Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-105 (Local Government Records. County Election Office)

Page 1 of 1 showing 29 records of 29 total, starting on record 1

Agency Number: 000-105
Local Government Records
County Election Office

SERIES ID	0001-105
TITLE	Absentee Voter Applications, Certificates and Record Books
DESCRIPTION	Contains absentee lists, certificates of votes cast, applications and any supporting documents (correspondence, ballot envelope, etc.)
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0002-105
TITLE	Abstracts of Election Returns - Final
DESCRIPTION	Includes date, office up for election, candidates' names and party affiliations, votes received, certification of authenticity of vote, signatures of county board of canvassers.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	K.S.A. 25-3109
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0003-105
TITLE	Ballots
DESCRIPTION	All ballots including void, blank ,objected and completed ballots delivered to election officers.
RETENTION	See Comments
COMMENTS	Retain 6 months for local, 22 months for state and national elections, then destroy. Retain one blank copy of final ballot permanently.
DISPOSITION	See Comments
RESTRICTIONS	K.S.A. 25-2708
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0004-105
TITLE	Campaign Finance Reports and Related Documents
DESCRIPTION	Includes expense reports, name of contributing political action committee, individual or lobbyist, summary or itemized list of contributions and expenditures, name and address of candidate as well as office sought.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	K.S.A. 25-209
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0005-105
TITLE	Candidate Filings/Withdrawal Requests
DESCRIPTION	Notification from candidates of their intention to either run for office or withdraw from an election. Includes candidates' name and address, party, if applicable and/or independent nomination petition.
RETENTION	002 cldr yrs
COMMENTS	Includes Declarations of Candidacy, Nomination Petitions and Certificate of Nomination.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 25-205, 2110, 2020, & 25-306(a) & 25-2106
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0006-105
TITLE	Certifications of Election Results from the Original Canvass
DESCRIPTION	Contains date, name of county, office, certification of election returns, signatures of election officers, tally sheets, vote totals, and related documents.
RETENTION	002 cldr yrs
COMMENTS	Includes Election Stubs and Certificates of Votes Cast.
DISPOSITION	Destroy
RESTRICTIONS	K.A.R. 7-25-1
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0244-000
TITLE	Confirmation Notices/Responses
DESCRIPTION	Notices sent to registered voters that provide certification of new voter registration, address updates or confirmation of a change of address, and response notices. This series is required to have a retention of at least two years according to KSA 25-2709.
RETENTION	2 cld years
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2017-01-19
K.A.R. NUMBER	53-2-194

SERIES ID	0007-105
TITLE	Contest of Elections/Recount Records
DESCRIPTION	Records relating to the request for and conduct of a recount and related materials. May include the following: recount requests, associated amendments, affidavits, and certifications, applications for inclusion of remaining paper ballot precincts, recount notices and other notices involved in the conduct of recounts, requests for specific counting method, records of recount costs, and recount cost statements.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 25-2708 & 25-3107, K.A.R. 7-25-14
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0008-105
TITLE	Deaths of County Residents - Lists
DESCRIPTION	Used by Election Officer to maintain current information on voters. Lists name, address and death date.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221, 25-2316(f) & 65-2422
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0010-105
TITLE	Election Records - Board Workers
DESCRIPTION	Various administrative records relating to elections and board workers.
RETENTION	002 cldr yrs
COMMENTS	Includes Notices of Appointments of Election Officials, Registers of Board Workers Oath, and Instructions to Election Officials.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0009-105
TITLE	Election Records - Financial
DESCRIPTION	Contains fiscal records pertaining to the administration of elections, receipts, financial ledgers, warrants and documents relating to the apportionment and reimbursement of election expenses.
RETENTION	002 cldr yrs
COMMENTS	Includes Expense apportionment Notices, Receipts for Election Materials and County Treasurer's Receipts for Money Paid in by Subdivisions for Election Expenses, Filing Fee Receipts, Fee Reports and Claims.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 25-2201
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0002-105
TITLE	Election Returns
DESCRIPTION	See Abstracts of Election Results
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0011-105
TITLE	Lists of Persons Who filed for Elective Office
DESCRIPTION	List of offices up for election, candidate, name, address and party affiliation.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0012-105
TITLE	Lists of Precincts, Voting Places and Numbers of Eligible Voters
DESCRIPTION	Contains addresses of voting places, number and boundaries of precincts and numbers of eligible voters.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0013-105
TITLE	Maps
DESCRIPTION	Maps drawn for each election that detail ward and precinct boundaries, lists polling places, etc.
RETENTION	Permanent
DISPOSITION	Archive
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0014-105
TITLE	Notices of Elections to be Held
DESCRIPTION	Includes date of election, offices up for election, slate of candidates, special issues, polling locations and proof of newspaper publication.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 25-209
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0015-105
TITLE	Oaths of Election Officials - Office Administrative Staff and Board Workers
DESCRIPTION	Sworn statements of election office staff and board workers attesting that they will faithfully carry out the administration of the election.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 54-106 (staff), K.S.A. 25-2807c (board workers)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0016-105
TITLE	Petitions for Requesting and Election
DESCRIPTION	Petitions concerning question(s) to be placed on the ballot. Includes issue and voters' addresses and signatures.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0017-105
TITLE	Political Party Affiliation Statistics
DESCRIPTION	Register of political party affiliations of electors, showing location (ward, precinct level) and political party affiliation. Certified to the Secretary of State.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 25-3301
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0018-105
TITLE	Poll Books
DESCRIPTION	See Registration Books/Lists
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0002-105
TITLE	Registers of Election Results
DESCRIPTION	See Abstracts of Election Results
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0018-105
TITLE	Registration Books/Lists
DESCRIPTION	Record of primary and general elections, showing name of city or township, name/number of ward and precinct, date of election, names and addresses of voters, names and addresses of nonresident voters.
RETENTION	5 years
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 25-2709
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0019-105
TITLE	Secretary of State's Election Records
DESCRIPTION	Documents from the Secretary of State authorizing elections and validating candidates' eligibility and election results.
RETENTION	002 cldr yrs
COMMENTS	Includes Certification of Candidates, Election Orders State Board of Canvassers Report.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0020-105
TITLE	Statements of Substantial Financial Interest
DESCRIPTION	Annual report to the Secretary of State, lists date, name, address, occupation of candidate and spouse, office sought, and financial disclosure information.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 75-4302(a)
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0006-105
TITLE	Tally Sheets
DESCRIPTION	See Certification of Election Results
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0022-105
TITLE	Voter Registration Application Cards
DESCRIPTION	Contain date, name and address of voter as well as voting district, date and place of birth, party affiliation and signature. May also include physical description of voter, change of party affiliation and corrections/updates.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	5 U.S.C. 552a Social Security Numbers may be closed
APPROVED	2005-07-14
K.A.R. NUMBER	53-2-143

SERIES ID	0021-105
TITLE	Voter Registration Cancellation
DESCRIPTION	Canceled voter registration records including affidavits and correspondence and other documents.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122

SERIES ID	0017-105
TITLE	Voter Registration Statistics
DESCRIPTION	See Political Party Affiliation Statistics
RETENTION
DISPOSITION
RESTRICTIONS
APPROVED
K.A.R. NUMBER

SERIES ID	0023-105
TITLE	Worksheets - Voting Abstracts and Vote Compilation
DESCRIPTION	Working papers used in the preparation of final election reports.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	2000-01-13
K.A.R. NUMBER	53-2-122