Your Comprehensive Guide to Kansas Public Records
Kansas Public Records
Kansas public records encompass documents, data, and other materials that government authorities maintain for administrative, informational, or regulatory purposes. These records help ensure transparency and accountability across local and state agencies according to state law, particularly the Kansas Open Records Act (KORA). Individuals, businesses, and researchers frequently rely on these records to obtain critical information about various aspects of government operations, community matters, and even personal details such as court records or property information.
Are Kansas Records Public?
Under the Kansas Open Records Act (K.S.A. 45-215 et seq.), which is accessible via the Kansas Legislature, most records maintained by state or local government agencies in Kansas are presumed open for public inspection. This presumption exists to ensure an informed citizenry and to promote understanding of governmental procedures. There are exemptions, and certain records are withheld to protect privacy or security (such as law enforcement investigation records, sealed court documents, and trade secrets).
Kansas state law also requires each public agency to designate a freedom of information officer or a records custodian who is responsible for handling requests and explaining the availability of different records. Requesters may need to adhere to specific guidelines, such as completing a standardized form or paying fees, before obtaining access to the records.
What Information Is Included in Kansas Public Records?
Kansas public records can include a broad range of materials, depending on the agency that holds them. Common examples of publicly available records include:
• Court records (unless sealed)
• Birth, death, marriage, and divorce records (with required access conditions)
• Property ownership and tax records
• Business filings
• Government meeting minutes
• Budget documents
• Licensing records
• Administrative decisions and orders
Some of these records contain personal data, financial details, or law enforcement-sensitive information. Agencies must balance the public interest in disclosure with respect for individual privacy and security under relevant regulations and statutes.
What Does the Kansas Public Records Law Do?
The Kansas Open Records Act forms the legal basis for public access to documents generated by state and local government bodies. Specifically, KORA:
• Sets rules determining what records must be disclosed
• Identifies exceptions for confidential or privileged information
• Establishes deadlines and procedures for responding to public records requests
• Outlines cost standards for record retrieval and copying
• Defines enforcement measures and the appeals process for denied requests
The law is meant to enhance government accountability and transparency while also protecting personal privacy where appropriate. Public agencies must carefully follow the statutory guidelines to avoid penalties and ensure proper disclosure practices.
How To Find Public Records in Kansas in 2025
By 2025, Kansas government agencies continue to streamline and digitize their record systems. Key steps to help individuals find records include:
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Identify the Appropriate Agency: Determine which agency or department maintains the record. For instance, court records are typically maintained by the Kansas Judiciary, while vital records are housed with the Kansas Department of Health and Environment.
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Use Online Portals: Many records are readily available on official websites. For example, the Kansas Secretary of State provides business record filings, and the Kansas Department of Revenue might have tax and property-related data.
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Submit a Written Request: If records are not readily accessible online, prepare a formal written request to the agency’s records custodian. Include as many details as possible (names, dates, specific file numbers) to expedite processing.
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Pay Applicable Fees: If copying, certification, or extensive research is needed, be ready to pay fees. Some agencies accept online payments, while others may require a check or money order.
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Examine Agency Websites for FOI Procedures: Departments often post instructions for making a Kansas Open Records Act request. Reviewing official instructions can clarify the timeline and costs.
Does Kansas Have Free Public Records?
Kansas does not mandate that all records be available free of charge. While some records can be accessed for free—particularly if they are posted online—many agencies impose fees for research, copying, and certification. Each governmental body may have distinct fee structures guided by state statute. Agencies are required, however, to ensure that fees are reasonable and limited to the actual costs of furnishing the requested information.
In practice, electronic records that are readily available online may often be viewed without additional cost. However, if a requester seeks copies of voluminous paper files that need staff assistance for retrieval and replication, charges can occur. It is advisable to review the agency’s published fee schedule or speak with the designated freedom of information officer before submitting a request.
How Much Does It Cost To Get Public Records in Kansas?
Under Kansas law, the cost for obtaining public records under KORA (Kansas Open Records Act) is determined by the actual expenses incurred by the government—copying and staff time—per the requirements outlined in state statutes and agency policies:
Legal Framework: KORA Fees
Under K.S.A. 45‑219, state agencies may charge reasonable fees that reflect actual costs in furnishing copies of public records, including staff time and computer services. Key fee rules include:
- Copying costs must not exceed actual copying expenses.
- No fees for purely electronic copies.
- Agencies must provide a good-faith estimate of fees in advance.
Secretary of State (Business Records, KORA Requests)
The Kansas Secretary of State’s office adheres to this fee structure:
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Paper copies: $0.25 per page
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Digital copies: $0.125 per page
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Mailing: $0.50 for first five pages, $0.25 for each additional five pages
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Staff time fees:
- Clerical: $21/hour
- IT: $42/hour
- Attorney: $52/hour
- Others: Based on actual cost
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Must provide a fee estimate before processing, and only process upon prepayment.
Courts (Shawnee County Example)
For district court records requests in Shawnee County:
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Research & Copy Fee (mailed or walk-in requests): $20.00
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Copying Fees:
- $0.50 per page on microfilm
- $0.50 per document via imaging
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Additional charges may apply for large-volume requests.
Local Government (e.g., Wichita)
Some local municipalities publish detailed fee schedules. For example, the City of Wichita uses the following fees:
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Black & white copy: $0.25 per page
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Color copy: $1.00 per page
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CD/DVD: $1.15 per disc
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USB drive: $5.00
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Microfilm: $1.50 per page
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Staff time (per 15-minute increment):
- Staff: $5
- Computer: $9.50
- Attorney: $10
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Fax/CD mail charges and search/retrieval fees apply separately.
How Long Does It Take to Obtain Public Records in Kansas?
Under Kansas law (K.S.A. 45‑218), public agencies are required to respond to records requests "as soon as possible, but not later than the end of the third business day following the date that the request is received." If the agency can't provide the records within that window, it must issue a written explanation of the delay and specify the earliest date and method for accessing the records.
What Records Are Confidential In Kansas?
Despite the general assumption that records are public, the Kansas Open Records Act and other statutes specify certain exempt or confidential information. These exemptions include:
• Medical records
• Personnel records pertaining to public employees
• Criminal investigation records that could compromise a case or personal safety
• Records protected by attorney-client privilege
• Financial data of private citizens
• Trade secrets and confidential business information
Agencies are required to safeguard these records from disclosure unless specifically authorized by law. Individuals concerned about the confidentiality of personal data are encouraged to check the applicable laws and consult with the relevant agency before submitting or requesting sensitive information.
Who Has the Right To Request Public Records in Kansas
Any individual—resident or nonresident—may request public records in Kansas. The law does not restrict access based on citizenship or residency within the state. Businesses, media outlets, and research institutions likewise have the right to request and review public records. Agencies cannot demand that the requester explain the reason for their inquiry, although providing background can sometimes help staff narrow the scope and locate relevant documents faster.
What Can Be Done With Public Records in Kansas
Public records in Kansas can be used for numerous legitimate purposes, including:
• Background checks or due diligence
• Research for academic, journalistic, or commercial projects
• Verifying property ownership and titles
• Reviewing government budgets and expenditures
• Investigating regulatory compliance
• Gathering evidence for legal proceedings
Depending on the type of document requested, requesters may need to abide by privacy or copyright restrictions, particularly if they plan to publish or distribute copies of the records.
Key Agencies and Departments for Public Records in Kansas
Many Kansas agencies handle specialized record types. The following offices frequently receive open records requests and maintain vital information:
• Kansas Secretary of State
Address: 120 SW 10th Ave., 1st Floor, Topeka, KS 66612
Phone Number: (785) 296-4564
Kansas Secretary of State
Public Counter Hours: Monday–Friday, 8:00 a.m. to 5:00 p.m.
• Kansas Attorney General
Address: 120 SW 10th Ave., 2nd Floor, Topeka, KS 66612
Phone Number: (785) 296-2215
Kansas Attorney General
Public Counter Hours: Monday–Friday, 8:00 a.m. to 5:00 p.m.
• Kansas Department of Administration
Address: 1000 SW Jackson, Suite 500, Topeka, KS 66612
Phone Number: (785) 296-3011
Kansas Department of Administration
Public Counter Hours: Monday–Friday, 8:00 a.m. to 5:00 p.m.
• Kansas Department of Revenue
Address: 915 SW Harrison St., Topeka, KS 66612
Phone Number: (785) 296-3909
Kansas Department of Revenue
Public Counter Hours: Monday–Friday, 8:00 a.m. to 5:00 p.m.
• Kansas Bureau of Investigation
Address: 1620 SW Tyler St., Topeka, KS 66612
Phone Number: (785) 296-8200
Kansas Bureau of Investigation
Public Counter Hours: Monday–Friday, 8:00 a.m. to 5:00 p.m.
• Kansas Department of Health and Environment
Address: 1000 SW Jackson, Suite 540, Topeka, KS 66612
Phone Number: (785) 296-1500
Kansas Department of Health and Environment
Public Counter Hours: Monday–Friday, 8:00 a.m. to 5:00 p.m.
These agencies maintain diverse records ranging from business registrations and administrative rules to tax documents, criminal records, and health statistics. Requesters should consult each agency’s website for guidelines regarding the open records process.
How to Appeal a Denied Public Records Request in Kansas
When a record request is denied or partially redacted, Kansas law provides ways to challenge such decisions:
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Contact the Agency: Ask for clarification of the denial. Agencies must explain the legal basis for withholding information, typically citing provisions in KORA or other statutory exceptions.
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Request an Administrative Review: Some agencies have internal appeal procedures to review whether a denial was justified under the law.
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File a Complaint with the Office of the Attorney General: Under K.S.A. 45-222, the Kansas Attorney General’s office investigates allegations of KORA violations.
• The requester may submit a written complaint describing the nature of the request, the agency’s response, and any supporting documentation. -
Seek Judicial Review: If other remedies fail, the requester can file a lawsuit in a district court. A judge will review the request and the agency’s basis for denial to determine whether the information should be disclosed.
Difference Between Federal and Kansas Public Records
Federal and state record laws share the goal of broad transparency, but key differences exist:
• Governing Statutes: The federal Freedom of Information Act (5 U.S.C. § 552) applies to records held by federal agencies, while the Kansas Open Records Act governs state and local bodies.
• Exemptions: Both laws list exemptions to protect sensitive information, but the specific provisions diverge. Federal exemptions, for instance, include national security records, whereas Kansas focuses more on state-level law enforcement and privacy concerns.
• Request Procedures: Federal requests often go through the FOIA process, while Kansas relies on KORA protocols. Each administrative framework has distinct timelines, fee structures, and responsiveness standards.
• Appeal Mechanisms: At the federal level, requesters can escalate denials to the Office of Government Information Services or to federal courts, whereas Kansas offers administrative and judicial avenues at the state level.
Individuals seeking records from both the state and federal governments may need to follow separate procedures and become familiar with the respective exemptions. Federal agencies will not process requests for Kansas-based materials and vice versa, so choosing the correct jurisdiction is essential.