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Kansas Records Retention Schedules

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Agency Code: 622-006 (Secretary of State. Business Services)

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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 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 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2017-02-09
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  ; Revised 2017-02-09
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  ; Revised 2017-02-09
K.A.R. NUMBER 53-2-136 

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 0001-622 
TITLE Cemetery Annual Reports 
DESCRIPTION Merchandise Trust Fund and Permanent Maintenance Trust Fund annual reports, audit materials, and supporting documents filed by all Kansas cemeteries that are not exempt pursuant to K.S.A. 17-1312. Information includes location, ownership, management, profit status, and financial statements. 
RETENTION 006 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 17-1312e 
APPROVED 2013-01-10  ; Revised 2017-02-09
K.A.R. NUMBER 53-2-175 

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  ; Revised 2017-02-09
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 
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 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

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  ; Revised 2017-02-09
K.A.R. NUMBER 53-2-136 

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 
DISPOSITION Permanent 
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 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1997-10-09  ; Revised 2017-02-09
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  ; Revised 2017-02-09
K.A.R. NUMBER 53-2-136 

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  ; Revised 2017-02-09
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 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13  ; Revised 2017-02-09
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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