Shawnee County Public Records

What Are Public Records in Shawnee County?

Public records in Shawnee County are defined according to the Kansas Open Records Act (KORA), K.S.A. § 45-215 et seq., as any recorded information, regardless of form or characteristics, which is made, maintained, or kept by or is in the possession of any public agency. These records document the functions, policies, decisions, procedures, operations, or other activities of public agencies.

Shawnee County maintains numerous types of public records, including:

• Court records - Civil, criminal, probate, and family court proceedings maintained by the Shawnee County District Court
• Property records - Deeds, mortgages, liens, and property transfers recorded by the Shawnee County Register of Deeds
• Vital records - Birth, death, marriage, and divorce certificates (maintained at the state level by the Kansas Department of Health and Environment)
• Business records - Licenses, permits, and fictitious business name registrations
• Tax records - Property tax information and assessment records maintained by the Shawnee County Appraiser's Office
• Voting and election records - Voter registration data and election results maintained by the County Election Office
• Meeting minutes and agendas - Records of the County Commission and various boards and committees
• Budget and financial documents - County expenditures, contracts, and financial reports
• Law enforcement records - Arrest logs and incident reports (with certain restrictions) from the Shawnee County Sheriff's Office
• Land use and zoning records - Planning documents, permits, and zoning decisions

The Shawnee County Clerk's Office serves as the primary custodian for many county records and can direct requestors to the appropriate department for specific record types. Each department maintains its own records according to state retention schedules and county policies.

Is Shawnee County an Open Records County?

Shawnee County fully complies with the Kansas Open Records Act (KORA), K.S.A. § 45-215 through § 45-254, which establishes the public's right to access government records. Under K.S.A. § 45-216(a), "It is declared to be the public policy of the state that public records shall be open for inspection by any person unless otherwise provided by this act, and this act shall be liberally construed and applied to promote such policy."

The county has implemented specific procedures to facilitate public access to records in accordance with state law. As stated in K.S.A. § 45-218, "All public records shall be open for inspection by any person, except as otherwise provided by this act, and suitable facilities shall be made available by each public agency for this purpose."

Shawnee County has established a standardized process for handling open records requests through the County Clerk's Office, which serves as the central coordinator for many records requests. The county maintains an official records request policy that aligns with state requirements, including designated response timeframes and procedures for handling requests.

Additionally, Shawnee County complies with Kansas sunshine laws regarding open meetings (K.S.A. § 75-4317 et seq.), ensuring that government decision-making processes remain transparent and accessible to the public.

How to Find Public Records in Shawnee County in 2026

Members of the public seeking records in Shawnee County may follow these steps to obtain the information they need:

1. Identify the specific records needed and the department likely to maintain them.
2. Submit a formal request to the appropriate county office using the designated request form.
3. For general county records, begin with the Shawnee County Clerk's Office, which serves as the primary records custodian.
4. For property records, contact the Register of Deeds Office directly.
5. For law enforcement records, submit requests to the Shawnee County Sheriff's Office.
6. For property assessment information, contact the County Appraiser's Office.
7. For vital records (birth, death, marriage, divorce certificates), requests must be submitted to the Kansas Department of Health and Environment's Office of Vital Statistics.

Many records can be requested in person, by mail, or through official online portals. The county currently provides official request forms that can be downloaded from department websites or obtained in person. Pursuant to K.S.A. § 45-220, agencies must act upon requests within three business days of receipt, though complex requests may require additional time.

For records available online, the public may access:

• Property records through the Register of Deeds' online portal
• Property assessment data through the Appraiser's Office website
• County Commission agendas and minutes through the County Clerk's website
• Court records through the Kansas District Court Public Access portal

When submitting requests, individuals should provide specific information about the records sought to facilitate prompt processing. Requests should include the requestor's contact information and preferred format for receiving the records.

How Much Does It Cost to Get Public Records in Shawnee County?

Shawnee County assesses fees for public records in accordance with K.S.A. § 45-219, which permits agencies to charge reasonable fees for providing access to or furnishing copies of public records. The current fee structure includes:

• Standard paper copies: $0.25 per page
• Certified copies: $1.00 per page plus certification fee
• Electronic records: $25.00 per CD/DVD or flash drive (when provided by the county)
• Staff time: $18.00 per hour for clerical time exceeding one hour
• Attorney review time: $60.00 per hour when required for redaction purposes

Specific departments may have specialized fee schedules:

• Register of Deeds: Recording fees are $21.00 for the first page and $17.00 for each additional page of the same document
• Sheriff's Office: Accident reports are $5.00 per report; background checks are $15.00 per name
• Appraiser's Office: Property record cards are $2.00 per parcel
• District Court: Court records are $1.00 per page for copies; certified copies are $7.50 per document

Accepted payment methods include cash, check, money order, and credit/debit cards (in person only at most offices). Some departments may accept electronic payments for online services.

The county may waive fees when doing so is in the public interest, as determined by the records custodian. Additionally, pursuant to K.S.A. § 45-219(c), no fee shall be charged for merely inspecting records that are open for public inspection during regular office hours.

Does Shawnee County Have Free Public Records?

Shawnee County provides free inspection of public records during regular business hours in accordance with K.S.A. § 45-219(a), which states that "access to public records shall be free if the records are not requested to be copied." Members of the public may examine records without charge by visiting the appropriate county office during business hours.

Additionally, several types of records are available at no cost through online resources:

• The Shawnee County Appraiser's website offers free access to property assessment information, including property characteristics, values, and ownership details.
• The County Commission agendas and minutes are freely available on the county website.
• Voter registration verification is available at no cost through the County Election Office.
• Public notices and announcements are freely accessible on the county's main website.
• The county budget and financial reports are published online at no charge.

For in-person inspection, individuals must present identification and may be required to complete a request form, but no fee is charged unless copies are requested. The county provides reasonable accommodations for individuals to inspect records, including appropriate facilities and supervision when necessary.

It should be noted that while inspection is free, fees may still apply for copies, certification, or extensive staff time required to fulfill requests as outlined in the county's fee schedule.

Who Can Request Public Records in Shawnee County?

Under the Kansas Open Records Act (K.S.A. § 45-217(d)), "any person" may request access to public records maintained by Shawnee County. The term "person" is broadly defined and includes:

• Individual citizens (residents and non-residents of Kansas)
• Organizations and associations
• Business entities
• Media representatives
• Government agencies

Requestors are not required to:

• Prove Kansas residency
• State the purpose of their request
• Explain how the records will be used
• Demonstrate a "need to know" or special interest in the records

However, pursuant to K.S.A. § 45-220(c), requestors must provide their name and contact information when submitting formal requests. The county may also require identification when:

• Accessing records containing personally identifiable information
• Requesting law enforcement records
• Obtaining certified copies of vital records or court documents
• Accessing records where identity verification is required by law

For certain restricted records, additional qualifications may apply. For example:

• Vital records (birth, death, marriage certificates) are available only to the person named in the record, immediate family members, or legal representatives as specified in K.S.A. § 65-2422d.
• Juvenile court records have specific access restrictions under K.S.A. § 38-2309.
• Medical and mental health records are protected under both state law and HIPAA.

Commercial use of public records is permitted, though the county may inquire about intended use to determine applicable fees in accordance with K.S.A. § 45-219(c)(5).

What Records Are Confidential in Shawnee County?

While Shawnee County strives for transparency, certain records are exempt from disclosure under the Kansas Open Records Act. Pursuant to K.S.A. § 45-221, the following records are considered confidential and not subject to public disclosure:

• Personnel records of county employees, except for names, positions, salaries, and employment dates
• Medical, psychiatric, and psychological records of individuals
• Records protected by attorney-client privilege or work product doctrine
• Records containing personal information about individuals, including Social Security numbers, dates of birth, and financial account information
• Criminal investigation records that would interfere with ongoing investigations or prosecutions
• Juvenile offender records, except as specifically authorized by K.S.A. § 38-2309
• Records of emergency or security procedures for public buildings or facilities
• Sealed court records and expunged criminal history information
• Adoption records and reports, except as permitted by K.S.A. § 59-2122
• Child in need of care records protected under K.S.A. § 38-2212
• Records containing trade secrets or confidential commercial information
• Records related to bidding specifications until the bid is awarded
• Correspondence between a public agency and a private individual
• Records pertaining to individual students protected by FERPA

Additionally, K.S.A. § 45-221(a)(47) allows agencies to use a "public interest" balancing test to determine if disclosure would constitute a "clearly unwarranted invasion of personal privacy." This provision gives the county discretion to withhold certain records when privacy interests outweigh the public interest in disclosure.

When a record contains both public and confidential information, the county will redact the confidential portions and provide access to the remainder of the record in accordance with K.S.A. § 45-221(d).

Shawnee County Recorder's Office: Contact Information and Hours

Shawnee County Register of Deeds
200 SE 7th Street, Room 107
Topeka, KS 66603
(785) 251-5210
Register of Deeds

Hours of Operation: Monday - Friday: 8:00 AM - 5:00 PM Closed on weekends and county-observed holidays

Shawnee County Clerk's Office
200 SE 7th Street, Room 107
Topeka, KS 66603
(785) 251-5200
County Clerk

Hours of Operation: Monday - Friday: 8:00 AM - 5:00 PM Closed on weekends and county-observed holidays

Shawnee County Appraiser's Office
1515 NW Saline Street, Suite 100
Topeka, KS 66618
(785) 233-2882
County Appraiser

Hours of Operation: Monday - Friday: 8:00 AM - 5:00 PM Closed on weekends and county-observed holidays

Shawnee County Sheriff's Office Records Division
320 S. Kansas Avenue, Suite 200
Topeka, KS 66603
(785) 251-2200
Sheriff's Office

Hours of Operation: Monday - Friday: 8:00 AM - 5:00 PM Closed on weekends and county-observed holidays

Kansas Department of Health and Environment - Office of Vital Statistics
Curtis State Office Building
1000 SW Jackson, Suite 120
Topeka, KS 66612
(785) 296-1400
Office of Vital Statistics

Hours of Operation: Monday - Friday: 8:00 AM - 5:00 PM Closed on weekends and state holidays

Lookup Public Records in Shawnee County

Shawnee County Register of Deeds property records

Shawnee County Appraiser's property information

Kansas vital records information

Kansas Open Records Act information

Shawnee County Clerk's open records requests

Shawnee County Sheriff's Office records requests