Kansas Records Retention Schedules

Results of Query:

Agency Code: 622-006 (Secretary of State. Business Services)

Page 1 of 1 showing 20 records of 20 total, starting on record 1

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 Biennial Reports
DESCRIPTION	Biennial 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	2024-04-18
K.A.R. NUMBER	53-2-221

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	0144-622
TITLE	Business Form Finder
DESCRIPTION	Metadata about state agency forms held in the Secretary of State's Business Form Finder application (hyperlinks to business forms held by agencies, the associated form title, fees, a brief description of the purpose, etc.). It includes a field-level log of activity by users.
RETENTION	003 cldr years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2018-01-18
K.A.R. NUMBER	53-2-198

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	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	0001-622
TITLE	Funeral and Cemetery Trust Fund Reports
DESCRIPTION	Merchandise Trust Fund and Permanent Maintenance Trust Fund quarterly financial reports, audit materials, and supporting documents filed by all Kansas cemeteries that are not exempt pursuant to KSA 17-1312 and KSA 16-301 et seq. Information includes location, ownership, management, profit status, and financial statements.
RETENTION	6 calendar years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(1), 17-1312e
APPROVED	2022-02-03
K.A.R. NUMBER	53-2-212

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 Records
DESCRIPTION	Records submitted to the Secretary of State by an individual to register as a notary public in the State of Kansas as required by KSA Chapter 53, Article 5a. Records include, but are not limited to notary applications, lost or stolen notary stamps or journals, remote notary provider certifications, surety bonds, notary journal repository certifications, and remote notarization training certifications.
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	2022-02-03
K.A.R. NUMBER	53-2-212

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	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