Kansas Records Retention Schedules

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Agency Code: 000-114 (Local Government Records. Sheriff's Office)

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Agency Number: 000-114
Local Government Records
Sheriff's Office

SERIES ID	0001-114
TITLE	Accident Reports
DESCRIPTION	Contains original reports of traffic accidents made by deputies to the sheriff showing date, time and place of accident, types and makes of vehicles involved, names, addresses, and license numbers of drivers, and extent of injuries and property damage.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0002-114
TITLE	Arrest Records
DESCRIPTION	Also called Arrest Folders or Files. Records of arrest that list name, alias, address, date, time of arrest, date of birth, age, place of birth, physical description, place of arrest, charge, disposition at time of arrest, warrant number, judge's name, accomplices and arresting officer. Also includes trial, transportation and commitment information.
RETENTION	See Comments
COMMENTS	Retain Misdemeanors 5 calendar years, then destroy. Retain Felonies 20 calendar years, then destroy. Front page of the standard offense report is open. See Attorney General's Opinion 87-25.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(10)
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0003-114
TITLE	Arrest Warrant Jackets
DESCRIPTION	File or envelope containing the arrest warrant and notes on its being served or attempts to serve, showing date received, date served, by whom served, and how served.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2003-10-09
K.A.R. NUMBER	53-2-136

SERIES ID	0004-114
TITLE	Case Files
DESCRIPTION	Files containing offense reports, statements, fingerprints from the scenes of crimes, evidence submission/custody sheets, photographs, video footage or description of video footage, telephone notes, memos, faxes, etc. Includes Crime Lab Files and Investigative Files.
RETENTION	See Comments
COMMENTS	Retain after statute of limitations expires, plus 20 calendar years for felonies or plus 5 calendar years for misdemeanors, then destroy. Retain murder cases for 80 calendar years, then destroy. Retain unsolved murder cases permanently. See Attorney General's Opinion 87-25.
DISPOSITION	See Comments
RESTRICTIONS	Portions per K.S.A. 45-221(a)(10)
APPROVED	2003-01-09
K.A.R. NUMBER	53-2-133

SERIES ID	0004-114
TITLE	Case Files
DESCRIPTION	Files containing offense reports, statements, fingerprints from the scenes of crimes, evidence submission/custody sheets, photographs, video footage or description of video footage, telephone notes, memos, faxes, etc. Includes: Crime Lab Files and Investigative Files.
RETENTION	See Comments
COMMENTS	Retain after statute of limitations expires, plus 20 calendar years for felonies or plus 5 calendar years for misdemeanors, then destroy. Retain murder cases for 80 calendar years, then destroy. Retain unsolved murder cases permanently.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(10). See Atty Gen's Opinion 87-25.
APPROVED	2003-01-09
K.A.R. NUMBER	52-2-133

SERIES ID	0022-114
TITLE	Civil Division Ledgers
DESCRIPTION	See Process Log.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0005-114
TITLE	Commissary Reports
DESCRIPTION	Comprehensive reports detailing inmate extra or special requests.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted depending on the contents of the file.
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0006-114
TITLE	Complaints
DESCRIPTION	Shows name and address of complainant, date and time reported, narrative summary of complaint and investigation and investigating officer.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted depending upon contents of file.
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0004-114
TITLE	Crime Lab Files
DESCRIPTION	See Case Files.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0002-114
TITLE	Criminal History Files
DESCRIPTION	See Arrest Records.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0007-114
TITLE	Daily Reports
DESCRIPTION	Shows division, shift, officers on and off duty, automobiles driven, area patrolled and duties performed by each officer.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0008-114
TITLE	Fee Books
DESCRIPTION	Record of all fees collected, showing amount, from whom collected for what purpose collected and date of collection.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0002-114
TITLE	Fingerprint Record
DESCRIPTION	See Arrest Records.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0009-114
TITLE	In-car Video Footage
DESCRIPTION	Video footage from the camera in sheriff's department vehicles.
RETENTION	See Comments
COMMENTS	Retain all video footage for a minimum of 90 days, then destroy. Retain evidential footage according to its type of case file, then destroy. See Case Files. "Footage" means recordings on tape, disc, or any other storage format, including audio. "Destroy" means actual destruction of the medium the footage is on or reusing media that have been completely erased.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10). See Atty Gen's Opinion 87-25.
APPROVED	2003-01-09
K.A.R. NUMBER	52-2-133

SERIES ID	0010-114
TITLE	In-car Video Media Logs
DESCRIPTION	A record of the installation, use and removal of in-car video media. It may include specific footage identification and designation; times, dates, and details of footage use (e.g. traffic stops); and notes on the footage's disposition.
RETENTION	See Comments
COMMENTS	Retain for as long as the corresponding footage is retained. See In-car Video Footage. See also Equipment Maintenance and Ownership Records, Equipment Operation Records, Vehicle Maintenance and Ownership Records, Vehicle Operation Records.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(10). See Atty Gen's Opinion 87-25.
APPROVED	2003-01-09
K.A.R. NUMBER	52-2-133

SERIES ID	0011-114
TITLE	Incident Reports
DESCRIPTION	Contains the name of the parties involved and detailed information on the occurrence.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0012-114
TITLE	Indexes to Cases/Arrest Records
DESCRIPTION	Index cards, ledgers, or databases that reference location of a particular case file or arrest record.
RETENTION	See Comments
COMMENTS	Retain until case index refers that it is eligible for destruction.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2001-01-11
K.A.R. NUMBER	53-2-125

SERIES ID	0013-114
TITLE	Inmate Case Files
DESCRIPTION	Primary documentation regarding individuals incarcerated at county correctional facilities.
RETENTION	See Comments
COMMENTS	Retain 5 calendar years after incarceration ends, then destroy. Portions may be retained with Arrest Records and vice versa.
DISPOSITION	See Comments
RESTRICTIONS	Portions may be restricted depending on the contents of file.
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0014-114
TITLE	Inmate Case Files - Temporary Holdings
DESCRIPTION	Primary documentation regarding individuals temporarily incarcerated at county correctional facilities, such as out of county or Immigrations and Custom Enforcement (ICE).
RETENTION	See Comments
COMMENTS	Retain 2 calendar years after incarceration ends, then destroy. Portions may be retained with Arrest Records and vice versa.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted depending on the contents of file.
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

SERIES ID	0015-114
TITLE	Inmate Requests
DESCRIPTION	Documents relating to inmate requests of any nature, such as moving to another cell, special commissary, etc.
RETENTION	003 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted depending on the contents of file.
APPROVED	2005-01-13
K.A.R. NUMBER	53-2-141

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