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.
Records Management and Preservation Board