Onondaga County Public Records
What Are Public Records in Onondaga County?
Public records in Onondaga County are documents, files, and information created, received, or maintained by government agencies that are accessible to the public pursuant to New York State Public Officers Law Article 6, commonly known as the Freedom of Information Law (FOIL). According to § 84 of this law, government records are presumed to be open to public inspection unless specifically exempted by statute.
Onondaga County maintains numerous types of public records, including:
- Court Records: Civil, criminal, family court, and surrogate's court proceedings maintained by the Onondaga County Clerk's Office and respective court clerks
- Property Records: Deeds, mortgages, liens, easements, and property transfers dating back to 1794 when the county was established
- Vital Records: Birth, death, marriage, and divorce certificates (with access restrictions)
- Business Records: Business certificates, DBAs (Doing Business As), and corporate filings
- Tax Records: Property tax assessments, tax maps, and payment records
- Voting and Election Records: Voter registration data and election results
- Meeting Minutes: County legislature proceedings, board meetings, and public hearings
- Budget Documents: County financial records, expenditures, and annual budgets
- Law Enforcement Records: Arrest logs, incident reports (with exemptions for ongoing investigations)
- Land Use Records: Zoning applications, building permits, and environmental reviews
The Onondaga County Clerk's Office serves as the primary custodian for many of these records, particularly those related to real property transactions, court filings, and business registrations. Other records are maintained by specific departments such as the Department of Assessment, Board of Elections, and the County Comptroller's Office.
Is Onondaga County an Open Records County?
Onondaga County fully complies with New York State's Freedom of Information Law (FOIL), codified under Public Officers Law Article 6, § 84-90. This comprehensive open records law establishes the public's right to access government records with limited exceptions.
The law's declaration of legislative intent under § 84 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."
Onondaga County has implemented this mandate through its own FOIL procedures, requiring each county department to respond to records requests within the statutory timeframes. Under current law, agencies must acknowledge requests within five business days and provide records or a determination within twenty business days in most circumstances.
The county maintains a Records Access Officer who coordinates responses to FOIL requests and ensures compliance with state transparency requirements. Additionally, Onondaga County adheres to the Open Meetings Law, which requires public access to meetings of public bodies, further demonstrating the county's commitment to governmental transparency.
How to Find Public Records in Onondaga County in 2026
Members of the public seeking records in Onondaga County may utilize several methods to locate and obtain the information they need:
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Online Access: Many records are available through the county's official websites. The Onondaga County Clerk's Office provides online access to property records, court filings, and business certificates. Users can search these databases by name, property address, or case number.
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In-Person Requests: Individuals may visit the appropriate county office during regular business hours to inspect records in person. Many departments maintain public terminals for searching electronic records.
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FOIL Requests: For records not readily available online, requestors may submit a formal Freedom of Information Law (FOIL) request. These requests should:
- Be submitted in writing (email is acceptable)
- Clearly describe the records sought
- Include contact information for the requestor
- Be directed to the Records Access Officer of the specific department
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Department-Specific Procedures:
- Property Records: Search mortgages and deeds through the County Clerk's Office
- Court Records: Access through the County Clerk for Supreme and County Court records, or respective court clerks for other courts
- Vital Records: Request through the County Health Department (restrictions apply)
- Law Enforcement Records: Submit requests to the Sheriff's Office or New York State Police
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Records Request Portal: Onondaga County maintains an electronic records request system where the public can submit and track FOIL requests online.
Agencies are required to respond to requests within five business days, either by providing the records, denying access with reasons, or acknowledging receipt with an estimated date when the request will be granted or denied.
How Much Does It Cost to Get Public Records in Onondaga County?
Onondaga County assesses fees for public records in accordance with § 87(1)(b)(iii) of the New York Public Officers Law, which permits agencies to charge reasonable fees for copying or reproducing records. The current fee structure includes:
- Standard Photocopies: $0.25 per page for letter or legal size documents
- Large Format Documents (maps, plans, surveys): $5.00-$15.00 per sheet depending on size
- Digital Records:
- No charge when records are provided electronically if already in digital format
- $0.25 per page for scanning paper records to digital format
- Actual cost of storage media if provided on CD/DVD/USB drive
Specialized Record Fees:
- Certified Copies: $10.00 per document
- Deed and Mortgage Recordings: $40.00 base fee plus $5.00 per page
- Court Records: $1.00-$8.00 per document depending on type
- Vital Records: $10.00 for birth/death certificates, $10.00 for marriage licenses
The county accepts payment by cash, check, money order, and credit/debit cards for most transactions. Electronic payments may incur a processing fee of approximately 2.5%.
Fee waivers may be granted when disclosure would primarily benefit the general public, particularly for requests from non-profit organizations or academic researchers. Such waiver requests must be submitted in writing with the initial records request.
For extensive searches requiring substantial staff time, the county may charge the actual cost of employee time spent retrieving and preparing records, though the first two hours of search time are typically provided at no cost.
Does Onondaga County Have Free Public Records?
Onondaga County provides free access to certain public records as required by state law. Pursuant to § 87(1)(b) of the New York Public Officers Law, all records must be available for public inspection at no cost, though fees may be charged for copies.
Free public records services in Onondaga County include:
- In-Person Inspection: Members of the public may examine any non-exempt records during regular business hours at no charge
- Online Property Records Search: Basic property ownership information and tax assessment data is available through the county's online portal without fees
- County Legislature Records: Meeting minutes, resolutions, and local laws are freely accessible on the county website
- Voter Registration Verification: Individuals may confirm their voter registration status at no cost
- County Budget Documents: Annual budgets and financial reports are published online for free public access
- GIS Maps: Basic geographic information system (GIS) maps showing property boundaries and zoning designations
The Onondaga County Clerk's Office maintains public access terminals where visitors can search property records, court filings, and business registrations at no charge, though printing from these terminals incurs standard copy fees.
Additionally, the Onondaga County Public Library system provides free access to many historical county records, including newspaper archives, historical photographs, and genealogical resources that may not be available through other county offices.
Who Can Request Public Records in Onondaga County?
Under New York's Freedom of Information Law, any person, regardless of citizenship or residency status, may request public records from Onondaga County government agencies. According to § 89(1) of the Public Officers Law, agencies must make records available to "any person," with no qualification regarding the requestor's identity or purpose.
Key eligibility considerations include:
- No Residency Requirement: Non-residents of Onondaga County or New York State have the same access rights as residents
- No Purpose Statement Required: Requestors generally do not need to explain why they seek records or how they will use them
- Identification Requirements:
- For general public records: No ID required
- For certain sensitive records: Proof of identity may be required (e.g., vital records, one's own personnel files)
- Business Entities: Corporations, organizations, and media outlets may request records
- Representatives: Attorneys or agents may request records on behalf of clients with proper authorization
Special considerations apply when requesting records about oneself versus records about others:
- Personal Records: Individuals requesting their own records (such as personnel files or case records) must provide identification
- Records About Others: Access may be limited by privacy protections under § 89(2) of the Public Officers Law
- Vital Records: Birth, death, and marriage certificates have specific eligibility requirements based on relationship to the subject
Government agencies may ask for contact information to communicate about the request but cannot deny access based on a refusal to provide personal information beyond what is necessary to respond to the request or verify eligibility for restricted records.
What Records Are Confidential in Onondaga County?
While Onondaga County strives for transparency, certain records are confidential under state and federal laws. Pursuant to § 87(2) of the New York Public Officers Law, the following records are exempt from disclosure:
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Personal Privacy Protected Information:
- Social Security numbers
- Medical and health records (protected under HIPAA)
- Personnel evaluations and disciplinary records (with limited exceptions)
- Personal financial information
- Home addresses and telephone numbers of public employees
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Law Enforcement Records:
- Active criminal investigations
- Information that would identify confidential sources
- Information that would interfere with judicial proceedings
- Records that would reveal non-routine criminal investigative techniques
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Child and Family Records:
- Child protective services reports and investigations
- Child abuse and maltreatment records
- Foster care records
- Adoption records
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Court-Protected Records:
- Sealed court records
- Juvenile delinquency proceedings
- Family Court Act proceedings
- Mental health commitment records
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Security and Infrastructure Information:
- Critical infrastructure details
- Computer access codes and security plans
- Emergency response plans
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Inter/Intra-Agency Materials:
- Deliberative process documents
- Draft policies before final adoption
- Recommendations and opinions (non-factual portions)
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Commercial Information:
- Trade secrets submitted to the county
- Information that would cause substantial competitive harm if disclosed
When records contain both exempt and non-exempt information, § 89(2)(a) requires agencies to provide the records with exempt information redacted. Agencies must cite the specific statutory provision justifying each denial or redaction when refusing access to records.
The county applies a "public interest balancing test" for certain discretionary exemptions, weighing the public's right to know against potential harm from disclosure.
Onondaga County Recorder's Office: Contact Information and Hours
Onondaga County Clerk's Office
401 Montgomery Street, Room 200
Syracuse, NY 13202
(315) 435-2227
Onondaga County Clerk
Public Counter Hours:
Monday - Friday: 8:30 AM - 4:30 PM
Closed on weekends and county holidays
Records Management Division
600 South State Street
Syracuse, NY 13202
(315) 435-2875
Additional Services:
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Land Records Division (Deeds, Mortgages, Liens)
401 Montgomery Street, Room 200
Syracuse, NY 13202
(315) 435-2226 -
Court Records Division (Supreme & County Court)
401 Montgomery Street, Room 100
Syracuse, NY 13202
(315) 435-2227 -
Business Records Division (Business Certificates, Notary Services)
401 Montgomery Street, Room 200
Syracuse, NY 13202
(315) 435-2227
The Onondaga County Clerk serves as the county recorder and maintains official records related to real property transactions, court filings, and business registrations. The office provides both in-person and online services for searching and obtaining copies of these records. Researchers are advised that while some historical records dating back to 1794 are available, older documents may require advance notice for retrieval from archival storage.
Lookup Public Records in Onondaga County
Onondaga County Clerk's Office