Jump to Navigation

Kansas Records Retention Schedules

Results of Query:

Agency Code: 622-003 (Secretary of State. Elections and Legislative Matters)

Page 1 of 1 showing 23 records of 23 total, starting on record 1



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 
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 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 
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 
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 
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 
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 
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 
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 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

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 001 cldr yr 
COMMENTS Record copy is maintained electronically. Retain hard copy source documents for digital images until quality control completed, then destroy physical copy. Electronic record transferred to State Archives annually.  
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

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 001 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2017-04-20 
K.A.R. NUMBER 53-2-195 

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 

New Search