Seward County commissioners agreed to review county practice for processing Kansas Open Records requests after staff reported that requiring a formal request form from local media had prompted concern.

County staff said the county clerk maintains a log of open-records requests for about one year and that a written request — including email — suffices under practice in many counties. "An open records request form is not required," the county clerk said during the meeting, adding that some counties nonetheless require a form as a best practice.

Commissioners discussed the practical consequences of requiring the formal form, including fees for late publications and formatting expectations from departments that supply public notices. The county administrator recommended researching what other counties and the state recommend and placing a formal proposal on the commission's October meeting agenda.

Clerk Tammy said departments already forward records requests to the clerk's office and that, where a formal form is not used, staff will treat informal written requests as if the form had been completed to ensure documentation. "If we don't go through the formality of filling out the form, we treat it in house like the formality, like the form was filled out and make sure it gets to the station," she said.

Commissioners asked staff to prepare guidance on whether to require the Kansas Open Records request form for media and other requesters, and to propose a consistent county policy. The item will return to the commission at the first meeting in October.