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Revised Land Book Retention Policy
Effective January 2005
The Records Management and Preservation Board took action to revise the retention of County Land Books held by the County Clerk's Office, Sheriff's Office and Assessor's Office. The intent of this revision is to make one copy of the Land Book Permanent and the book of record is to be the Assessor's Land Book. If the Assessor's copy of the original Land Book does not exist, the Sheriff's Office copy of the Land Book is to be the Permanent Book of Record and filed in the County Clerk's Office to retain permanently. If neither the Assessor's or Sheriff's copy of the Land Book exists, then the County Clerk's copy is Permanent.

County Clerk's Office Records Schedule
Old, existing County Clerk Records Retention and Disposal Schedule statement for Land Books, Item number 55 reads:
Land Books: List of real estate owners showing names of owners, location, description, acreage of property, assessed value and allocation of tax to various county and state funds. Code Reference: 11-3-19, Retention: Permanent
Revised to RETAIN 10 Years then HOLD until original Land Book created and maintained by the Assessor's Office is TRANSFERRED from Assessor's Office to the County Clerk. Land Book copy held by the County Clerk may then be listed for disposal upon County Clerk's receipt of the Assessor's original copy of that Land Book. In the event the Assessor's Office copy of the Land Book does not exist or has not been transferred, the Sheriff's Office copy of that Land Book may be Transferred from the Sheriff's Office to the County Clerk's Office and the County Clerk may then list the County Clerk's copy of that Land Book for disposal. Request to dispose County Clerk copy of Land Book must be submitted to Director of Archives and History and include statement that Assessor's original copy or Sheriff's copy has been transferred to the County Clerk.

Sheriff's Office Records Retention Schedule
Old, existing Sheriff's Office Records Retention and Disposal Schedule statement for Land Books, Item number 6 reads:
Land Books: List of real estate owners showing names of owners, location, description, acreage of property, assessed value and allocation of tax to various county and state funds.
Code Reference: 11-4-1, Retention: Permanent.
Revised to RETAIN 10 Years then offer to TRANSFER to County Clerk. County Clerk to accept and retain as PERMANENT, unless original from Assessor's Office already transferred. Land Book copy held by the Sheriff may be listed for disposal, only if the County Clerk has Assessor's original of the same Land Book. Request to dispose of Sheriff's Office copy of Land Book must be submitted to Director of Archives and History and include statement that Assessor's original copy has been transferred to the County Clerk.

Assessor's Office Records Retention Schedule
Old, existing Assessor's Office Records Retention and Disposal Schedule statement for Land Books, Item number 5 reads:
Land Books: List of real estate owners showing names of owners, location, description, acreage of property, assessed value and allocation of tax to various county and state funds.
Code Reference: 11-4-1, Retention: Permanent
Revised to RETAIN 10 Years then TRANSFER to County Clerk. Form to transfer Assessor's original Land Book to County Clerk must be submitted to Director of Archives and History for approval signature.

Records Management and Preservation Board