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Municipal Government Records Management

Kansas Historical Society and the State Records Board have authority over state and county records. This authority does not extend to municipalities.

The county general schedule can be used in an advisory way not as a strict set of requirements for cities.

Statutes: K.S.A. 12-120 and K.S.A. 12-121 list the minimum retention for some city records.

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

Several Kansas municipalities have created their own records retention and disposition schedules.  Four examples come from Abilene, Olathe, Topeka, and Wichita.