Government Records and the State Archives

Since 1905 the Kansas State Historical Society has served as the state archives. State archives holdings include the inactive unpublished records of state government with enduring value. These records document the workings of state government. The state archives also has a limited number of local records from Kansas counties and towns and is cooperating with the Genealogical Society of Utah in filming local government records. This microfilm is available in the research room and through the LDS Family History Center system.

Archives records are available in original form or on microfilm. Microfilm is self-serve, and records not on microfilm should be requested at the retrieval desk in the research room. Finding aids are available for some record series, and an inventory of archives holdings to the "series" level is on-line at the reference desk. The reference staff is happy to help patrons locate archives holdings and fill out call slips. Patrons may also be referred to the state archivist or other staff members for assistance.

Public access to some archives holdings is restricted because of state or federal statutes or administrative regulations that prohibit or limit their disclosure. The Historical Society staff is required to implement any restrictions on access applicable to a record series while it still was in the custody of the agency that created the records. This sometimes means that authorization for disclosure must be obtained from personnel in that agency, or that the documents must be returned temporarily to the agency, which will make and implement all public access decisions. Disclosure by the Historical Society staff of the contents of some record series is permitted only after seventy years, or some other period of time, has passed since their creation. The primary Kansas statute related to this matter is the Open Records Act (KSA 45-216 through 45-225). Historical Society staff will be pleased to provide information about this law, as well as others related to particular types of records, but we cannot provide legal advice, and we sometimes must consult the Attorney General's Office when complex questions arise about disclosure of restricted archives holdings.