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How to Find Public Records in Madison County in 2026
Members of the public seeking government documents in Madison County, New York may access a range of publicly available information through MadisonNYRecords.us, which aggregates data related to property, court proceedings, and other official filings maintained by county agencies. Madison County maintains official records through several departments, and the information available may include property deeds, court filings, tax assessments, vital records, and meeting minutes, among other document categories. The availability and completeness of any particular record depends on the custodial office, the nature of the document, and applicable state law.
Records in Madison County may be searched through official court resources, the County Clerk's office, public access terminals located at county offices, and online tools maintained by county departments.
Online Access:
- The Madison County Real Property portal provides current property lookup tools for parcel data, assessments, and ownership information accessible through the county's property records search
- Land records, court indices, and document images may be searched on public computers available at the County Clerk's office
- The New York State Courts Electronic Filing (NYSCEF) system provides online access to certain civil court filings
- No registration is required to inspect records at public terminals during regular business hours
In-Person Requests: Members of the public may visit the Madison County Clerk's Office at 138 N. Court Street, Wampsville, NY 13163. Office hours are Monday through Friday, 8:00 a.m. to 4:00 p.m. Requestors should identify the record type, approximate date range, and names of parties involved. Staff will assist in locating documents, and copies may be obtained for a per-page fee.
Written/Mail Requests: Written requests should be directed to the Madison County Clerk, P.O. Box 668, Wampsville, NY 13163. Each request should include the requestor's name, mailing address, a description of the records sought, and the preferred format for response. Under New York Public Officers Law § 89, agencies are required to respond within five business days of receipt.
Phone/Email: The County Clerk's office may be reached by telephone at (315) 366-2261. Email inquiries may be submitted through the contact form available on the County Clerk quick links page.
What Are Public Records in Madison County?
Public records in Madison County are defined under New York's Freedom of Information Law as any information kept, held, filed, produced, or reproduced by a government agency in any physical form. The New York Freedom of Information Law (FOIL), codified at Public Officers Law § 84–90, establishes that all records of government agencies are presumptively open to the public unless a specific exemption applies.
The following record types are maintained by Madison County agencies:
- Court records (civil, criminal, probate, and family court matters) — maintained by the Madison County Clerk and the New York State Unified Court System
- Property records (deeds, mortgages, liens, and assessments) — maintained by the Madison County Real Property office and the County Clerk
- Vital records (birth, death, marriage, and divorce certificates) — birth and death records are maintained by the New York State Department of Health; marriage records are filed with the County Clerk
- Business records (assumed name certificates, business filings) — maintained by the County Clerk
- Tax records (property tax rolls and assessment records) — maintained by the Real Property Tax Services office
- Voting and election records — maintained by the Madison County Board of Elections
- Meeting minutes and agendas — maintained by the Madison County Legislature and individual boards
- Budget and financial documents — available through the Madison County Finance Department
- Law enforcement records (arrest logs and incident reports, where permitted) — maintained by the Madison County Sheriff's Office
- Land use and zoning records — maintained by municipal planning and zoning boards
As noted in the County Clerk FAQ, "These records can be searched for on our public computers," indicating that a substantial portion of land and court records are accessible on-site without a formal written request.
Is Madison County an Open Records County?
Madison County operates in full compliance with New York State's open records framework. Under New York Public Officers Law § 84, the Legislature declared that "a free society is maintained when government is responsive and responsible to the public, and when the public is aware of governmental actions." This statutory declaration establishes the presumption of openness that governs all county record-keeping and disclosure practices.
The New York Freedom of Information Law requires that all state and local government agencies, including Madison County departments, make records available for public inspection and copying unless a specific statutory exemption applies. The New York State Committee on Open Government, a division of the Department of State, provides guidance and advisory opinions on FOIL compliance and is available to assist both requestors and agencies in interpreting the law.
Madison County does not maintain a separate county-level open records ordinance; the county's disclosure obligations are governed entirely by state statute. Agencies are required to designate a records access officer responsible for coordinating responses to FOIL requests, and each department maintains its own records management procedures consistent with state law.
How Much Does It Cost to Get Public Records in Madison County?
The fee structure for public records in Madison County is governed by New York Public Officers Law § 87(1)(b), which limits copy fees to the actual cost of reproduction. Standard fees currently in effect include:
| Record Type | Fee |
|---|---|
| Paper copies (letter/legal size) | $0.25 per page |
| Certified copies of land records | $5.00 per document |
| Certified copies of court records | Varies by document type |
| Electronic copies (where available) | No charge or minimal fee |
| Search fees | Not charged for standard FOIL requests |
Inspection of records at public terminals is provided at no charge. Certification fees apply when an official seal or attestation is required. Payment is accepted in the form of cash, check, or money order made payable to the Madison County Clerk. Fee waivers may be available for indigent requestors or when disclosure is determined to be in the public interest, at the discretion of the records access officer.
Does Madison County Have Free Public Records?
Free inspection of public records is available at the Madison County Clerk's Office during regular business hours. Members of the public may review land records, court indices, and related documents on public access computers located at the clerk's office without incurring any charge. The county's property records portal provides free online access to parcel data, ownership information, and assessment records without requiring registration or payment.
The New York State Unified Court System also provides free online access to certain court case information through its public case lookup tools. Meeting minutes, agendas, adopted budgets, and other legislative documents are posted at no cost on the Madison County official website.
The distinction between free inspection and free copies is significant: while viewing records in person or online carries no fee, obtaining paper or certified copies is subject to the per-page and per-document fees described above.
Who Can Request Public Records in Madison County?
Any person may submit a public records request in Madison County. Under New York Public Officers Law § 87, the right to inspect and copy government records is not limited to residents of the state or county. Requestors are not required to provide identification, state a reason for their request, or demonstrate any particular interest in the records sought.
Certain record types carry additional access requirements:
- Vital records such as birth and death certificates may be restricted to the subject of the record, immediate family members, or authorized legal representatives
- Sealed court records require a court order for access regardless of the requestor's identity
- Juvenile records are restricted by statute and accessible only to authorized parties
Non-residents of New York State retain the same rights as residents under FOIL. Requestors seeking their own records — such as personal court filings or property documents — follow the same process as any other public records request, though additional identity verification may be required for certified copies of vital records.
What Records Are Confidential in Madison County?
Certain categories of records are exempt from public disclosure under New York Public Officers Law § 87(2), which enumerates specific grounds for withholding records. The following record types are currently treated as confidential or restricted in Madison County:
- Sealed court records, including those sealed pursuant to court order or by operation of law
- Juvenile delinquency and youthful offender records, protected under the New York Family Court Act
- Ongoing criminal investigation records, where disclosure would interfere with law enforcement
- Personal identifying information, including Social Security numbers, financial account data, and home addresses of protected individuals
- Medical and health records, protected under both state law and the federal Health Insurance Portability and Accountability Act (HIPAA)
- Adoption records, sealed by statute and accessible only through court petition
- Child protective services records, maintained as confidential under the Social Services Law
- Personnel records of public employees, except where disclosure is required by law or collective bargaining agreement
- Trade secrets and proprietary business information submitted to government agencies
- Security plans and critical infrastructure details, where disclosure would endanger public safety
New York's FOIL exemptions require agencies to apply a balancing test in certain circumstances, weighing the public interest in disclosure against the potential harm from release. Agencies must provide a written explanation when denying a request in whole or in part, and requestors retain the right to appeal any denial administratively and, thereafter, through Article 78 proceedings in state court.
Madison County Recorder's Office: Contact Information and Hours
The Madison County Clerk serves as the official keeper of land records, court records, and related documents. As stated on the county's official website, "The County Clerk is the keeper of records for land transactions and court proceedings, as well as the elected official responsible for managing the" county's official record repository.
Madison County Clerk's Office
138 N. Court Street
Wampsville, NY 13163
(315) 366-2261
County Clerk — Madison County, NY
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Closed on state and federal holidays
Madison County Real Property Tax Services
138 N. Court Street, Building 4, 2nd Floor
Wampsville, NY 13163
(315) 366-2346
Real Property — Madison County, NY
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Madison County Legislature / Administrative Offices
138 N. Court Street
Wampsville, NY 13163
(315) 366-2201
Madison County, NY Official Website
The New York State Department of Health maintains vital records for births and deaths occurring in New York State. Requests for certified copies of birth and death certificates should be directed to:
New York State Department of Health — Vital Records
800 North Pearl Street
Menands, NY 12204
(518) 474-3077
New York State Vital Records