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How to Find Public Records in Miami County in 2026
MiamiKSRecords.us provides publicly available information related to public records maintained by government agencies in Miami County, Kansas. Members of the public seeking court filings, property documents, vital records, or other official government records may access these materials through a combination of online portals, in-person visits, and written requests submitted to the appropriate county or state office. The information available through official channels may include, but is not limited to, the following record categories:
- Court records (civil, criminal, probate, and family)
- Property deeds, mortgages, and liens
- Vital records (birth, death, marriage, and divorce)
- Business licenses and permits
- Property tax and assessment records
- Voting and election records
- County commission meeting minutes and agendas
- Budget and financial documents
- Law enforcement incident reports (where permitted)
- Land use and zoning records
Records in Miami County may be searched through official court resources, clerk offices, public access terminals, and online tools maintained by county and state agencies.
Online Access: The Miami County, Kansas official website provides access to select public records through its online portals. Property records and tax information are searchable through the County Appraiser's online database. District court case information is accessible through the Kansas eCourt public access portal, which allows members of the public to search case records without registration for basic inquiries.
In-Person Requests: Members of the public may visit the Miami County Clerk's Office or the Register of Deeds to inspect records in person. The County Clerk's Office is located at 201 S. Pearl St., Suite 101, Paola, KS 66071. Office hours are Monday through Friday, 8:00 AM to 5:00 PM. Requestors should arrive prepared to identify the specific records sought; staff are available to assist with locating documents.
Written/Mail Requests: Written requests may be submitted by mail to the appropriate office. Requests should include the requestor's name, contact information, a description of the records sought, and the preferred format for delivery. Under the Kansas Open Records Act, agencies are required to respond to requests within three business days, either by providing the records, denying the request with a written explanation, or notifying the requestor that additional time is needed.
Phone/Email: The Miami County Clerk's Office may be reached by phone at (913) 294-3976. Contact information for individual departments is listed on the Miami County government website.
What Are Public Records in Miami County?
Public records in Miami County are defined under Kansas Statutes Annotated § 45-217, which broadly defines a "public record" as any recorded information, regardless of form or characteristics, made, maintained, or kept by or in the possession of a public agency. The following record types are currently maintained by Miami County agencies:
| Record Type | Maintaining Office |
|---|---|
| Civil, criminal, probate, family court records | 6th Judicial District Court |
| Property deeds, mortgages, liens | Register of Deeds |
| Property tax and assessment records | County Appraiser / County Treasurer |
| Vital records (birth, death, marriage) | Kansas Department of Health and Environment / District Court |
| Business licenses and permits | County Clerk |
| Voting and election records | County Election Office |
| Meeting minutes and agendas | County Clerk |
| Budget and financial documents | County Clerk / County Commission |
| Law enforcement records | Miami County Sheriff's Office |
| Land use and zoning records | County Planning and Zoning Department |
The Miami County Register of Deeds maintains land records including deeds, mortgages, and liens. The 6th Judicial District Court maintains all court case records for the county.
Is Miami County an Open Records County?
Miami County operates in full compliance with the Kansas Open Records Act (KORA), codified at K.S.A. § 45-215 et seq., which establishes the public's right to inspect and copy government records. Under KORA, all public records are open for inspection unless specifically exempted by statute.
As stated in the Kansas Open Records Act, "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." This declaration reflects the state's commitment to government transparency and accountability.
The Kansas Attorney General's office provides guidance on open records compliance, noting that agencies must designate a records custodian and respond to requests in a timely manner. Miami County agencies are bound by these requirements and may not impose conditions on inspection beyond those authorized by statute. The Kansas Attorney General's open government resources provide additional information on requestor rights and agency obligations under state law.
How Much Does It Cost to Get Public Records in Miami County?
The cost to obtain public records in Miami County varies by record type and the office maintaining the records. Under KORA, agencies may charge fees that do not exceed the actual cost of reproduction and, where applicable, the cost of staff time required to search for and compile records.
Standard Fee Schedule:
| Fee Type | Amount |
|---|---|
| Standard paper copies | $0.25 per page (standard) |
| Certified copies (court records) | Varies; set by court schedule |
| Certified copies (vital records) | Set by KDHE fee schedule |
| Electronic records | Actual cost of reproduction |
| Search/staff time fees | Permitted when search exceeds 30 minutes |
- Inspection of records is available at no charge; fees apply only to reproduction.
- Certification fees for court documents are established by the Kansas Supreme Court.
- The Register of Deeds charges recording fees per document as established by state statute.
- Accepted payment methods at county offices include cash, check, and money order; some offices accept credit cards.
- Fee waivers may be available for indigent requestors or in circumstances where disclosure is determined to be in the public interest, at the discretion of the records custodian.
Requestors are advised to confirm current fees directly with the relevant office prior to submitting a request, as fee schedules are subject to revision.
Does Miami County Have Free Public Records?
Free inspection of public records is available in Miami County, as required by state law. Members of the public may inspect records at the offices of the County Clerk, Register of Deeds, and other county agencies without charge during regular business hours. Fees apply only when copies or certified documents are requested.
The following free resources are currently available:
- Online court case searches: The Kansas district court records portal allows members of the public to search case information at no cost. Each courthouse also maintains a computer terminal reserved for public use.
- Property and tax records: The Miami County Appraiser's online database provides free access to property assessment and ownership information.
- Meeting minutes and agendas: County commission meeting minutes and agendas are posted on the Miami County government website at no charge.
- Election records: Voter registration and election result information is available through the Kansas Secretary of State's office.
Free inspection at a government office differs from receiving free copies; physical or electronic copies of records are subject to the fee schedule described above.
Who Can Request Public Records in Miami County?
Any person may request public records in Miami County, regardless of residency, citizenship, or stated purpose. The Kansas Open Records Act does not require requestors to be Kansas residents, to provide identification, or to explain the reason for their request. As the Kansas Attorney General has noted, "The Open Records Act gives any person the right to inspect public records."
Specific provisions regarding requestor eligibility include:
- Residency: Not required. Non-residents of Kansas retain full rights to request public records under KORA.
- Identification: Not required for most records. Certain sensitive records, such as those involving personal health information or sealed proceedings, may require the requestor to demonstrate a legal right of access.
- Purpose: Requestors are not required to state a purpose for most public records requests.
- Requesting your own records: Individuals seeking records about themselves may be entitled to access records that are otherwise restricted to third parties, such as certain law enforcement or personnel records, subject to applicable statutory procedures.
- Restrictions for specific record types: Some records, including juvenile court records, adoption records, and sealed court files, are restricted by statute regardless of who is requesting them.
What Records Are Confidential in Miami County?
Not all government records in Miami County are open to public inspection. Kansas law establishes specific categories of records that are exempt from disclosure. The following records are currently exempt or restricted under K.S.A. § 45-221 and related statutes:
- Sealed court records: Records sealed by court order are not available for public inspection.
- Juvenile records: Records pertaining to juvenile proceedings are confidential under Kansas law.
- Ongoing criminal investigation records: Law enforcement records compiled in connection with an active investigation are exempt from disclosure.
- Personal identifying information: Social Security numbers, financial account numbers, and similar data are protected from disclosure.
- Medical and health records: Records protected under HIPAA and state health privacy laws are not subject to public disclosure.
- Adoption records: Adoption proceedings and related documents are sealed by statute.
- Child welfare and protective services records: Records maintained by child protective services agencies are confidential.
- Personnel records: Employee personnel files are exempt, with limited exceptions for certain public officials.
- Trade secrets and proprietary business information: Confidential commercial or financial information submitted to a government agency is protected from disclosure.
- Security plans and critical infrastructure details: Records relating to the security of public facilities or infrastructure are exempt.
The Kansas Legislature's open records exemptions provide the complete statutory framework governing which records may be withheld. Agencies are required to provide a written explanation when a request is denied, citing the specific statutory exemption that applies.
Miami County Recorder's Office: Contact Information and Hours
Miami County Register of Deeds
201 S. Pearl St., Suite 103
Paola, KS 66071
(913) 294-3279
Miami County Register of Deeds
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Closed on federal and state holidays.
Miami County Clerk's Office
201 S. Pearl St., Suite 101
Paola, KS 66071
(913) 294-3976
Miami County Clerk
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
6th Judicial District Court – Miami County
120 S. Pearl St.
Paola, KS 66071
(913) 294-2681
6th Judicial District Court
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Miami County Appraiser's Office
201 S. Pearl St., Suite 201
Paola, KS 66071
(913) 294-9311
Miami County Appraiser
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Miami County Sheriff's Office
1100 W. Wea St.
Paola, KS 66071
(913) 294-3232
Miami County Sheriff's Office
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM (administrative); dispatch available 24 hours