Ontario County, New York State Court Records
Ontario County court records are official documents created, entered, filed, and maintained by a court or custodian in connection with a case in the county. These records explain what was filed in a case, when hearings took place, and what decisions the court made, including orders, judgments, and other official paperwork.
In Ontario County, the County Clerk is the custodian of Supreme Court and County Court records, including most civil and criminal court records as well as the county's public land records. The Ontario County Clerk's Office is the primary point of access for public court records filed with that office.
Ontario County court records relate to other public records (e.g., arrest records and vital records) but differ from them. For example, the New York State Department of Health Vital Records office, and not the court, handles vital records (birth and death certificates). Law enforcement is responsible for arrest and booking information. At the same time, the New York State Division of Criminal Justice Services (DCJS) oversees statewide criminal history records. Individuals often file federal cases in the U.S. District Court for the Western District of New York. Requesters may access such records through the clerk's office and PACER.
Are Ontario County Court Records Public?
Yes. In Ontario County, most court records are considered public. However, access to these court documents is governed by New York's court-access rules (not the Freedom of Information Law) and by statutes or court rules that may classify records as confidential, sealed, or restricted. Specifically, Judiciary Law § 255 regulates how court clerks, including the Ontario County Clerk's Office, search for and provide copies and certification of records. This law allows a court clerk to search court files, papers, records, dockets, and provide certificates after a requester submits a record request and pays the relevant fees.
Interested parties may view or request copies of most adult civil and criminal case records unless a statute, rule, or court order limits access. In New York civil cases, the court may seal court records only after establishing good cause (22 NYCRR § 216.1(a)) and providing a written finding of good cause stating the grounds for sealing. However, it is worth noting that some records may be unavailable online, available only at the courthouse or County Clerk's Office, or restricted from public inspection.
According to New York's official CourtHelp guidance, commonly restricted case types and records include adoption proceedings; matrimonial (divorce) records and details; family court records; juvenile delinquency matters; sealed criminal records; records involving minors; and records sealed by court order.
What Information is Available in Ontario County Court Records?
The typical components of an Ontario County court record include:
- Case number
- Party names
- Attorney names
- Court name
- Case type
- Filing date
- Case status
- Index information
- Docket entries
Other features of a disclosable Ontario County court record include motions, pleadings, orders, judgments, dispositions, hearing dates, sentencing information (criminal cases), civil case filings, and court calendar information.
Ontario County Court Records Search
Online Access
Requesters may use the County Clerk's online service to search the indexes of land records and court filings maintained by the Ontario County Clerk's Office. They may search the portal as a guest or register for an account and subscribe to a plan (e.g., one-day, monthly, or annual access) to view and print available images.
Interested parties may also use New York's eCourts tool to look up case information for Ontario County courts, depending on what is available for that court or case type. They may access information on active and disposed Civil Supreme Court cases for all counties in New York State, including Ontario County. WebCriminal typically displays information on active criminal cases with future appearance dates in select New York State Courts of criminal jurisdiction, including the Ontario County Court.
In-Person Access
Individuals seeking detailed court records or generally preferring in-person access may contact the Ontario County Clerk's Office, as the custodian of Supreme Court and County Court records. The contact and location details of the Ontario County Clerk's Office and the Ontario Supreme and County Courthouse are as follows:
Ontario County Clerk's Office
20 Ontario Street
Canandaigua, NY 14424
Phone: 585-396-4451
Ontario County Supreme and County Court
27 North Main Street
Canandaigua, NY 14424
Phone: 585-412-5300
Fax: 585-412-5327
Hours: Monday to Friday, 9:00 a.m. to 5:00 p.m.
Applicants seeking copies of court documents via mail-in requests are expected to send a self-addressed, stamped envelope (SASE) and the required payment ($0.65 per page, with a minimum charge of $1.30 per document) to the Ontario County Clerk's Office:
Ontario County Clerk's Office
20 Ontario St.
Canandaigua, NY 14424
Requesters should note that the County Clerk's Office does not accept requests or conduct searches over the phone.
Fees for Court Records in Ontario County
In Ontario County, like other counties in New York State, requesters may view publicly available court records for free. However, state law (§ 255) allows clerks of courts to charge a fee for copies of such documents.
The different copy-related costs for filed or recorded documents, as outlined in the Ontario County Clerk's fee schedule, are as follows:
- Plain copies of court documents cost $0.65 per page, with a minimum charge of $1.30.
- Certified copies cost $1.25 per page, with a minimum charge of $5.00.
- Exemplified copies cost $15.00.
- Mailed copy requests cost $0.65 per page, with a minimum of $1.30 per document. Requesters must also include a copy request and a self-addressed, stamped envelope along with the applicable payment.
- Certified copies of a divorce decree (available only to divorcing parties and their attorneys) cost a minimum fee of $5.00. Eligible requesters are advised to call the County Clerk's Office to confirm the copy fee amount before submitting payment.
Ontario County Courthouse Locations
In Ontario County, the Ontario County Courthouse is the primary courthouse. This court location includes the Supreme Court, Family Court, Surrogate's Court, and jury services. Other courts include city court locations and town and village justice courts. The locational addresses of these courts are as follows:
Ontario County Supreme and County Court
27 North Main Street
Canandaigua, NY 14424
Phone: 585-412-5300
Fax: 585-412-5327
Ontario County Family Court
27 North Main Street
1st Floor, Room 130
Canandaigua, NY 14424
Phone: 585-412-5299
Fax: 585-412-5327
Ontario County Surrogate's Court
27 North Main Street
Canandaigua, NY 14424
Phone: 585-412-5301
Fax: 585-412-5331
Ontario County Jury Office
27 North Main Street
Canandaigua, NY 14424
City Courts in Ontario County
255 Exchange Street
Geneva, NY 14456
Phone: 315-237-6575
Fax: 315-237-6415
2 North Main Street
Canandaigua, NY 14424
Phone: 585-412-5170
Criminal Records Access in Ontario County
In Ontario County, inquirers may request a review of their New York State criminal history record through theNew York State Division of Criminal Justice Services (DCJS). The DCJS is the custodian of statewide criminal history records (also known as a "rap sheet"), not New York County courts. They may also request a statewide name-based background check through the New York State Office of Court Administration's Criminal History Record Search (CHRS). The CHRS is available for a $95.00 fee and is based on an exact match of name and date of birth.
Requesters should note that a statewide criminal history check differs from local Ontario County criminal records. They may access local Ontario County criminal case records (dockets, orders, and dispositions) through the court record system and the Ontario County Clerk's office for cases filed in the county.
Online portals (availability varies by case type): For e-filed cases, requesters may use the NYSCEF "Guest Search to locate e-filed Supreme Court case documents. They may also use the eCourts tools to obtain information on case status, appearance, and tracking across several courts, with varying coverage by court or case type.
Inquirers may also use the Ontario County Clerk's online record search system to search indexes of land records and court filings kept by the Clerk's Office. To search only court records, requesters must choose the "Civil/Criminal Case Name" option on the portal.
In-person searches: Individuals seeking court records that are inaccessible online or actual copies of court documents may visit the Ontario County Courthouse at 27 North Main Street, Canandaigua, NY 14424 or call to book an appointment at 585-412-5300.
Ontario County Probate Records
Probate refers to the legal process of distributing a deceased person's assets to their heirs. In Ontario, the documents produced by this process are known as probate records and include wills, estate inventories, letters of administration, and other paperwork related to the administration and settlement of deceased persons' estates.
In New York, the Surrogate's Court is a specialized court that handles all probate matters. Consequently, the Ontario County Surrogate's Court handles matters involving decedents' estates, trusts, and guardianships and maintains the county's probate records.
Ontario County Family Court Records
Ontario County Family Court records comprise documents generated in family-law cases handled by the court, including child custody, visitation, child support, paternity, family offense/order-of-protection matters, guardianship-related matters, and some cases involving children. However, it is worth noting that the Supreme Court handles divorce cases, not Family Court.
Family Court proceedings and records are not open to indiscriminate public inspection under Family Court Act § 166. Ontario County treats divorce records as sealed files and only makes them available to divorcing parties or their attorneys.
Online portal availability
Parties involved in cases, such as custody or visitation, guardianship, paternity, child support, or parentage matters, may use the NYSCEF e-filing portal to file documents and access e-filed papers online, depending on the case and eligibility rules.
The general public may use eCourts to view current and disposed case information, including future appearance dates for Family Court matters where available.
In-person access
Since Family Court documents are restricted, the best approach for a party or an authorized person to request copies in person is to visit the Ontario County Family Court Clerk's Office (separate from the Ontario County Clerk's Office), which is the custodian of Ontario County Family Court case records.
The Ontario County Family Court Clerk's Office is located at:
27 North Main Street
1st Floor, Room 130
Canandaigua, NY 14424.
Phone: 585-412-5299
Fax: 585-412-5327.
Eligible parties seeking divorce decrees must obtain these records from the Ontario County Clerk's Office. When appearing in person, they must provide identification, preferably a driver's license.
For mail-in requests, requesters are expected to send a request packet that includes a notarized request, a self-addressed, stamped envelope, and copy fees. Ontario County lists a $5 minimum fee for a certified copy and advises calling 585-396-4200 to confirm the amount due before submitting payment.
Federal Court Records in Ontario County
Federal court records comprise documents and case files created during legal proceedings in a federal court, which differ from those handled by an Ontario County court or New York State courts. Ontario County falls under the jurisdiction of the United States District Court for the Western District of New York. This federal trial court handles most federal civil and criminal proceedings originating in the county.
Interested parties may access federal court records through the Public Access to Court Electronic Records (PACER). The platform offers public access to federal court dockets and filings. To view records on the platform, users must register for a PACER account. Given that each federal court maintains its own case information, users who do not know a court's specific details can use the PACER Case Locator to find it.
For assistance locating a specific case, obtaining copies, or viewing actual documents, inquirers may visit the Clerk's Office at their Buffalo Office.
