Ontario County Public Records

What Are Public Records in Ontario County?

Public records in Ontario County are defined according to the New York Freedom of Information Law (FOIL), codified in Public Officers Law § 84-90. These records encompass any information kept, filed, produced, or reproduced by, with, or for Ontario County government agencies, regardless of physical form or characteristics.

Ontario County maintains a comprehensive collection of public records that includes:

Court Records: Civil, criminal, family court, and surrogate court filings maintained by the Ontario County Clerk's Office and respective courts
Property Records: Deeds, mortgages, liens, easements, and property assessments accessible through the Ontario County Clerk's land records system
Vital Records: Birth certificates (from 1880), death certificates (from 1880), marriage licenses (from 1908), and divorce decrees (maintained by the County Clerk)
Business Records: DBA certificates, business licenses, permits, and corporate filings
Tax Records: Property tax assessments, tax rolls, and payment records maintained by the Ontario County Treasurer and local assessors
Voting and Election Records: Voter registration data, election results, and campaign finance reports maintained by the Board of Elections
Meeting Minutes and Agendas: County Board of Supervisors meetings, committee meetings, and other public body proceedings
Budget and Financial Documents: Annual budgets, financial reports, audits, and expenditure records
Law Enforcement Records: Arrest logs, incident reports (with legally required redactions), and jail records
Land Use and Zoning Records: Planning documents, zoning maps, building permits, and environmental reviews

The Ontario County Clerk's Office serves as the primary custodian for many county records, while specialized departments maintain records specific to their functions. The Records and Archives Department preserves historical records and manages the county's records retention program in accordance with the Retention and Disposition Schedule for New York Local Government Records (LGS-1).

Is Ontario County an Open Records County?

Ontario County fully adheres to New York State's open records laws, specifically the Freedom of Information Law (FOIL) as codified in Public Officers Law Article 6, § 84-90. This statute establishes the public's right to access government records with limited exceptions.

The law's declaration of legislative intent (§ 84) clearly states: "The legislature hereby finds that a free society is maintained when government is responsive and responsible to the public, and when the public is aware of governmental actions... The people's right to know the process of governmental decision-making and to review the documents and statistics leading to determinations is basic to our society."

Ontario County has implemented comprehensive FOIL procedures in compliance with state requirements. The county maintains a designated Records Access Officer who coordinates responses to public records requests across all county departments. Additionally, Ontario County complies with New York's Open Meetings Law (Public Officers Law Article 7), ensuring public access to government meetings.

The county has established an online records portal to facilitate public access to frequently requested documents, demonstrating its commitment to transparency. Ontario County's official records policy aligns with the Committee on Open Government's guidelines, which interpret and oversee implementation of FOIL statewide.

How to Find Public Records in Ontario County in 2026

Members of the public seeking records from Ontario County may utilize several methods to obtain the information they require. The county provides multiple access points for records retrieval:

Online Access: Ontario County offers an electronic records portal where citizens can search and retrieve many common records:
- Property records and land documents
- Court filings and case information
- Tax payment records
- Meeting minutes and agendas
- Budget documents
In-Person Requests: Individuals may visit the appropriate county office during regular business hours:
- For general records: Visit the County Clerk's Office
- For specialized records: Visit the department that maintains those records (e.g., Health Department for certain vital records)
- Staff can assist with locating and copying requested documents
Written FOIL Requests: For records not readily available online, submit a formal FOIL request:
- Complete the county's FOIL Request Form
- Submit via email to the Records Access Officer at: records.access@co.ontario.ny.us
- Submit via mail to: Records Access Officer, Ontario County, 20 Ontario Street, Canandaigua, NY 14424
- Include specific details about the records sought
- Provide contact information for response
Telephone Inquiries: Call the appropriate department to determine record availability and request procedures:
- County Clerk's Office: (585) 396-4200
- Records and Archives: (585) 396-4380

The county must acknowledge FOIL requests within five business days and provide an approximate timeframe for fulfilling the request. Records that are readily available may be provided immediately, while more complex requests may require additional time as permitted under Public Officers Law § 89(3).

How Much Does It Cost to Get Public Records in Ontario County?

Ontario County assesses fees for public records in accordance with the provisions set forth in New York Public Officers Law § 87(1)(b)(iii), which authorizes agencies to charge reasonable fees for copying or reproducing records. The current fee structure includes:

Standard Paper Copies: $0.25 per page for letter or legal size documents
Large Format Documents (maps, surveys, plans): $5.00 per sheet
Digital Records provided electronically:
- No fee when records are already in electronic format and can be emailed
- $10.00 for records provided on CD/DVD (when volume exceeds email capacity)
- $15.00 for records provided on USB drive (for larger file collections)
Certified Copies: Additional $10.00 certification fee per document
Specialized Records:
- Birth Certificates: $30.00 per certified copy
- Death Certificates: $30.00 per certified copy
- Marriage Licenses: $10.00 for license, $10.00 per certified copy
- Pistol Permits: $10.00 for amendment, $5.00 for duplicate
- Court Records: Varies by document type and certification requirements

Ontario County accepts the following payment methods:

Cash (in-person only)
Personal checks (made payable to "Ontario County Clerk" or appropriate department)
Money orders
Credit/debit cards (subject to processing fee of 2.5%)
Online payments for certain record types

Fee waivers may be granted when disclosure primarily benefits the general public, as determined by the Records Access Officer. Government agencies requesting records for official purposes are generally exempt from fees. The county does not charge for records inspection when no copies are made.

Does Ontario County Have Free Public Records?

Ontario County provides free access to certain public records in compliance with New York State law. Public Officers Law § 87(2) guarantees the right to inspect records without charge, even when fees apply for copies. The following free records access options are available:

In-Person Inspection: Members of the public may examine non-exempt records during regular business hours at no cost. The Records Access Officer will arrange a convenient time and place for inspection.
Online Resources: Ontario County offers free access to numerous digital records through its online services portal, including:
- Board of Supervisors meeting minutes and agendas
- County budget documents and financial reports
- Property assessment information
- Election results
- County codes and local laws
Public Access Terminals: Computer terminals are available at the County Clerk's Office and County Archives for searching digitized records at no charge.
Public Libraries: Several public libraries throughout Ontario County provide free access to certain county records and assistance with records searches.

The Ontario County Records and Archives Department maintains historical records that can be accessed for research purposes without charge. Additionally, the County Clerk's Office provides free verification of recording information for land records and court filings.

While inspection is free, standard copying fees apply when printed or electronic copies are requested, as detailed in the fee schedule established pursuant to state law.

Who Can Request Public Records in Ontario County?

Under New York Public Officers Law § 87(2), any person, regardless of citizenship or residency status, may request access to public records maintained by Ontario County. The law establishes a presumption of access that applies equally to:

New York State residents
Out-of-state residents
Foreign nationals
Business entities
Non-profit organizations
Media representatives
Government agencies

Requestors are not legally required to:

Provide identification (except for certain restricted records)
State the purpose of their request
Explain how the information will be used
Demonstrate "standing" or special interest in the records

However, certain record types have specific eligibility restrictions:

Vital Records (birth, death certificates): Access is limited to the person named in the record, immediate family members, legal representatives, or those with a documented legitimate interest pursuant to Public Health Law § 4174
Pistol Permit Records: Access is restricted under NY SAFE Act provisions
Sealed Court Records: Generally unavailable except to parties to the case and their legal representatives
Juvenile Records: Protected under Family Court Act § 375.1

When requesting records about oneself, identification may be required to verify identity and prevent unauthorized disclosure of personal information. For requests concerning another individual's records, additional documentation may be necessary to establish legal authority or legitimate interest where required by law.

Ontario County processes all eligible requests without discrimination, adhering to the statutory timeframes established in FOIL.

What Records Are Confidential in Ontario County?

Ontario County maintains certain records as confidential in accordance with exemptions established under New York Public Officers Law § 87(2). These exemptions protect privacy, safety, and other important interests. Records exempt from disclosure include:

Personal Privacy Protected Records:
- Social Security numbers, personal financial information, and medical records
- Personnel records containing medical, credit, or employment histories
- Home addresses and personal contact information of public employees
- Records that would constitute an unwarranted invasion of personal privacy
Law Enforcement Records:
- Active investigation materials that would interfere with proceedings
- Information that would identify confidential sources
- Criminal history information protected under Executive Law § 845-b
- Records that would endanger life or safety of any person
Court-Protected Records:
- Sealed court records pursuant to court order
- Family Court proceedings under Family Court Act § 166
- Juvenile delinquency records
- Youthful offender records protected by Criminal Procedure Law § 720.35
Sensitive Government Information:
- Critical infrastructure details that could endanger public safety
- Computer access codes and security measures
- Inter-agency or intra-agency deliberative materials
- Examination questions or answers prior to final administration
Statutorily Protected Records:
- Education records protected by FERPA
- Health information protected by HIPAA
- Attorney-client privileged communications
- Trade secrets or proprietary business information
- Adoption records sealed under Domestic Relations Law § 114

When a record contains both exempt and non-exempt information, Ontario County will redact the confidential portions and release the remainder, as required by Public Officers Law § 89(2)(a). The county applies a balancing test when considering discretionary exemptions, weighing the public interest in disclosure against potential harm from release.

Ontario County Recorder's Office: Contact Information and Hours

Ontario County Clerk's Office
20 Ontario Street
Canandaigua, NY 14424
(585) 396-4200
Ontario County Clerk

Public Counter Hours:
Monday - Friday: 8:30 AM - 5:00 PM
Closed on weekends and county-observed holidays

Records and Archives Department
19 Ontario Street
Canandaigua, NY 14424
(585) 396-4380
Records and Archives

Public Counter Hours:
Monday - Friday: 9:00 AM - 4:30 PM
Closed on weekends and county-observed holidays

Ontario County Board of Elections
74 Ontario Street
Canandaigua, NY 14424
(585) 396-4005
Board of Elections

Public Counter Hours:
Monday - Friday: 9:00 AM - 5:00 PM
Extended hours during election periods
Closed on weekends and county-observed holidays

Ontario County Department of Motor Vehicles
20 Ontario Street
Canandaigua, NY 14424
(585) 396-4210
Department of Motor Vehicles

Public Counter Hours:
Monday - Friday: 8:30 AM - 4:45 PM
Closed on weekends and county-observed holidays

Lookup Public Records in Ontario County