Find Greenwood County Clerk Records

Greenwood County Clerk Office

The Greenwood County Clerk is the county-government clerk for administrative county records. The county page names Deann McCaffree as County Clerk and Election Official. Amanda Winn is listed as Deputy Clerk, and Jean Edwards is listed as Real Estate Tax Clerk. This office is located in Suite 3 at the courthouse in Eureka.

The County Clerk is not the district court case-file clerk. That split is the main point for Greenwood County records work. Court cases, dockets, district court copy requests, certified court documents, public terminal appointments, marriage-license court routing, and protection-order court filings are handled by the Clerk of the District Court. County-government records under KORA begin with the County Clerk unless another county custodian holds the record.

Greenwood County Clerk Duties

The County Clerk's work is administrative county-government work. The office serves as official secretary for the Board of County Commissioners, records commission meeting minutes, and produces written minutes. The office also performs tax-roll and levy duties, receives budgets from school districts, cities, townships, and other taxing authorities, files county property values, and sets official mill levies based on those values.

• Maintains Board of County Commissioners records and written minutes.
• Handles county property tax levy and tax roll preparation duties.
• Receives budgets from local taxing authorities.
• Maintains land records of the county for taxation purposes.
• Records real estate transfers in transfer records for tax purposes.
• Maintains taxpayer mailing addresses.
• Issues county licenses and permits documented by the county clerk office.

These duties make the County Clerk a strong starting point for county administrative records, but not for court case outcomes. A request for a criminal judgment, divorce decree, probate order, docket sheet, court hearing copy, or certified court document should go to the Clerk of the District Court at 620-583-8153.

Greenwood County KORA Requests

The official Greenwood County Open Records Requests page explains the county-government KORA process. KORA is cited as K.S.A. 45-215 et seq. The county page states that KORA covers existing records. It does not require the county to create new records, compile special reports, answer questions, or interpret records. For county-government records, the page says the best place to begin is the County Clerk's Office.

Greenwood County must act on a request as soon as possible and not more than three business days later, beginning the day after receipt. The county may provide copies or explain inspection, acknowledge receipt with an estimated time and cost, or explain why records cannot be provided. Routine requests are often completed within three business days, but complex requests can take longer after acknowledgment and cost estimate.

Denials must cite the legal basis and are made on advice of legal counsel. If a record has both open and closed material, the closed parts may be redacted and the open parts may be released. The county may charge for staff redaction time. Lists of names and addresses cannot be used for sales or marketing, and the request form includes a certification tied to that rule.

Greenwood County KORA Form Fields

The county open-records request form is available online and at the clerk's office. Its fields show how the county expects a requester to identify the person making the request, describe the existing record, explain the use, choose delivery, and sign any required certification. A precise request is more useful than a broad question because KORA is about existing records.

Request Greenwood County Records

A practical KORA request should start by deciding whether the record is actually a county-government record. Commission minutes, county budgets, tax levy records, transfer records for taxation, license records, permit records, and other county administrative records fit the County Clerk scope. Court case records, prosecutor case files, and district court documents do not.

1. Identify the county office likely to hold the existing record.
2. Start with the County Clerk when the request involves county-government records or the correct custodian is unclear.
3. Use the county request form and describe the record, date range, names, department, and format needed.
4. State whether paper, electronic delivery, mail, fax, email, or pickup is preferred.
5. Sign the form and complete the sales-list certification when the request involves names or addresses.
6. Wait for the county's response, acknowledgment, cost estimate, redaction notice, or denial with legal basis.

If a request asks for information that is partly open and partly closed, the county can redact the closed part and release the rest. Redaction can add staff time. A narrow request for a specific meeting date, license, transfer record, or tax levy document is easier to process than a request asking the county to research and summarize a topic.

Greenwood County Administrative Records

County Clerk records can help with county governance, taxes, local budgets, and land-transfer-for-taxation questions. The Board of County Commissioners record set is especially important because the County Clerk serves as the official secretary and records minutes. Those minutes can document county actions, approvals, budget decisions, local policy items, and records of public meetings.

Tax-related clerk records are separate from court fines or court costs. The County Clerk handles duties relating to property tax levies and tax roll preparation. The office receives budgets from school districts, cities, townships, and other taxing authorities, files county property values, and sets official mill levies based on those values. The Real Estate Tax Clerk role also connects the office to land-transfer records for taxation and taxpayer mailing addresses.

Greenwood County KORA Costs

The research did not locate a county clerk fee table with fixed amounts for every county-government record. The county KORA form includes government-use lines for estimated materials, labor, postage, other costs, and total estimated cost. The county open-records page also says fees may be charged for staff redaction time when closed material must be removed from an otherwise open record.

This page does not assign dollar amounts that were not located in the research file. For court copy fees, use the district court fee schedule instead. For Register of Deeds copy or e-recording work, use the Register of Deeds office because that office has its own record systems and public workstations.

County Clerk vs Court Clerk

The split-clerk structure is easy to miss because both offices are tied to the courthouse. The County Clerk is a county-government records office. The Clerk of the District Court is the court case-file office. The county open-records page expressly says the Thirteenth Judicial District and Greenwood County District Attorney or County Attorney office are State of Kansas offices, not part of county government, even though they are located in the courthouse.

Note: The County Clerk cannot be used as a shortcut for sealed, restricted, or unavailable court records.

Greenwood County Clerk Boundaries

The County Clerk is not the Register of Deeds, though both offices may matter in land-related research. The Register of Deeds records real estate transactions, deeds, mortgages, oil and gas leases, platted additions, financing statements, security agreements, tax liens, powers of attorney, and military discharges. That office has three public workstations for records from 2003 to present and numerical indexes from 1858 to present. ORKA is used for property searches by name, address, or legal description.

The County Clerk is also not KDHE, the Kansas Judicial Branch marriage portal, or the sheriff. Marriage license applications are handled through the Kansas Judicial Branch online portal. Certified marriage and divorce certificates are handled by KDHE Office of Vital Statistics. Sheriff and jail records route through sheriff, jail, VINELink, KASPER, or other documented custody channels depending on the type of record.

Keeping those boundaries clear makes a Greenwood County records request faster. It also lowers the chance of a denial or delay because the wrong office received a request for a record it does not hold.