Records Management and the Law - Kansas Historical Society

<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Transitional//EN" "http://www.w3.org/TR/xhtml1/DTD/xhtml1-transitional.dtd"> <html xmlns="http://www.w3.org/1999/xhtml" lang="en"> <head> <title> Records Management and the Law - Kansas Historical Society </title> <meta http-equiv="Content-Type" content="text/html; charset=utf-8" /><link href="/favicon.ico" type="image/x-icon" rel="icon" /><link href="/favicon.ico" type="image/x-icon" rel="shortcut icon" /><meta name="description" content="Kansas Historical Society" /> <meta name="keywords" content="Kansas,History,Kansas History,Kansas Historical Society,Kansas State Historical Society" /><script type="text/javascript" src="/js/jquery-1.4.2.min.js?1272577383"></script><script type="text/javascript" src="/js/rotator/spritespin.js?1473954695"></script><script type="text/javascript" src="/js/rotator/spritespin.beh-drag.js?1473954695"></script><script type="text/javascript" src="/js/jquery-ui-1.7.1.custom.min.js?1261090102"></script><script 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href="/js/megamenu/css/megamenu.css?1308000385" /><link rel="stylesheet" type="text/css" href="/js/themes/base/jquery.ui.all.css?1270477571" /><link rel="stylesheet" type="text/css" href="/js/nivo-slider/nivo-slider.css?1355266153" /><link rel="stylesheet" type="text/css" href="/css/colorbox/1/colorbox.css?1304970210" /><link rel="stylesheet" type="text/css" href="/js/jcarousel/skin.css?1300990518" /><link rel="stylesheet" type="text/css" href="/css/layout.default.css?1498750877" /> <link rel="stylesheet" type="text/css" href="/css/layout.default.print.css?1298401485" media="print" /> <link rel="stylesheet" type="text/css" href="/css/site-themes/archives.css?" /> <style type='text/css'> #container { background-image:url('/css/site-themes/images/archives_bg.png'); background-repeat: repeat-y; } </style> </head> <body> <div id="container"> <a class="hide" href="#nav">Jump to Navigation</a> <div id="inner_container"> <div id="content"> <h1>Records Management and the Law</h1> <div> <p> Kansas state and local government records are governed by various laws and regulations.  Awareness of the relevant state and federal requirements pertaining to records management ensures compliance with applicable laws. </p> <p> Below are direct links to the full text of each law as well as a brief explanation of the content.</p> <p> <em>NOTE: This is not an exhaustive list of all statutes governing the recordkeeping practices of a state agency or local office.</em></p> <p> <strong><em>For interpretation of these laws, consult your agency legal department or counsel, or contact the Kansas Attorney General's Office for assistance.</em></strong></p> </div> <p> <a name="government"></a><a href="http://kslegislature.org/li/b2015_16/statute/045_000_0000_chapter/045_004_0000_article/"><em>Government Records Preservation Act (K.S.A. 45-401 et seq.)</em></a>: </p> <ul> <li> Defines government records.</li> <li> Declares records to be state property</li> <li> Prohibits their unauthorized destruction.</li> <li> Regarding the State Records Board: <ul> <li> Lists duties and responsibilities;</li> <li> Exempts legislative and judicial records from their control;</li> <li> Designates the Kansas Historical Society as the official State Archives.</li> </ul> </li> <li> Regarding the State Archivist: <ul> <li> Specifies duties and responsibilities;</li> <li> Authorizes access to confidential information;</li> <li> Provides for the creation of standards and best practices for electronic recordkeeping;</li> <li> Certify via electronic signature electronic records to have all the legal force and effect as the original;</li> </ul> </li> <li> Requires state and local agencies to cooperate with the State Records Board and the State Archivist in regards to records.</li> <li> Stipulates the conditions for the destruction of records after microfilming.</li> </ul> <p> <em><a name="public"></a><a href="http://kslegislature.org/li/b2015_16/statute/075_000_0000_chapter/075_035_0000_article/075_035_0001_section/075_035_0001_k/">Public Records Act (K.S.A. 75-3501 et seq.)</a></em>: </p> <ul> <li> Defines records.</li> <li> Regarding the State Records Board: <ul> <li> Creates the board;</li> <li> Establishes the composition;</li> <li> Outlines general responsibilities</li> </ul> </li> <li> Regarding micrographic and optical disc records: <ul> <li> Authorizes admissibility in court;</li> <li> Requires agency compliance with standards.</li> </ul> </li> <li> Requires state agencies to maintain titles, deeds, or other records related to any real estate transactions conducted by the agency.</li> <li> Provides guidelines for the use of acid-free and permanent paper.</li> <li> Prohibits disclosure of individuals’ social security numbers, but not access to full records containing that information.</li> </ul> <p> <em>State Records Board</em> <a href="http://www.sos.ks.gov/pubs/pubs_kar.aspx">K.A.R. 53-4-1</a>,</p> <ul> <li> Implements the Kansas Public Records Act</li> <li> Describes the duties of records officers</li> </ul> <p> <a href="http://kslegislature.org/li/b2015_16/statute/045_000_0000_chapter/045_002_0000_article/"><em>Kansas Open Records Act, or KORA (K.S.A. 45-215 et seq.)</em></a>:</p> <ul> <li> Declares records open for inspection unless otherwise provided by this act.</li> <li> Requires the development of policies to provide prompt and convenient public access to government records for a reasonable fee.</li> <li> Describes specific categories of records that are exempt from disclosure.</li> <li> State agencies have discretion to release some records exempted from disclosure by the KORA. (See or these categories.)</li> <li> Provides that records exempted by KORA and still in existence will be open to the public after <strong>70 years</strong> unless closed by another specific statute or regulation.</li> <li> Provides description of enforcement actions and penalties for violations.</li> <li> Requires the designation of a local freedom of information officer per office</li> <li> Requires a citizens’ right to access brochure be available to the general public.</li> <li> Provides for legislative review of exceptions</li> <li> Prohibits unlawful use of names derived from public records.</li> <li> Requires not-for-profit entities receiving public monies over a certain amount to retain and make publicly available records regarding the expenditure of those funds.</li> </ul> <p> <a href="http://kslegislature.org/li/b2015_16/statute/075_000_0000_chapter/075_043_0000_article/075_043_0017_section/075_043_0017_k/"><em>Kansas Open Meetings Act, or KOMA (K.S.A. 75-4317 et seq.)</em></a>: </p> <ul> <li> Defines meetings.</li> <li> Declares meetings that conduct governmental affairs or governmental business transactions be open to the public.</li> <li> Provides for public notices to be given regarding meetings.</li> <li> Provides for exceptions when meetings may be closed.</li> <li> Describes penalties and enforcement actions.</li> </ul> <p> <strong><em>Other laws that may be applicable to an agency’s or office’s recordkeeping practices include but are not limited to:</em></strong></p> <p> <a href="http://kslegislature.org/li/b2015_16/statute/012_000_0000_chapter/012_016_0000_article/012_016_0058_section/012_016_0058_k/">K.S.A. 12-1658</a>  - K.S.A 12-1661 and <a href="http://kslegislature.org/li/b2015_16/statute/019_000_0000_chapter/019_026_0000_article/019_026_0047_section/019_026_0047_k/">K.S.A 19-2647</a>  - K.S.A. 19-2651</p> <ul> <li> <span style="font-family: Verdana, 'Gill Sans', 'lucida grande', helvetica, arial, sans-serif; font-size: 11pt;">Allows cities, municipalities, and counties respectively to provide for the care and housing of records and objects of historical interest to the city, municipality, or county following a resolution.</span></li> <li> Indicates that a local historical society can be designated to serve as the supervisor or curator of such a collection.</li> <li> Allows that public funds may be used toward that purpose.</li> </ul> <p> <a href="http://kslegislature.org/li/b2015_16/statute/016_000_0000_chapter/016_016_0000_article/">K.S.A. 16-1601 et seq.</a>: <span style="font-family: Verdana, 'Gill Sans', 'lucida grande', helvetica, arial, sans-serif; font-size: 11pt;">Allows for the use of electronic signatures and electronic recordkeeping</span></p> <p> <a href="http://kslegislature.org/li/b2015_16/statute/021_000_0000_chapter/021_059_0000_article/021_059_0020_section/021_059_0020_k/" style="font-family: Verdana, 'Gill Sans', 'lucida grande', helvetica, arial, sans-serif; font-size: 11pt;">K.S.A. 21-5920</a><span style="font-family: Verdana, 'Gill Sans', 'lucida grande', helvetica, arial, sans-serif; font-size: 11pt;">: </span><span style="font-size: 11pt; font-family: Verdana, 'Gill Sans', 'lucida grande', helvetica, arial, sans-serif;">Defines tampering with a public record as a class A nonperson misdemeanor</span></p> <p> <a href="http://kslegislature.org/li/b2015_16/statute/046_000_0000_chapter/046_021_0000_article/">K.S.A 46-2101 et seq.</a>: <span style="font-family: Verdana, 'Gill Sans', 'lucida grande', helvetica, arial, sans-serif; font-size: 11pt;">Establishes a legislative Joint Committee on Information Technology</span></p> <p> <a href="http://kslegislature.org/li/b2015_16/statute/075_000_0000_chapter/075_001_0000_article/075_001_0003_section/075_001_0003_k/">K.S.A. 75-103</a> –K.S.A. 75-105</p> <ul> <li> Governs records created by and for the Governor’s Office. </li> <li> Establishes that certain records shall be transferred to the State Archives <strong>3 years</strong> after a governor has left office and they <ul> <li> remain in the Governor’s custodianship until his or her death.</li> <li> may remain closed at the Governor’s discretion or due to KORA exemptions.</li> </ul> </li> </ul> <p> 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href="/20428">Virtual + Video</a></li> <li><a href="/14921">Read Kansas!</a></li> <li><a href="/20535">Sources for student research</a></li> </ul> </li> <li><a href="/18957">Tours and events</a> <ul> <li><a href="/p/guided-tours/16792">Tours - Museum</a></li> <li><a href="/p/kansas-state-capitol-tour-request-form/15844">Tours - Capitol</a></li> <li><a href="/18594">Tours - Historic Sites</a></li> <li><a href="/p/kansas-museum-of-history-events/18982">Events - Museum</a></li> <li><a href="/p/events-capitol/18983">Events - Capitol</a></li> <li><a href="/15038">Tours - State Archives</a></li> <li><a href="/20545">Events - Historic Sites</a></li> </ul> </li> <li><a href="/p/professional-support/18956">Professional support</a> <ul> <li><a href="/p/history-time-a-newsletter-for-kansas-educators/20413">History Time Newsletter</a></li> <li><a href="/18956">Education YouTube</a></li> <li><a href="/18956">Conferences, Inservices, Events</a></li> </ul> </li> <li><a href="/19578">Museum</a> <ul> 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