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Kansas Records Retention Schedules

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Agency Code: 000-101 (Local Government Records. Board of County Commissioners)

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Agency Number: 000-101
Local Government Records
Board of County Commissioners

SERIES ID 0001-101 
TITLE Agenda Packets/Related Support Documents 
DESCRIPTION Agenda of business to be considered at regular and special sessions, showing nature of business, names of interested persons, date of hearing, date of continuances, and final disposition. Also contains minutes from last meeting and pertinent documents regarding items and issues on the agenda. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0003-101 
TITLE Board of Equalization Audio Tapes 
DESCRIPTION Taped record of proceedings of the Board of Equalization. 
RETENTION See Comments 
COMMENTS Retain until minutes are created, then reuse. It is recommended that minutes be created, if not, retain tapes permanently and inspect periodically to ensure integrity of the media. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0002-101 
TITLE Board of Equalization Minutes 
DESCRIPTION Daily record of proceedings of the board. Contains date, members present, petitions for tax adjustments (includes petitioner's name, amount of original assessment, board's recommendation and date of adjustment). 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0004-101 
TITLE Budget/Budget Appeals 
DESCRIPTION Includes budget requests from county officers, notice of public hearings, resolutions of the commissioners and their correspondence and memoranda with the county officers, appeals, and the final budget. 
RETENTION See Comments 
COMMENTS Retain 1 copy of the final budget and appeals permanently. All other supporting documentation should be retained 5 fiscal years, then destroy. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0005-101 
TITLE Charter Resolutions 
DESCRIPTION Contains original resolutions including resolution number, text of resolution, date and signature of the commissioners. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0006-101 
TITLE Commission Files 
DESCRIPTION Subject/working files pertaining to topics and issues being considered by the commissioners. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0007-101 
TITLE Commissioners' Journals 
DESCRIPTION Journal of proceedings of all regular and special sessions of the board of county commissioners includes some of the following: date, commissioners present, applications, bids, protests, petitions, bills, reports, resignations received, contracts awarded, claims allowed and disallowed, property acquired and disposed of, condemnation proceedings, boundaries changed, bonds issued, taxes levied, votes canvassed, township election contests decided, appointments made, resolutions adopted, orders issued, and all other transactions. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0008-101 
TITLE Departmental Files and Reports 
DESCRIPTION Contains correspondence, reports, press releases, news clippings, publications, reference copies of resolutions, and rules and regulations pertaining to the department. 
RETENTION 005 cldr yrs 
COMMENTS Includes Monthly/Quarterly/Annual Reports of Departments. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0001-101 
TITLE Dockets 
DESCRIPTION See Agenda Packets/Related Support Documents 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0007-101 
TITLE Minutes of Meetings 
DESCRIPTION See Commissioners' Journals 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0009-101 
TITLE Orders Issued by County Commissioners 
DESCRIPTION Includes directives, policies and recommended procedures for implementation. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

SERIES ID 0010-101 
TITLE Road Journal 
DESCRIPTION Journal of proceedings of county commissioners pertaining to the opening, closing, establishment, repair and maintenance of county roads, showing date of meeting, nature of petition, name of petitioner, name, number, and location of road. Arranged chronologically, index by topic or subject, if available. 
RETENTION Permanent 
COMMENTS May be obsolete in some counties. Often this information is included in the Commissioners' Journals but may also be maintained by another office such as Public Works or the County Engineer. 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 1999-04-15 
K.A.R. NUMBER 53-2-119 

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