What Shows Up on Death Records in Kansas?
A Kansas death record is a vital record that reveals the personal information of the deceased person named on the record, as well as other relevant information pertaining to the death, such as the cause of death. Kansas death records only contain information on deaths that occurred within the state or a case where a dead body is found within the boundaries of the state. Typically, a death record in Kansas contains the following information:
- The decedent’s first, middle, and last name
- The decedent’s biodata, including sex, color, race, etc.
- Date and time of death
- Age at last birthday
- Place of death
- Facility name and address
- Social security number
- Date and place of birth
- Usual residence before death
- Parental and marital details
- Usual occupation, including kind of business or industry
- Medical certification of cause of death
- Informant’s name and relationship to the decedent
- Funeral director
Death records are important when processing pension claims, motor vehicle transfers, stocks, bonds, and life insurance benefits, or closing bank accounts and transferring real and personal property titles. Death records are also useful to government agencies for updating electoral registers, paid government benefits, passport records, etc. In addition, the government requires death records when setting public health goals, assessing health status at local, state, national, and international levels, and as a source for state and national mortality statistics.
How are Death Records Created in Kansas?
The death record creation process is coordinated by a funeral director or anyone taking up this responsibility, who first assumes custody of a deceased person’s body. According to Kansas Statutes § 65-2412, the death certificate for a death that occurred in Kansas must be completed and filed with the state registrar within three days. All deaths that occur in the state must be registered with the state registrar. The same also applies to a case where a dead body is found within the state. Also, if the place of death is not known, a death certificate shall be filed, specifying the place where the body was found as the place of death.
In Kansas, it became mandatory that deaths filed in the state from January 1, 2017, are filed using the Electronic Death Registration System maintained by the Kansas Department of Health and Environment. This system helps facilitate the death record creation process, making it easier and faster and ensuring that death records are accurately completed within the prescribed time frame.
The following steps are required to create a Kansas death record:
- Obtaining the deceased’s personal information
The funeral director or anyone taking up this responsibility who first assumes custody of a deceased person’s body is to obtain the deceased’s personal information from the next of kin or the most qualified person or source available. The information obtained will be recorded in the personal information section on the death certificate. - Medical certification of cause of death
After completing the deceased person’s personal information, the funeral director shall meet the physician last in attendance before the death and obtain the medical certification of the cause of death. However, if a death occurs without medical attention or an investigation is required by laws on postmortem examinations, the coroner shall investigate the cause of death and complete and sign the medical certification. This must be done within 24 hours after receipt of the death certificate or as provided in Kansas Statutes 65-2414. - Filing of the completed certificate
Upon the completion of all required information, the funeral director shall verify the information on the certificate for accuracy and file it with the state registrar. The completed document will be certified and regarded as the prima facie evidence of the facts. It can then be issued to authorized persons by the Kansas Department of Health and Environment.
How to Find Death Records Online in Kansas
Death records cannot be accessed online in Kansas. The State Vital Statistics Office of the Department of Health and Environment does not have an online database where individuals can look up Kansas death records.
Considered open to citizens of the United States, public records are available through both traditional government sources, and through third-party websites and organizations. In many cases, third-party websites make the search easier as they are not limited geographically or by technological limitations. They are considered a good place to start when looking for a specific record or multiple records. In order to gain access to these records, interested parties must typically provide:
- The name of the person listed in the record. Juveniles are typically exempt from this search method.
- The last known or assumed location of the person listed in the record. This includes cities, counties, and states.
While third-party sites offer such services, they are not government-sponsored entities and record availability may vary on these sites when compared to government sources.
How to Find Death Records for Free in Kansas
The Kansas Vital Statistics does not make provisions for free death records or fee waivers in Kansas. The payment of the required fee is a necessary requirement that must be fulfilled before the Kansas Vital Statistics Office grants a record request. However, death record information may be searched for free through church records, cemetery books, newspapers, and other related materials.
How to Obtain Death Records in Kansas
Persons seeking to obtain death records in Kansas may query the State Vital Statistics Office of the Department of Health and Environment. The department is the state repository of death records and it maintains records of deaths that occurred in the state from July 1, 1911 to the present. Deaths that occured between 1885 and 1911 were recorded at the County or City Clerk's Office. To obtain such records, contact the County Clerk's Office in the county where the death occurred.
Requesters can obtain copies of Kansas death records from the Vital Statistics Office only by mail. Visit the Kansas Vital Statistics Office website for regular updates. Intending requesters may also call (785) 296-1400, a pre-recorded message will be played with the option of speaking with a Customer Service Representative.
To request a Kansas death record, complete the Application for Certified Copy of Kansas Death Certificate (or Spanish Application) with all the required information and follow the instructions listed on the form. The following information must be provided on the form:
- Requester’s information, including daytime phone number, mailing address, and relationship to the deceased named on the death certificate
- Requester’s handwritten signature
- Specific reason for requesting the death certificate
- Specific number of copies being requested
- Full name of the deceased as listed on the death certificate
- Place of death (county or city) Must be within Kansas
- Date of death (month, day, year)
- Sex (male or female)
- Date of birth, if known, or age at time of death
- Mother's maiden name
- Father's name
After completing and signing the application, print it. A completed application should be enclosed in a business size, self-addressed and stamped envelope together with a copy of government-issued ID, necessary documentation, and required fees payable to “Kansas Vital Statistics” by a check or money order in U.S. dollars. Cash payment will not be accepted. Send enclosed envelope to:
Office of Vital Statistics
Curtis State Office Building
1000 SW Jackson, Suite 120
Topeka, KS 66612-2221
Note that if death records of different persons are being requested at the same time, the completed application and other requirements for each request should be individually enclosed in business size, self-addressed, and stamped envelopes.
Requesters that require priority services without the use of a credit card may send their requests to the Office of Vital Statistics, using any type of priority mail service such as FedEx, UPS, Express Mail, etc. In a case where a requester prefers that the request be mailed back to them by a priority mail service, a prepaid self-addressed priority mail envelope must be enclosed with the request. Note that the Office of Vital Statistics will not accept a priority service account number or a payment for the Office to use in obtaining a return priority mail service.
Examples of acceptable government-issued IDs to be provided during requests include:
- Photocopy of state ID card
- Photocopy of passport or visa
- Photocopy of driver's license
- Photocopy of military ID
Persons that do not have any of the acceptable government-issued IDs must send photocopies of any two of the secondary documents listed below:
- Social security number
- Utility bill with current address
- Car registration or title with current address
- Bank statement with current address
- Pay stub (must contain the requester’s name, social security number with the name and address of business)
An application sent with insufficient or incorrect information, wrong payment amount, or made by an ineligible requester will be returned to the requester together with a printed document explaining why the application was returned.
Requesters that cannot provide sufficient information, should provide as much relevant information as possible. If the exact death date is not known, specify a consecutive five-year search span.
Can Anyone Get a Copy of a Death Certificate in Kansas?
Kansas death certificates can only be obtained by eligible requesters with direct and tangible interest. Pursuant to Kansas Statutes 65-2422d, vital records filed with the Vital Statistics Office are not open for general public inspection and requesters must meet the eligibility requirements. This means that the requester:
- Must be named on the requested death record;
- Must be an immediate family member; or
- Must be someone who can provide legal proof that the record requested is required for the determination of personal or property rights or that such person is a named beneficiary or someone who jointly owns property with the deceased.
In addition, if legal guardianship has been established through Kansas state courts, the requester will be required to provide a copy of the guardianship papers.
Note that eligible requesters listed above must provide copies of acceptable government-issued IDs or secondary documents, and supporting documents or identifying documents before access is granted to the records.
How Much Does a Death Certificate Cost in Kansas?
A death certificate costs $15 per certified copy in Kansas. The first $15 fee includes a search fee for a five-year record and it is non-refundable even if no record is found. Fees are payable to “Kansas Vital Statistics” by a check or money order in U.S. dollars.
How Long Does It Take to Get a Death Certificate in Kansas?
Usually, the processing time for a death certificate in Kansas is dependent on the current request volume at the State Vital Statistics Office. However, processing time ranges from 7 to 10 business days for regular mail requests. Note that due to COVID-19, the delivery times of regular mails may take longer. For a faster service and to maintain prompt delivery of the death certificate, a requester may use one of the priority services or expedited mail.
How Long to Keep Records After Death
In Kansas, the length of time that death records should be preserved is not specified but it is, however, recommended that decedent’s death records and other vital records be maintained permanently after death. This is because death records are regarded as legal proof of death and may be required at any time for official purposes. In addition, the state provides that all patient records must be retained for at least 6 years from the date of the patient's death.
How to Expunge Your Death Records in Kansas?
Expungement is a process handled by a court of competent jurisdiction, which involves the permanent deletion of a record from public access. The State of Kansas does not permit the expungement of death records in the state, as only certain convictions or sensitive records qualify for expungement.
How to Seal Your Death Records in Kansas?
There are no laws permitting the sealing of death records in Kansas.
How to Unseal Your Death Records in Kansas?
There are no laws permitting the unsealing of death records in Kansas.
