Kansas Records Retention Schedules

Results of Query:

Agency Code: 622-003 (Secretary of State. Elections and Legislative Matters)

Page 1 of 1 showing 24 records of 24 total, starting on record 1

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	0146-622
TITLE	Election Audit Records
DESCRIPTION	Records received and produced related to the post election audit of votes cast as required by KSA 25-3009.
RETENTION	22 months
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

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	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	0140-622
TITLE	State Board of Canvassers Records
DESCRIPTION	Abstracts, reports, statements, certificates, and other records received or produced by the Office of Secretary of State and produced for or by the State Board of Canvassers pursuant to KSA Chapter 25, Article 32.
RETENTION	Permanent
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

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	Records relating to the Secretary of State's examination and approval of all electronic and electromechanical voting systems, optical scanning systems, and other election-related equipment as required by KSA 25-4401 et seq. and 25-4601 et seq.
RETENTION	See Comments
COMMENTS	Retain in office 4 calendar years, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	2006-04-13 ; Revised 2022-01-18
K.A.R. NUMBER	53-2-147