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Municipal Government Records Management

While KSHS, through the State Records Board, does have authority over state and county records, this authority does not extend to municipalities. The general schedule for counties found online should be used in an advisory way and should not be interpreted as a strict set of requirements for cities. Pertinent statutes for city records include KSA 12-120 and 121, which list the minimum retention for
 

  • Claims and purchase orders attached thereto, 5 years
  • Warrants or warrant checks, paid, 5 years
  • Duplicates of receipts, 3 years
  • Duplicates of utility bills sent to customers, 5 years
  • Accounting records of utility customers, 3 years
  • Duplicates of licenses issued for license fees or taxes, 3 years
  • Bonds of officers or employees, 10 years
  • Insurance policies, 5 years, the period beginning at expiration of the policy unless a claim is pending.
  • Cancelled checks, 5 years
  • Requisition and duplicate purchase orders, 3 years
  • Bonds and coupons, if any, stamped paid or cancelled and returned by the fiscal agent, 5 years, the period beginning at the date of maturity of the bond or coupon.

Several municipalities in the state of Kansas have created their own records retention and disposition schedules.  Two examples of recently-created or reviewed schedules come from Topeka and Wichita.  Other cities known to have records retention schedules include Merriam, Abilene, and Olathe.

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