Kansas Records Retention Schedules
Results of Query:
Agency Code: 000-114 (Local Government Records. Sheriff's Office)
Page 1 of 1 showing 33 records of 33 total,
starting on record 1
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 |
0009-114 |
TITLE |
Audio and Video Recordings |
DESCRIPTION |
Audio and video recordings created using mobile recording devices. This series may include, but is not limited to: dashboard cameras, body-worn cameras, dog cameras, and unmanned aerial vehicle (UAV) cameras. |
RETENTION |
See Comments |
COMMENTS |
Retain non-evidential recordings 90 days, then destroy. Retain evidential recordings with the associated case file (series 0004-114). |
DISPOSITION |
Destroy |
RESTRICTIONS |
KSA 45-221(a)(10) |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
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 (which may include footage from dashboard cameras, body-worn cameras, dog cameras, and unmanned aerial vehicle (UAV) cameras), telephone notes, memos, 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. |
DISPOSITION |
See Comments |
RESTRICTIONS |
Portions may be restricted per KSA 45-221(a)(3)(4)(10)(20)(30) |
APPROVED |
2020-07-16
|
K.A.R. NUMBER |
53-2-206 |
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 |
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 |
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 |
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 |
0026-114 |
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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