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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 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  ; Revised 2016-05-11
K.A.R. NUMBER 53-3-133 

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  ; Revised 2016-05-11
K.A.R. NUMBER 53-2-133 

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 

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

SERIES ID 0016-114 
TITLE Jail Inmate Medical Records 
DESCRIPTION Usually maintained within Arrest Records. Includes name of prisoner, name of the physician and the medical records of the prisoner. 
RETENTION See Comments 
COMMENTS Retain 5 years after release, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 45-221(a)(3) 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0018-114 
TITLE Jail Reports 
DESCRIPTION Contain daily reports from jailer to sheriff showing date of report, number of prisoners at beginning of day, number admitted and discharged and total prisoners at the end of the day. 
RETENTION See Comments 
COMMENTS Retain 2 years after release, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0017-114 
TITLE Jail/Commitment Record 
DESCRIPTION A record of all persons who are committed, their place of residence, the time of their commitment, the cause of their commitment, the authority that committed them, personal identifiers and physical characteristics, property and money at commitment and release, and possibly Social Security Number, booking number, court or investigating authority case file number, and bonding information; and when any person is discharged, the date, time, and authority; and if any person escapes, the date, time and manner of such escape. 
RETENTION Permanent 
DISPOSITION Archive 
RESTRICTIONS Portions under 5 USC 552a 
APPROVED 2004-04-08 
K.A.R. NUMBER 53-2-138 

SERIES ID 0009-114 
TITLE Juvenile Arrest Records 
DESCRIPTION Contains a record of juveniles arrested by the sheriff's office including offender, offense, date of arrest, and narrative summary of case details. 
RETENTION See Comments 
COMMENTS Retain until age of majority is reached, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 38-1608(a) & 22-4707 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

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

SERIES ID 0020-114 
TITLE National Criminal Information Center Records 
DESCRIPTION Form submitted to county to verify information sent to NCIC. Lists date, operator's initials, offense, extradition number, name, sex, social security number, physical description and time served for previous conditions. 
RETENTION See Comments 
COMMENTS Retain until case is terminated, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0004-114 
TITLE Offense Reports 
DESCRIPTION Contained within Case Files. 
RETENTION  
DISPOSITION  
RESTRICTIONS  
APPROVED  
K.A.R. NUMBER  

SERIES ID 0021-114 
TITLE Parking/Traffic Tickets Officer's Copies 
DESCRIPTION Lists date, violation, description of vehicle, fine or fee, and citing officer. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0022-114 
TITLE Process Log 
DESCRIPTION Includes Civil Division Ledgers and Warrants. Comprehensive log containing a record of writs served showing date received, date served, by whom served, date returned, litigants, title and number of case, kind of writ and recipient. 
RETENTION See Comments 
COMMENTS Retain 5 calendar years after close, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0023-114 
TITLE Sex Offenders Registers 
DESCRIPTION Registration on a form prepared by the Kansas Bureau of Investigation and signed by the person. The information shall include the following: Name, date and place of birth, offense or offenses committed, date of conviction or convictions obtained, city or county of conviction or convictions obtained, sex and age of victim, current address, social security number, identifying characteristics such as race, sex, age, hair and eye color, scars and blood type, occupation and name of employer, and drivers license and vehicle information. The sex offender shall also provide to the registering law enforcement agency a photograph, fingerprints and DNA exemplars, unless already on file. 
RETENTION See Comments 
COMMENTS Retain until offender is no longer required to register, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS K.S.A. 22-4906 
APPROVED 2001-01-11 
K.A.R. NUMBER 53-2-125 

SERIES ID 0024-114 
TITLE Sheriff's Sale Dockets 
DESCRIPTION Dockets authorizing the sheriff to sell property which has been foreclosed. 
RETENTION See Comments 
COMMENTS Obsolete series, destroy immediately. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1998-07-14 
K.A.R. NUMBER 53-2-116 

SERIES ID 0025-114 
TITLE Sheriff's Sales Documentation 
DESCRIPTION Record of sales ordered in foreclosure showing date of order, litigants, attorneys, appraisers, title of case, judgment, rate of interest, amount of appraisement, date sale advertised, description of property to be sold, date and amount of sale, to whom sold, certificate of sale and Sheriff's Deed.  
RETENTION 005 fisc yrs 
COMMENTS Originals maintained by the courts. Sheriff's copy may be maintained in paper or electronic format. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-01-10 
K.A.R. NUMBER 53-2-175 

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

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