
COMMENTS	Retain in office 60 days, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0062-622
TITLE	Trademark and Service Mark Filings
DESCRIPTION	Application and supporting documentation submitted by individuals and corporations seeking to register or renew ownership of a trademark or service mark.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Retain electronic records filed before 1999 10 calendar years, then destroy. Retain electronic records filed after 1999 6 calendar years, then destroy. Retain hard copy source documents until quality control completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0016-622
TITLE	Uniform Commercial Code Filing Records
DESCRIPTION	Financing Statements and subsequent amendments filed with the Secretary of State's Office to record security interests pursuant to the Uniform Commercial Code.
RETENTION	See Comments
COMMENTS	Record copy is maintained electronically. Return original documents to the customer. Retain images until one year after lapse, then destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	2003-07-17
K.A.R. NUMBER	53-2-135

SERIES ID	0063-622
TITLE	Warehouse Bond Records
DESCRIPTION	Documents relating to the issuances of warehouse surety bonds to qualified warehouse operators.
RETENTION	003 cldr yrs
COMMENTS	Record copy is maintained electronically. Retain electronic records for 3 years, then destroy. Retain hard copy source documents until quality control completed, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

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