City of Shawnee logo
Share

Public Records Request

 

Effective 10/28/2020 the City will slowly begin to scan paper documents by a third party vendor.  If you request a document that has been sent off-site to be scanned there will be a significant delay before we have access to those records.  The City Clerk's office will notify you if your request is affected.  Thank You for your patience and understanding.  

 

This request may not be used for Police records.  Click here to submit an Open Records Request for the Police Department.  Contact the Police Records Division for any additional questions at (913) 631-2155.

 

All requests for records should be sent to the City Clerk's office using the form below (click the "Create" button below).  Please be as specific as possible when making the request. The City will respond to your request within 3 to 5 business days but may take up to 15 business days to process.  

 

Although every attempt will be made to provide the information requested, it is not always possible. There are a number of reasons why a request may be delayed or denied. Written notification will be provided if there is a delay or if the request cannot be fulfilled.

  • The specific record requested does not exist;
  • The request was unclear and should be resubmitted with more detail;
  • The record requested is closed to protect an important privacy interest;
  • The requestor intends to use the record or information for the purpose of selling or offering for sale any property or service in violation of K.S.A. 45-230.

 

Fire Investigation Reports

Please allow a minimum of 30 days from the date of incident before submitting a request.  This will allow these reports to be fully completed before they can be released.

 

House Plans, Blueprints, Plot Plans, and Engineering Records

The City only releases house plans, blueprints, and other records that were prepared and sealed by a private licensed professional to the owner of record of the property or the licensed professional who sealed the records. If you are not the property owner of record or the licensed professional who sealed the records then you must submit written authorization to release the records signed by the property owner of record or the licensed professional who sealed the records, along with a completed records request form.

 

The City’s archive for building permits goes back to 2003. Files in the archive typically include building permit information, paper inspection records, plot plans, and building plans. However, many of the files in this archive only contain paper permit files. The City’s digital permit software contains general building permit information back to 1997. This information includes the permit number, contractor information, type of work being performed, inspection information, and the status of the permit. The City is currently working with a vendor to scan all remaining paper permits files in the archive. This could delay requests for this information. 

 

If the requested documents are for structures prior to 2003 they may not be available. 

 

Zoning Verification Letters

The city does not provide Zoning Verification Letters.  


Fees for Records
The City charges a fee to cover the cost of staff time required to make the requested information available and for the cost of copying or reproducing records. A detailed list of open records fees can be found in the City's Comprehensive User Fee Schedule. 

  

More information can be found in the City's Open Records Brochure.

 

Open Records Exceptions
There are some records that contain information that is private in nature and because of this, the documents are excluded from disclosure requirements under the Kansas Open Records Act (K.S.A. 45-221). Some of the records exempted by the law include personnel information of City employees; medical treatment records; records which are protected by the attorney-client privilege or the rules of evidence; records containing personal information compiled for census purposes; and criminal investigation records

 

Miscellaneous

**Requests are considered withdrawn/not fulfilled when the requesting party voluntarily withdraws their request, declines to cover the City's costs associated with the request as per KSA 45 219(c)(1), or after thirty (30) days from the date of the last contact from the City on requests where more information is needed to fulfill the request.

 

**KORA responses will be provided in PDF format unless otherwise requested.


Current Records Requests

To see a list of current records requests, click here.

 

Public Records Requests

Use the "Apply" button to submit a public records request.  Once submitted, you will receive at tracking

number via email. You can use the area below to check the status of your request.

 

Police Records

This request may not be used for Police records requests. Click here to submit an Open Records Request for the Police Department.  Contact the Police Records Division for any additional questions at (913) 631-2155.

Current Item Status: