Top Red Bar
Home > Departments

Unified Government Clerk's Office

City Division
Freedom of Information Officer

The Unified Government Records Management Department assists departments in effectively managing UG records throughout their life cycle, files 2from creation to ultimate destruction or archival retention. This process allows the diverse needs of citizens, policy makers, management, and administrators to be met through access, preservation, and disposal.

A record is considered to be recorded information, regardless of medium or characteristics, made or received by the Unified Government that is useful in the operation of the organization. “Government Records” means all volumes, documents, reports, maps, drawings, charts, indexes, plans, memoranda, sound recordings, microfilms, photographic records and other data, information and documentary material, regardless of physical form or characteristics, storage media or condition of use, made or perceived…in…transaction of official business ( K.S.A. 45-402(d)).

State “retention and disposition” schedules list how long we must retain each grouping of like records (a “records series”). Schedules are mandatory for counties, though a county may seek exceptions or approval of its own replacements.

http://www.deq.utah.gov/images/GRAMA_files.jpgMost records maintained by local government are open to the public for purchase. The first five pages are free, and each additional page is $.25 per page. Additional charges for staff time, faxes, and searches will be rendered. The Unified Government Clerk's Office requires advance payment if a citizen wishes to obtain the information through the mail.

Ordinances, resolutions, minutes from open meetings, salaries of public officials, and budgets are the most commonly requested records. However, the Kansas Open Records Act (KORA) does limit certain information.

These exceptions include but are not limited to:

  • Personal information about employees
  • Medical treatment records
  • Records protected by the attorney-client privilege
  • Records closed by rules of evidence
  • Records containing personal information compiled for Census purposes
  • Notes and preliminary drafts
  • Criminal investigations

The complete listing of exceptions can be found under K.S.A. 45-221.

You can request a record by submitting the certification and request for records forms via U.S. postal service. Most records will be produced within three business days from the time the request is received. If the request is denied, you will receive a written explanation for the delay or denial. Although every attempt will be made to provide the information requested, it is not always possible to fulfill the request. There are a number of reasons that a request may be denied:

  • The specific record that was requested does not exist
  • The request was unclear and should be resubmitted with more detail
  • The record that was requested is closed to protect an important privacy interest

The Kansas Open Records Act governs most records maintained by: cities, counties, school districts, state agencies and other public entities. For a complete copy of the Kansas Open Records Act go to www.ink.org/public/legislative, then click on the “Kansas Statutes” icon. The Kansas Open Records Act begins at K.S.A. 45-215.

Line Divider Gray

 UG Logo gif   
City Clerk's Office Hours Bridgette Cobbins Phone Numbers
City Hall 8:00 am to 5:00 pm Clerk P: (913) 573-5260
701 N 7th Street Monday - Friday Email F: (913) 573-5299
Suite 323   Carol Godsil P: (913) 573-5263
Kansas City, KS 66101    Deputy Clerk P: (913) 573-8039
    Email  
 

Background Piece Background Piece