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Kansas Records Retention Schedules

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Agency Code: 622 (Secretary of State)

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Agency Number: 622-001
Secretary of State
Administration

SERIES ID 0123-622 
TITLE Athlete Agent Registration Filings 
DESCRIPTION Applications, renewals and supporting documentation relating to individuals registering to be an athletic agent. 
RETENTION See Comments 
COMMENTS Retain 2 years from file date, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0041-622 
TITLE Audit Listings 
DESCRIPTION Internally generated computer reports used to provide financial information regarding financial transactions related to corporate filings. 
RETENTION See Comments 
COMMENTS Retain for 3 fiscal years, then destroy--provided it has been at least one year since applicable audit was performed. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1989-04-27 
K.A.R. NUMBER 53-2-079 

SERIES ID 0124-622 
TITLE Blanket Licenses for Performance Rights 
DESCRIPTION Copies of blanket licenses allowing for the performance rights to a play as required to be filed with the Secretary of State's Office. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0126-622 
TITLE Charter Ordinances 
DESCRIPTION Charter ordinances adopted by cities and required to be submitted to the Secretary of State's office. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0127-622 
TITLE Compacts between Kansas and Missouri 
DESCRIPTION Compacts signed by Kansas and Missouri relating to water rights and other legal issues. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0128-622 
TITLE Governor's Executive Orders and Directives 
DESCRIPTION Executive orders and directives filed with the Secretary of State's office by the governor. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0129-622 
TITLE Industrial Districts Files 
DESCRIPTION Documents filed with the Secretary of State's office to create and amend industrial districts within cities and counties. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0130-622 
TITLE Interlocal Agreements 
DESCRIPTION Interlocal agreements regarding access to public services completed between public agencies and a county or city. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0131-622 
TITLE Kansas Administrative Rules and Regulations Files 
DESCRIPTION Copies of the final rules and regulations adopted by Kansas agencies. 
RETENTION Permanent 
DISPOSITION Permanent 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0132-622 
TITLE Kansas Municipal Energy Agreements 
DESCRIPTION Agreements, resolutions, bylaws, and amendments filed by cities to create a municipal energy agency. 
RETENTION 002 cldr yrs 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0133-622 
TITLE Kansas Register Submissions 
DESCRIPTION Forms filed in the Secretary of State's Office for publication in the Kansas Register. 
RETENTION 006 months 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0134-622 
TITLE Lists of Tax Abatements 
DESCRIPTION List generated by the Kansas Department of Revenue as mandated by K.S.A. 75-5154 to be filed with the Secretary of State's Office. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0136-622 
TITLE Oaths of Office 
DESCRIPTION Oaths of office taken by state officials and employees sworn into office. 
RETENTION See Comments 
COMMENTS Maintain originals for 4 years, then transfer to the archives. An electronic index will be maintained according to recordkeeping plan. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0006-622 
TITLE Organization of Drainage Districts Files 
DESCRIPTION Petitions, maps, certificates of incorporation, and other documents relating to the organization of a drainage district in two or more counties in accordance with KSA 24-656 et seq. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 1994-10-13 
K.A.R. NUMBER 53-2-102 

SERIES ID 0006-622 
TITLE Organization of Drainage Districts, Rural Water Shed Districts, and Joint Water Shed Districts 
DESCRIPTION Petitions, maps, certificates of incorporation and supporting documentation relating to the organization of a drainage district or water shed district in two or more counties in accordance with K.S.A. 24-656 et seq. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then transfer to the archives for purging. 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

SERIES ID 0060-622 
TITLE Subject Files 
DESCRIPTION Notes, calendars, etc. relating to the daily operation of the division. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1997-10-09 
K.A.R. NUMBER 53-2-113 

SERIES ID 0061-622 
TITLE Summons 
DESCRIPTION Copies of summons, petitions, exhibits, certificates of mailing, and return receipts regarding legal summons accepted by the agency on the behalf of foreign companies. 
RETENTION 005 cldr yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2003-07-17 
K.A.R. NUMBER 53-2-135 

SERIES ID 0137-622 
TITLE University Agreements 
DESCRIPTION Copies of agreements entered between the Kansas Board of Regents, a Kansas university, and a foreign college or university regarding the exchange of students and faculty/staff. 
RETENTION 001 cldr yr 
DISPOSITION Archives 
RESTRICTIONS None 
APPROVED 2006-04-13 
K.A.R. NUMBER 53-2-147 

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 

Agency Number: 622-005
Secretary of State
Census

SERIES ID 0064-622 
TITLE Census Adjustment Student and Military Personnel Questionnaire 
DESCRIPTION Form submitted to the Secretary of State for the purpose of gathering accurate census data on the permanent residence of college students and military personnel. 
RETENTION See Comments 
COMMENTS Retain until no longer useful, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(24) 
APPROVED 1993-04-15 
K.A.R. NUMBER 53-2-096 

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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