Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-113 (Local Government Records. Register of Deeds)

Page 1 of 1 showing 42 records of 42 total, starting on record 1

Agency Number: 000-113
Local Government Records
Register of Deeds

SERIES ID	0018-113
TITLE	Affidavit Books
DESCRIPTION	See Power of Attorney Records.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0001-113
TITLE	Affidavit for Mortgages
DESCRIPTION	Recorded copies of affidavits effecting the release of notes or other instruments which cannot be produced by the holder thereof. Lists name of the holder of the instrument, nature of said instrument, extent of release, reason instrument cannot be produced, name of affiant and official acknowledging affidavit and Register of Deeds Certificate of Registration.
RETENTION	See Comments
COMMENTS	Retain until mortgage is released, then destroy. Used only for audit purposes and not recorded.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0025-113
TITLE	Annual Reports of the Superintendent
DESCRIPTION	Annual reports of the district clerk to county superintendent and county superintendent to state superintendent showing date, school district number, school census, enrollment by grade and sex, length of term, names and salaries of superintendents, principals and teachers, names and terms of district board members elected, number of school buildings and rooms, volumes in libraries, value of school property and assessed valuation of district, financial statement, rate and amount of school levy, budget adopted at school meetings, number of pupils promoted and graduated, number of organized districts, number of physically handicapped children, report on school transportation, summary of health supervision, and report of truant officer.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0026-113
TITLE	Apportionment of State and County School Fund and Related Documents
DESCRIPTION	Detailed financial accounting of the distribution of state and county school funds.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0027-113
TITLE	Attendance/Grade Record
DESCRIPTION	Pupils attendance and grade records kept by teachers of individual schools showing school district number, pupil's name, address, age, subjects, grades, date of birth, names of parents or guardians, names of brothers and sisters, visitors to the school district and attendance record. Arranged chronologically, no index, each volume pertaining to a school year. These can be found in either the schools (if they are still operating) or in the school district administrative office (if the schools have closed).
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966). Also called Institute Record.
DISPOSITION	Archive
RESTRICTIONS	Portions per K.S.A. 45-221(a)(9)
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0004-113
TITLE	Cemetery Deed Record Books
DESCRIPTION	See Deed Records.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0021-113
TITLE	Certificates of Valuation
DESCRIPTION	See Sales Validation Questionnaire.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0003-113
TITLE	Chattel Mortgage Copies, Releases, Receipts
DESCRIPTION	Duplicates of Chattel Mortgages, receipts for release and release orders from mortgage holders.
RETENTION	See Comments
COMMENTS	Obsolete series. These records duplicate information that can be found in Chattel Mortgage Registers.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0002-113
TITLE	Chattel Mortgage Registers
DESCRIPTION	Record of chattel mortgages and conditional sales contracts, showing time of reception; names of mortgagor and mortgagee; date of instrument; amount secured; when due or schedule of payments; rate of interest; property mortgaged; and date of satisfaction and release.
RETENTION	See Comments
COMMENTS	Obsolete series. Retain 10 fiscal years then destroy, unless it is extended or tied to real estate as a fixture filing, then retain until a release form has been filed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-131

SERIES ID	0005-113
TITLE	Deed Index
DESCRIPTION	See General Index to Deeds.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0004-113
TITLE	Deed Record Book/Copies of Deeds
DESCRIPTION	Copies of deeds filed for the record showing nature of instrument, date of indenture, names of grantee and grantor, description of property, consideration, and date of filing.
RETENTION	Permanent
COMMENTS	Indexed by grantee/grantor or numerically in separate volumes.
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0009-113
TITLE	Discharge Records
DESCRIPTION	See Military Service Discharge Records.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0028-113
TITLE	Examination, Course and Graduate Registers
DESCRIPTION	Records of individual scores on tests, course grades and graduate examinations. Lists pupil, instructor, school, subject, score and whether passed.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	Portions per K.S.A. 45-221(a)(9)
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0007-113
TITLE	General Index - Miscellaneous
DESCRIPTION	Indexes by volume and page instruments records in the miscellaneous record. Shows all parties to the instrument, file number, and date filed.
RETENTION	Permanent
COMMENTS	Cemetery Lots, Land Contracts, Liens, etc. Often deeds, mortgages and other instruments are indexed in a single comprehensive volume.
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0005-113
TITLE	General Index to Deeds
DESCRIPTION	Shows file number, grantor, grantee, volume and page of deed record, town and township, section or survey, lot, and/or addition or subdivision of property concerned.
RETENTION	Permanent
COMMENTS	Often deeds, mortgages and other instruments are indexed in a single comprehensive volume.
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0006-113
TITLE	General Index to Mortgages
DESCRIPTION	Shows mortgagor, mortgagee, property by range, township, and section or survey number, acreage, and lot and/or sublet number. Shows mortgage, indexing a transcript of it by volume and page in the mortgage record, also indicating date mortgage released.
RETENTION	Permanent
COMMENTS	Often deeds, mortgages and other instruments are indexed in a single comprehensive volume.
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0008-113
TITLE	Lists of Businesses in County
DESCRIPTION	Annual list of businesses operating within the county.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0009-113
TITLE	Military Service Discharge Record Books/Indexes
DESCRIPTION	Copies of soldiers discharges from military service showing name of soldier, rank, company, regiment, volunteer, date of service, date discharged, length of service, if disabled, name, place and date of battle, if entitle to pension, amount, place of birth, occupation, physical description, honorary mention.
RETENTION	Permanent
COMMENTS	Generally covers veterans from World War I to the present.
DISPOSITION	Archive
RESTRICTIONS	K.S.A. 45-221(a)(46)
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0010-113
TITLE	Mineral Rights Register
DESCRIPTION	Register of leases on mineral resources. Lists lessor, lessee, consideration, location/description of property and terms of agreement.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0029-113
TITLE	Minutes of Meetings - County Teachers' Association
DESCRIPTION	Record of proceedings of County Teachers Association Meetings showing date and place of meetings, names of officers and teachers present, proposals, recommendations, motions, business transacted and committees appointed.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0011-113
TITLE	Miscellaneous Record Books
DESCRIPTION	Contains copies of documents presented for recording which do not fit any established record series. Contains verbatim transcript of the document showing date of execution, all parties, and date recorded. Types of documents might include amendments in living trust agreements, block covenants not to sell, rent or lease to persons of African descent; partnership agreements or right of first or last refusal to purchase certain described real property. Also contains copies of court orders directing the transfer of land in divorce or estate proceedings, resolutions of community groups often regarding planned developments; copies of petitions for annexation; separation agreements; land contracts; prenuptial agreements, and vacation of alleys, streets, and roads.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0012-113
TITLE	Mortgage Record Books
DESCRIPTION	Copies of real estate mortgages filed for record showing date of execution, nature of instrument, names of mortgagor and mortgagee, description of property, consideration, rate of interest, amount secured, date of maturity.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0013-113
TITLE	Mortgage Registration Fee Record Books
DESCRIPTION	Record of fees paid to register mortgages. List owner, description of land, date paid and amount.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0005-113
TITLE	Numerical Indexes to Deeds
DESCRIPTION	See General Index to Deeds.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0014-113
TITLE	Oil and Gas Lease Records
DESCRIPTION	Record of leases on oil and gas reserves. Lists lessor, lessee, consideration, location/description of property and terms of agreement.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0015-113
TITLE	Old Age Lien Records
DESCRIPTION	Shows name and address of aid recipient, date lien filed and discharged and volume and page of mortgage record wherein lien is recorded. This lien was filed with the recorder of the county in which the property was located.
RETENTION	Permanent
COMMENTS	Obsolete series.
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0016-113
TITLE	Patent Record Books
DESCRIPTION	Records documenting the first transfer of land title from the United States to a private party (purchase, homestead, timber claim or land bounty). Lists description of land, acres, rate per acre, purchase amount, name of purchases/grantee, date of sale/grant, receipt number, by whom and to whom patented.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0017-113
TITLE	Plats/Plat Books
DESCRIPTION	Contains plats of all land within the county showing streets, roads, and alleys as laid out, including subdivision of existing lots and annexations to municipal corporations within the county. Shows full name of deed holder, description of original property, where land last recorded in plat book by volume and page, surveyor, county commissioners and engineer approving and date recorded.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0018-113
TITLE	Power of Attorney Statements
DESCRIPTION	Contains a verbatim transcript of powers-of-attorney filed showing grantee, grantor, date granted, date recorded and specific acts the grantee is authorized to perform (authorization of medical care, to mortgage, lease, buy, or sell real and/or personal property, to withdraw funds from or deposit funds to any bank accounts, to have access to any safety deposit boxes, to enter into lawsuits, and generally to transact any lawful business the grantor might be able to do himself if present in person). Also contains copies of revocations of powers-of-attorney.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0030-113
TITLE	Principals' Annual Reports
DESCRIPTION	Reports of principals of schools to district clerks and superintendent showing date, district number, name of school, length of term, principal's name and sex, enrollment by grade and sex, average daily attendance, teachers, average enrollment per teacher, number of buildings and rooms, number of volumes in library, names and salaries of principals and teachers, total operating expenses and cost per pupil, number of pupils transported by district, and number of weeks each subject was taught.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0019-113
TITLE	Receipts for Instruments Filed
DESCRIPTION	Lists name, type of instrument, receipt number and date filed.
RETENTION	003 fisc yrs
COMMENTS	See General Schedule Receipts.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0020-113
TITLE	Reception/Receiving Record Books
DESCRIPTION	Record of all instruments filed with the register of deeds showing date and time of reception, names of grantor and grantee, kind of instrument, to whom and how delivered and fees received.
RETENTION	Permanent
COMMENTS	Also called Notebooks.
DISPOSITION	Permanent
RESTRICTIONS	None
APPROVED	2010-07-15
K.A.R. NUMBER	53-2-164

SERIES ID	0021-113
TITLE	Sales Validation Questionnaires
DESCRIPTION	Contains identification and location of the property, name and address of the purchaser, sales price, date of sale, the classification and subclassification to which such property belongs, nature and circumstances peculiar to the sale, whether any personal property was included in the sales price, whether the purchaser assumed any mortgages or liens, leases or taxes, the method of financing, whether any special assessments are levied against the property.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 79-1437c
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0031-113
TITLE	School Board Member/District Officer/Teacher Registers
DESCRIPTION	Annual registers listing School District staff. Gives name, position, school assignment, etc.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0032-113
TITLE	School District Boundaries/Maps
DESCRIPTION	Record of organization of school districts and establishment and alteration of school district boundaries showing name and number of district, date and place of first meeting, description and population of proposed district, time limit of appeal, results of first meeting, officers elected, date organization perfected, plats and drawings of district and description of final boundaries.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0033-113
TITLE	Score Cards
DESCRIPTION	Cards grading the quality of elementary schools showing date, name of school, district number, classification, organization and scores given for building site and equipment.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0034-113
TITLE	Superintendent's Record of Official Acts
DESCRIPTION	Record of official acts showing school district officers appointed to fill vacancies, number of teachers meetings held, number of records examined, number of lectures given by superintendent and other events.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0022-113
TITLE	Tax Lien Notices (Personal and Franchise)
DESCRIPTION	Contains copies of notices of payment of franchise or excise tax liens. Shows file number, name and address of taxpayer, tax and penalty due, and date and time filed.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0023-113
TITLE	Tax Lien Records (Personal and Franchise)
DESCRIPTION	Contains a record of liens for nonpayment of personal or franchise taxes showing for personal: a copy of the county treasurer's certificate of partial or complete release of delinquent personal tax lien, showing name and address of taxpayer, lien, volume and page of lien record where recorded, date payment received, and date release filed. For franchise: corporation, tax and penalty due, date filed and date released.
RETENTION	See Comments
COMMENTS	Retain until lien is discharged, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0035-113
TITLE	Teachers Certification Register
DESCRIPTION	Register of teachers state certificates showing name and address of teacher, grade and number of certificate and dates of issuance.
RETENTION	Permanent
COMMENTS	Formerly held by the Superintendent of Public Instruction (pre-1966).
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-08-17
K.A.R. NUMBER	53-2-124

SERIES ID	0024-113
TITLE	Uniform Commercial Code Documents
DESCRIPTION	Contains the record of chattel mortgages, recording the names of the debtor and secured party, as well as identifying the item purchased.
RETENTION	See Comments
COMMENTS	Retain 10 fiscal years then destroy, unless it is extended or tied to real estate as a fixture filing, then retain until a release form has been filed.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2002-04-11
K.A.R. NUMBER	53-2-131

SERIES ID	0016-113
TITLE	U.S. Land Patents (Copies)
DESCRIPTION	See Patent Record Books.
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER