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Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-113 (Local Government Records. Register of Deeds)

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Agency Number: 000-113
Local Government Records
Register of Deeds

SERIES ID 0018-113 
TITLE Affidavit Books 
DESCRIPTION See Power of Attorney Records. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0001-113 
TITLE Affidavit for Mortgages 
DESCRIPTION Recorded copies of affidavits effecting the release of notes or other instruments which cannot be produced by the holder thereof. Lists name of the holder of the instrument, nature of said instrument, extent of release, reason instrument cannot be produced, name of affiant and official acknowledging affidavit and Register of Deeds Certificate of Registration. 
RETENTION See Comments 
COMMENTS Retain until mortgage is released, then destroy. Used only for audit purposes and not recorded. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0025-113 
TITLE Annual Reports of the Superintendent 
DESCRIPTION Annual reports of the district clerk to county superintendent and county superintendent to state superintendent showing date, school district number, school census, enrollment by grade and sex, length of term, names and salaries of superintendents, principals and teachers, names and terms of district board members elected, number of school buildings and rooms, volumes in libraries, value of school property and assessed valuation of district, financial statement, rate and amount of school levy, budget adopted at school meetings, number of pupils promoted and graduated, number of organized districts, number of physically handicapped children, report on school transportation, summary of health supervision, and report of truant officer. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0026-113 
TITLE Apportionment of State and County School Fund and Related Documents 
DESCRIPTION Detailed financial accounting of the distribution of state and county school funds. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0027-113 
TITLE Attendance/Grade Record 
DESCRIPTION Pupils attendance and grade records kept by teachers of individual schools showing school district number, pupil's name, address, age, subjects, grades, date of birth, names of parents or guardians, names of brothers and sisters, visitors to the school district and attendance record. Arranged chronologically, no index, each volume pertaining to a school year. These can be found in either the schools (if they are still operating) or in the school district administrative office (if the schools have closed). 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). Also called Institute Record. 
DISPOSITION Archive 
RESTRICTIONS Portions per K.S.A. 45-221(a)(9) 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0004-113 
TITLE Cemetery Deed Record Books 
DESCRIPTION See Deed Records. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0021-113 
TITLE Certificates of Valuation 
DESCRIPTION See Sales Validation Questionnaire. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0003-113 
TITLE Chattel Mortgage Copies, Releases, Receipts 
DESCRIPTION Duplicates of Chattel Mortgages, receipts for release and release orders from mortgage holders. 
RETENTION See Comments 
COMMENTS Obsolete series. These records duplicate information that can be found in Chattel Mortgage Registers. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0002-113 
TITLE Chattel Mortgage Registers 
DESCRIPTION Record of chattel mortgages and conditional sales contracts, showing time of reception; names of mortgagor and mortgagee; date of instrument; amount secured; when due or schedule of payments; rate of interest; property mortgaged; and date of satisfaction and release. 
RETENTION See Comments 
COMMENTS Obsolete series. Retain 10 fiscal years then destroy, unless it is extended or tied to real estate as a fixture filing, then retain until a release form has been filed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-131 

SERIES ID 0005-113 
TITLE Deed Index 
DESCRIPTION See General Index to Deeds. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0004-113 
TITLE Deed Record Book/Copies of Deeds 
DESCRIPTION Copies of deeds filed for the record showing nature of instrument, date of indenture, names of grantee and grantor, description of property, consideration, and date of filing. 
RETENTION Permanent 
COMMENTS Indexed by grantee/grantor or numerically in separate volumes. 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0009-113 
TITLE Discharge Records 
DESCRIPTION See Military Service Discharge Records. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0028-113 
TITLE Examination, Course and Graduate Registers 
DESCRIPTION Records of individual scores on tests, course grades and graduate examinations. Lists pupil, instructor, school, subject, score and whether passed. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS Portions per K.S.A. 45-221(a)(9) 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0007-113 
TITLE General Index - Miscellaneous 
DESCRIPTION Indexes by volume and page instruments records in the miscellaneous record. Shows all parties to the instrument, file number, and date filed. 
RETENTION Permanent 
COMMENTS Cemetery Lots, Land Contracts, Liens, etc. Often deeds, mortgages and other instruments are indexed in a single comprehensive volume. 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0005-113 
TITLE General Index to Deeds 
DESCRIPTION Shows file number, grantor, grantee, volume and page of deed record, town and township, section or survey, lot, and/or addition or subdivision of property concerned. 
RETENTION Permanent 
COMMENTS Often deeds, mortgages and other instruments are indexed in a single comprehensive volume. 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0006-113 
TITLE General Index to Mortgages 
DESCRIPTION Shows mortgagor, mortgagee, property by range, township, and section or survey number, acreage, and lot and/or sublet number. Shows mortgage, indexing a transcript of it by volume and page in the mortgage record, also indicating date mortgage released. 
RETENTION Permanent 
COMMENTS Often deeds, mortgages and other instruments are indexed in a single comprehensive volume. 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0008-113 
TITLE Lists of Businesses in County 
DESCRIPTION Annual list of businesses operating within the county. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0009-113 
TITLE Military Service Discharge Record Books/Indexes 
DESCRIPTION Copies of soldiers discharges from military service showing name of soldier, rank, company, regiment, volunteer, date of service, date discharged, length of service, if disabled, name, place and date of battle, if entitle to pension, amount, place of birth, occupation, physical description, honorary mention. 
RETENTION Permanent 
COMMENTS Generally covers veterans from World War I to the present. 
DISPOSITION Archive 
RESTRICTIONS K.S.A. 45-221(a)(46) 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0010-113 
TITLE Mineral Rights Register 
DESCRIPTION Register of leases on mineral resources. Lists lessor, lessee, consideration, location/description of property and terms of agreement. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0029-113 
TITLE Minutes of Meetings - County Teachers' Association 
DESCRIPTION Record of proceedings of County Teachers Association Meetings showing date and place of meetings, names of officers and teachers present, proposals, recommendations, motions, business transacted and committees appointed. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0011-113 
TITLE Miscellaneous Record Books 
DESCRIPTION Contains copies of documents presented for recording which do not fit any established record series. Contains verbatim transcript of the document showing date of execution, all parties, and date recorded. Types of documents might include amendments in living trust agreements, block covenants not to sell, rent or lease to persons of African descent; partnership agreements or right of first or last refusal to purchase certain described real property. Also contains copies of court orders directing the transfer of land in divorce or estate proceedings, resolutions of community groups often regarding planned developments; copies of petitions for annexation; separation agreements; land contracts; prenuptial agreements, and vacation of alleys, streets, and roads. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0012-113 
TITLE Mortgage Record Books 
DESCRIPTION Copies of real estate mortgages filed for record showing date of execution, nature of instrument, names of mortgagor and mortgagee, description of property, consideration, rate of interest, amount secured, date of maturity. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0013-113 
TITLE Mortgage Registration Fee Record Books 
DESCRIPTION Record of fees paid to register mortgages. List owner, description of land, date paid and amount. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0005-113 
TITLE Numerical Indexes to Deeds 
DESCRIPTION See General Index to Deeds. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0014-113 
TITLE Oil and Gas Lease Records 
DESCRIPTION Record of leases on oil and gas reserves. Lists lessor, lessee, consideration, location/description of property and terms of agreement. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0015-113 
TITLE Old Age Lien Records 
DESCRIPTION Shows name and address of aid recipient, date lien filed and discharged and volume and page of mortgage record wherein lien is recorded. This lien was filed with the recorder of the county in which the property was located. 
RETENTION Permanent 
COMMENTS Obsolete series. 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0016-113 
TITLE Patent Record Books 
DESCRIPTION Records documenting the first transfer of land title from the United States to a private party (purchase, homestead, timber claim or land bounty). Lists description of land, acres, rate per acre, purchase amount, name of purchases/grantee, date of sale/grant, receipt number, by whom and to whom patented. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0017-113 
TITLE Plats/Plat Books 
DESCRIPTION Contains plats of all land within the county showing streets, roads, and alleys as laid out, including subdivision of existing lots and annexations to municipal corporations within the county. Shows full name of deed holder, description of original property, where land last recorded in plat book by volume and page, surveyor, county commissioners and engineer approving and date recorded. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0018-113 
TITLE Power of Attorney Statements 
DESCRIPTION Contains a verbatim transcript of powers-of-attorney filed showing grantee, grantor, date granted, date recorded and specific acts the grantee is authorized to perform (authorization of medical care, to mortgage, lease, buy, or sell real and/or personal property, to withdraw funds from or deposit funds to any bank accounts, to have access to any safety deposit boxes, to enter into lawsuits, and generally to transact any lawful business the grantor might be able to do himself if present in person). Also contains copies of revocations of powers-of-attorney. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0030-113 
TITLE Principals' Annual Reports 
DESCRIPTION Reports of principals of schools to district clerks and superintendent showing date, district number, name of school, length of term, principal's name and sex, enrollment by grade and sex, average daily attendance, teachers, average enrollment per teacher, number of buildings and rooms, number of volumes in library, names and salaries of principals and teachers, total operating expenses and cost per pupil, number of pupils transported by district, and number of weeks each subject was taught. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0019-113 
TITLE Receipts for Instruments Filed 
DESCRIPTION Lists name, type of instrument, receipt number and date filed. 
RETENTION 003 fisc yrs 
COMMENTS See General Schedule Receipts. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0020-113 
TITLE Reception/Receiving Record Books 
DESCRIPTION Record of all instruments filed with the register of deeds showing date and time of reception, names of grantor and grantee, kind of instrument, to whom and how delivered and fees received. 
RETENTION Permanent 
COMMENTS Also called Notebooks. 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2010-07-15 
K.A.R. NUMBER 53-2-164 

SERIES ID 0021-113 
TITLE Sales Validation Questionnaires 
DESCRIPTION Contains identification and location of the property, name and address of the purchaser, sales price, date of sale, the classification and subclassification to which such property belongs, nature and circumstances peculiar to the sale, whether any personal property was included in the sales price, whether the purchaser assumed any mortgages or liens, leases or taxes, the method of financing, whether any special assessments are levied against the property. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 79-1437c 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0031-113 
TITLE School Board Member/District Officer/Teacher Registers 
DESCRIPTION Annual registers listing School District staff. Gives name, position, school assignment, etc. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0032-113 
TITLE School District Boundaries/Maps 
DESCRIPTION Record of organization of school districts and establishment and alteration of school district boundaries showing name and number of district, date and place of first meeting, description and population of proposed district, time limit of appeal, results of first meeting, officers elected, date organization perfected, plats and drawings of district and description of final boundaries. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0033-113 
TITLE Score Cards 
DESCRIPTION Cards grading the quality of elementary schools showing date, name of school, district number, classification, organization and scores given for building site and equipment. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0034-113 
TITLE Superintendent's Record of Official Acts 
DESCRIPTION Record of official acts showing school district officers appointed to fill vacancies, number of teachers meetings held, number of records examined, number of lectures given by superintendent and other events. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0022-113 
TITLE Tax Lien Notices (Personal and Franchise) 
DESCRIPTION Contains copies of notices of payment of franchise or excise tax liens. Shows file number, name and address of taxpayer, tax and penalty due, and date and time filed. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0023-113 
TITLE Tax Lien Records (Personal and Franchise) 
DESCRIPTION Contains a record of liens for nonpayment of personal or franchise taxes showing for personal: a copy of the county treasurer's certificate of partial or complete release of delinquent personal tax lien, showing name and address of taxpayer, lien, volume and page of lien record where recorded, date payment received, and date release filed. For franchise: corporation, tax and penalty due, date filed and date released. 
RETENTION See Comments 
COMMENTS Retain until lien is discharged, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0035-113 
TITLE Teachers Certification Register 
DESCRIPTION Register of teachers state certificates showing name and address of teacher, grade and number of certificate and dates of issuance. 
RETENTION Permanent 
COMMENTS Formerly held by the Superintendent of Public Instruction (pre-1966). 
DISPOSITION Archive 
RESTRICTIONS None 
APPROVED 2000-08-17 
K.A.R. NUMBER 53-2-124 

SERIES ID 0016-113 
TITLE U.S. Land Patents (Copies) 
DESCRIPTION See Patent Record Books. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0024-113 
TITLE Uniform Commercial Code Documents 
DESCRIPTION Contains the record of chattel mortgages, recording the names of the debtor and secured party, as well as identifying the item purchased. 
RETENTION See Comments 
COMMENTS Retain 10 fiscal years then destroy, unless it is extended or tied to real estate as a fixture filing, then retain until a release form has been filed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2002-04-11 
K.A.R. NUMBER 53-2-131 

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