Ellis County Public Records
How to Find Public Records in Ellis County in 2026
EllisRecords.org provides access to publicly available information related to public records maintained by government agencies in Ellis County, Kansas. Members of the public seeking court documents, property filings, vital records, or law enforcement data may locate those materials through official county offices, state agency portals, and authorized online search tools. The categories of records that may be accessible include:
- Court records (civil, criminal, probate, and family)
- Property deeds, mortgages, and assessment records
- Vital records (births, deaths, marriages, and divorces)
- Business licenses and permits
- Tax and financial records
- Voting and election records
- County commission meeting minutes and agendas
- Law enforcement incident reports and arrest logs (where permitted)
- Land use and zoning records
Records may be searched through official court resources, the Ellis County Clerk's office, public access terminals at the courthouse, and authorized online tools.
Online Access:
- The Kansas Case Search portal allows members of the public to search Ellis County District Court records by case number or party name at no charge.
- As Kansas courts transition to a centralized case management system, additional records are becoming available through the district court records portal maintained by the Kansas Judicial Center.
- Property and land records may be searched through the Ellis County Appraiser's online database. No registration is required for basic record searches.
In-Person Requests: Members of the public may visit the Ellis County Clerk's Office at 1204 Fort Street, Hays, Kansas 67601, during regular business hours (Monday through Friday, 8:00 AM – 5:00 PM) to inspect records. Requestors should identify the record type and approximate date range when presenting a request at the public counter.
Written/Mail Requests: Written requests must identify the record sought with sufficient specificity to allow staff to locate it. Under K.S.A. § 45-218, agencies are required to respond within three business days of receiving a written request. Requests may be mailed to: Ellis County Clerk, 1204 Fort Street, Hays, KS 67601.
Phone/Email:
- Ellis County Clerk: (785) 628-9410
- Ellis County District Court Clerk: (785) 628-9415
What Are Public Records in Ellis County?
Public records in Ellis County are documents, data, and information created or received by a government agency in the conduct of official business and subject to disclosure under Kansas law. Under K.S.A. § 45-215, a "public record" means 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 maintained by Ellis County agencies:
| Record Type | Maintaining Office |
|---|---|
| Civil, criminal, probate, family court records | Ellis County District Court |
| Property deeds, mortgages, liens | Ellis County Register of Deeds |
| Vital records (births, deaths, marriages, divorces) | Kansas Dept. of Health & Environment |
| Business licenses and permits | Ellis County Clerk |
| Property tax and assessment records | Ellis County Appraiser / Treasurer |
| Voting and election records | Ellis County Election Office |
| Meeting minutes and agendas | Ellis County Clerk |
| Budget and financial documents | Ellis County Clerk / Commission |
| Arrest logs and incident reports | Ellis County Sheriff's Office |
| Land use and zoning records | Ellis County Planning & Zoning |
The Kansas Judicial Center's public records page notes that "public court records are accessible at each courthouse and through a variety of online searches," which applies to Ellis County District Court filings. Vital records for events occurring in Kansas are preserved by the Office of Vital Statistics within the Kansas Department of Health and Environment.
Is Ellis County an Open Records County?
Ellis County fully complies with the Kansas Open Records Act (KORA), which mandates that public records be open for inspection by any person. Under K.S.A. § 45-216, "it is the intent of the legislature 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 disclosure." This provision establishes a strong presumption of openness for all records held by Ellis County agencies.
The Kansas Attorney General's office has affirmed that KORA applies to all counties in the state, including Ellis County, and that agencies bear the burden of demonstrating that a specific exemption applies before withholding any record. Ellis County does not maintain a separate county-level open records ordinance; the state statute governs all disclosure obligations. The Kansas Open Records Act also functions as the state's equivalent of a sunshine law, requiring that government meetings and records remain accessible to the public absent a specific statutory exemption.
How Much Does It Cost to Get Public Records in Ellis County?
The current fee structure for public records in Ellis County is governed by KORA and individual agency fee schedules. Fees vary by record type and the office maintaining the record.
| Fee Type | Standard Amount |
|---|---|
| Paper copies (per page) | $0.25 – $1.00 |
| Certification of records | $1.00 – $2.00 per document |
| Electronic copies | Varies by agency; some provided at no charge |
| Search/staff time fee | Agencies may charge for time exceeding the first hour |
| Vital record certified copies | $15.00 per copy (KDHE) |
| Accident report copies | Fee set by Kansas Highway Patrol |
Under K.S.A. § 45-219, agencies may charge a fee for providing copies of public records, but the fee may not exceed the actual cost of reproduction. Agencies may also charge for staff time spent locating and compiling records when the request requires more than one hour of effort. Accepted payment methods at the Ellis County Clerk's Office include cash, check, and money order. The Ellis County Register of Deeds may accept credit cards for certain transactions. Fee waivers are not expressly mandated by KORA, but individual agencies retain discretion to reduce or waive fees in appropriate circumstances.
Does Ellis County Have Free Public Records?
Free inspection of public records is available in Ellis County. KORA requires that agencies allow any person to inspect public records during regular business hours at no charge; fees apply only when copies are requested. Members of the public may inspect records in person at the Ellis County Clerk's Office, the Ellis County District Court Clerk's Office, and the Ellis County Register of Deeds without incurring any inspection fee.
Several online resources provide free access to Ellis County records without requiring payment or registration:
- The Kansas Case Search portal provides free online access to Ellis County District Court case information searchable by party name or case number.
- The Kansas Highway Patrol maintains online crash logs that allow members of the public to search for accident reports at no charge.
- The KBI registered offender database provides free public access to information about persons convicted of certain offenses in Kansas, as established by the Kansas Bureau of Investigation to facilitate public access to sex offender registry information.
The distinction between free inspection and free copies is significant: while inspection carries no fee, obtaining physical or electronic copies of records is subject to the agency's established fee schedule.
Who Can Request Public Records in Ellis County?
Any person may request public records in Ellis County. KORA does not restrict access to Kansas residents; non-residents retain the same right to inspect and obtain copies of public records as residents of the state. Requestors are not required to provide identification or state the purpose of their request as a condition of access to most public records.
Specific record types carry additional requirements:
- Vital records (birth, death, marriage, divorce certificates): Access is restricted to the registrant, immediate family members, legal representatives, or others with a demonstrated legal interest. The Office of Vital Statistics administers these restrictions under Kansas vital records statutes.
- Criminal history records: Detailed criminal history information maintained by the Kansas Bureau of Investigation may require a signed release from the subject or a demonstrated legal purpose.
- Juvenile records: Access is restricted by statute and is not available to the general public.
Persons requesting their own records are subject to the same general procedures as third-party requestors for most record types, though identity verification may be required for sensitive personal records. Non-residents seeking Ellis County records may submit requests by mail, in person, or through available online portals without restriction based on residency.
What Records Are Confidential in Ellis County?
Certain records held by Ellis County agencies are exempt from public disclosure under KORA and other applicable statutes. K.S.A. § 45-221 enumerates the categories of records that agencies may withhold from public inspection. The following record types are exempt or restricted under current law:
- Sealed court records: Records sealed by court order are not accessible to the public.
- Juvenile records: Records pertaining to juvenile proceedings are confidential by statute.
- Ongoing criminal investigation records: Law enforcement records compiled in the course of an active investigation are exempt to the extent disclosure would interfere with the investigation.
- Personal identifying information: Social Security numbers, financial account data, and similar identifiers are protected from disclosure.
- Medical and mental health records: Records protected under HIPAA and Kansas medical privacy statutes are exempt.
- Adoption records: Adoption proceedings and related documents are sealed under Kansas law.
- Child welfare and protective services records: Records of the Kansas Department for Children and Families relating to child abuse or neglect investigations are confidential.
- Personnel records: Employee personnel files are exempt, with limited exceptions for certain information about public officials.
- Trade secrets and proprietary business information: Confidential commercial or financial information submitted to a government agency is protected.
- Security plans and critical infrastructure details: Records that could compromise public safety or security infrastructure are withheld.
Agencies applying an exemption must identify the specific statutory basis for withholding the record. KORA does not require a balancing test for most enumerated exemptions, though agencies retain discretion to disclose exempt records when disclosure would not harm the interests the exemption is designed to protect.
Ellis County Recorder's Office: Contact Information and Hours
Ellis County Register of Deeds
1204 Fort Street, Room 101
Hays, KS 67601
(785) 628-9413
Ellis County Register of Deeds
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Closed on federal and state holidays.
Ellis County Clerk's Office
1204 Fort Street
Hays, KS 67601
(785) 628-9410
Ellis County Clerk
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Ellis County District Court Clerk
1204 Fort Street
Hays, KS 67601
(785) 628-9415
Ellis County District Court
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Ellis County Appraiser's Office
1204 Fort Street
Hays, KS 67601
(785) 628-9400
Ellis County Appraiser
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM
Kansas Department of Health and Environment – Office of Vital Statistics
1000 SW Jackson Street, Suite 120
Topeka, KS 66612
(785) 296-1400
Office of Vital Statistics
Office Hours:
Monday – Friday: 8:00 AM – 5:00 PM