Herkimer County Court Records Search
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Herkimer County sits in the heart of the Mohawk Valley in central New York State, and its court system touches a wide range of legal matters — from property disputes and criminal proceedings to estate administration and family law. Whether you are a researcher tracing property ownership, an attorney verifying a judgment, or a member of the public trying to understand the outcome of a case, knowing where to look and what to expect makes the process considerably more manageable. Court records in Herkimer County are distributed across multiple offices and court divisions, each maintaining its own set of files and access procedures.
Residents and researchers working with New York court records have several official starting points available to them. The New York Unified Court System maintains publicly accessible tools and clerk office resources throughout the state. NewYorkCourts.us can help users identify publicly available case information and locate the correct court division for a given matter. Beyond that, the County Clerk’s Office, individual court clerks, and dedicated state portals each serve distinct functions depending on the type of record being sought.
How to Look Up a Court Case in Herkimer County?
Locating a court case in Herkimer County depends on the type of proceeding and the court in which it was filed. The following options are available to members of the public:
Online Search Options
- Civil Supreme Court Cases: The WebCivil Supreme database maintained by the New York Unified Court System allows searches by case number, party name, attorney or firm name, or presiding justice. This tool covers cases filed in New York’s Civil Supreme Courts, including Herkimer County.
- Electronic Filing Portal: Civil cases increasingly entered through NYSCEF (New York State Courts Electronic Filing) can be tracked directly through that system. Herkimer County Supreme Court participates in consensual e-filing for certain civil case types.
- Active Case Tracking: The e-Track system provides real-time updates on active civil court cases statewide. Users must create an account to access this service.
- Land and Property Records Online: The SearchIQS portal managed by the Herkimer County Clerk provides online access to land records, judgments, liens, and other recorded documents. As of March 1, 2025, access to document images requires payment; index information remains free to search.
In-Person Search
The County Clerk’s Office Record Room is open to the public during regular business hours and maintains civil court index numbers, real property records, judgments, and related filings. Staff can process requests for copies within approximately 24 hours for criminal file searches submitted by mail.
Mail Requests
Written requests may be sent directly to the Herkimer County Clerk’s Office. Criminal file searches require a written request specifying the subject’s name and the time frame to be searched, a $5 fee for each ten-year period searched, and a self-addressed stamped envelope for results to be returned.
Herkimer County Clerk’s Office
Address: 109 Mary Street, Suite 1111, Herkimer, NY 13350-1998
Main Phone: (315) 867-1129
Record Room: (315) 867-1338 | Fax: (315) 867-1349
Recording/Filing Desk: (315) 867-1133 | Fax: (315) 867-1189
Email: srowan@herkimercountyny.gov
Office Hours:
- Summer (Memorial Day to Labor Day): Monday–Friday, 8:00 a.m. to 3:45 p.m.
- Winter (Labor Day to Memorial Day): Monday–Friday, 8:00 a.m. to 4:15 p.m.
- Closed on all major state and federal holidays
Are Court Records Public in Herkimer County?
New York law establishes a strong presumption in favor of public access to court records. Under New York Judiciary Law § 255, every court clerk is required to search court files upon request and either furnish copies or certify that the records cannot be located. Court docket books must be kept open for public examination during business hours, as further required by Judiciary Law § 255-B. The definition of court records under Title 22 § 104.1(b) of New York Codes, Rules, and Regulations encompasses case files, calendars, statistical schedules, reports, and other case management materials.
However, certain categories of records are restricted by statute or court order:
- Adoption records are sealed by operation of law and are not accessible to the general public.
- Juvenile delinquency records maintained in Family Court are confidential under the Family Court Act and are not available for public search.
- Sealed criminal records — those expunged or sealed following a court order — are not accessible through standard public channels.
- Mental health proceedings carry confidentiality protections limiting access.
- Portions of documents may be redacted to protect Social Security numbers, financial account information, and other personally sensitive data even within otherwise public filings.
- Felony criminal case files held by the County Court Clerk are not searchable through the public access terminal or online due to the sensitive information they contain; those files require a formal written request with applicable fees.
Herkimer County Criminal Court Records
Criminal matters in Herkimer County are heard at the Supreme Court and County Court level for felonies, and at the various Town, Village, and City Courts for misdemeanors and violations. The County Clerk maintains felony accusatory instruments, court minutes, sentences, and appellate materials, though these are not publicly searchable through standard terminals.
Requesting Criminal Court Records from the County Clerk
Written requests for criminal file searches are processed by mail. Each request must include:
- The full name of the subject being searched
- The specific time frame to be searched
- A $5.00 fee for each ten-year period covered
- A self-addressed stamped envelope for the return of results
Processing typically takes up to 24 hours after the request is received.
Statewide Criminal History Record Search (CHRS)
For a broader statewide criminal background check, the New York State Office of Court Administration offers the Criminal History Record Search (CHRS). This name-based search is available to employers, landlords, and members of the public and costs $95.00. Payment is accepted online by e-check or credit/debit card, and searches can be submitted 24 hours a day, seven days a week. The CHRS report is generated based on an exact match of name and date of birth and covers felony and misdemeanor convictions statewide.
Personal Criminal History Review via DCJS
Individuals seeking their own criminal history record can request a personal review through the New York Division of Criminal Justice Services. This process requires fingerprinting and an appointment. The fingerprint processing fee is $17.50. Individuals who cannot afford the fee may request a fee waiver application packet by contacting DCJS by email with a current mailing address. Completed waiver packets, a fingerprint card, and supporting financial documentation should be mailed to:
Records Review Unit
New York State Division of Criminal Justice Services
80 South Swan Street, 5th Floor
Albany, NY 12210
Processing for personal record reviews typically takes seven to ten business days. Accepted payment methods include credit card, check, and money order.
Little Falls City Court handles misdemeanor and traffic matters for that jurisdiction and can be reached at:
Address: 659 East Main Street, Little Falls, NY 13365
Phone: (315) 619-3408 | Fax: (315) 266-4711
Town and Village Courts throughout the county — including those in Frankfort, German Flatts, Ilion, Mohawk, and elsewhere — handle local criminal and traffic violations. Contact information for each court varies; a full listing is maintained by the New York State Unified Court System.
Herkimer County Civil Court Records
Civil court records in Herkimer County cover a broad spectrum of disputes, including contract claims, personal injury suits, foreclosure proceedings, small claims cases, change of name petitions, and real property matters. The primary courts handling civil proceedings are the Supreme Court and County Court, both housed at:
Herkimer County Supreme & County Court
Address: 301 North Washington Street, Herkimer, NY 13350
Phone: (315) 619-3400 | Fax: (315) 266-4683
Accessing Civil Records Online
The County Clerk’s SearchIQS portal offers online access to civil index numbers, foreclosure filings, judgment records, liens, and real property documents. Subscription options are structured as follows:
| Access Type | Fee |
|---|---|
| In-State Monthly Subscription | $100.00/month + $0.50/page to print |
| Out-of-State Monthly Subscription | $200.00/month + $0.50/page to print |
| 24-Hour Non-Subscriber Access | $15.00 + $5.00/document to print |
Note that marriage records, name change filings, and guardianship records are excluded from online search through this portal.
Copy Fees at the County Clerk’s Office
| Record Type | Fee |
|---|---|
| Standard paper copy | $0.65 per page |
| Certified copy | $1.25 per page |
| Exemplified copy | $15.00 |
For active civil cases, the WebCivil Supreme database allows free index-level searching by party name or case number. Cases filed through NYSCEF are accessible to registered users via the NYSCEF portal, where electronically filed documents can be viewed without visiting the courthouse.
Property and Land Records
Deeds, mortgages, easements, mechanic’s liens, federal tax liens, and Uniform Commercial Code (UCC) filings are all recorded through the County Clerk’s Recording Desk. The SearchIQS portal provides online land records access, and the County Clerk also offers a free Fraud Alert service that sends email notifications when any document is recorded in a specified name — a useful tool for property owners concerned about deed fraud.
Herkimer County Family Court Records
Herkimer County Family Court handles legal matters directly affecting children and families. The court’s jurisdiction includes adoption proceedings, guardianship of minors, foster care placement and review, juvenile delinquency, child protective matters, custody and visitation disputes, child support enforcement, family offense and domestic violence proceedings, and paternity determinations.
Herkimer County Family Court
Address: 301 North Washington Street, Suite 2501, Herkimer, NY 13350
Phone: (315) 619-3400 | Fax: (315) 266-4534
Chief Clerk: Lynn M. Kohl
Hours: Monday–Friday, 8:30 a.m. to 4:30 p.m.
A full overview of the court’s jurisdiction is available directly through the New York Courts Family Court page.
Confidentiality of Family Court Records
Family Court proceedings in New York are generally not open to the public. Records involving juvenile delinquency are sealed under the Family Court Act. Adoption records are confidential by statute and are not accessible through standard public channels. Proceedings concerning child abuse, neglect, and persons in need of supervision (PINS) are similarly closed. Parties to a Family Court proceeding and their legal representatives may access case files through the court clerk; members of the general public ordinarily may not.
Marriage Records
Marriage licenses in Herkimer County are issued and maintained by the County Clerk’s Office. Marriage records are not available through the online land records portal. Copies of marriage records may also be requested from the New York State Department of Health using the Marriage Record Application Form. Walk-in applications cost $45.00 and mail-in applications cost $30.00. Completed forms, identification, and payment should be submitted to:
New York State Department of Health, Vital Records Certification Unit, P.O. Box 2602, Albany, NY 12220-2602
Divorce Records
Under Section 235 of the New York Domestic Relations Law, divorce records are restricted to the parties involved, their legal representatives, or individuals holding a court order permitting access. Eligible individuals may request divorce records from the County Clerk’s Office in person or from the New York State Department of Health using the Divorce Records Request Form. Fees mirror those for marriage records: $45.00 for walk-in requests and $30.00 for mail requests.
Birth and Death Records
Herkimer County birth and death records are managed by the local Registrar of Vital Statistics and the New York State Department of Health. Under the New York Vital Statistics Law § 4174, birth certificates are not available to the general public for 75 years after issuance, and death certificates are restricted for 50 years. Authorized individuals — including the person named in the record, their parents, spouse, children, siblings, and legal representatives — may request certified copies by submitting the Birth Record Application or Death Record Application along with valid identification and a $30.00 fee per record. Requests may be submitted by mail to the same NYSDOH address listed above, or in person. For records maintained at the town level, the Town of Herkimer Clerk handles local registrar services.
Herkimer County Probate Court Records
Probate matters in Herkimer County are heard exclusively by the Surrogate’s Court, which exercises jurisdiction over the administration of decedents’ estates, the probate of wills, intestate administration, small estate proceedings, ancillary probate for out-of-state decedents, wrongful death settlements, disputed creditor claims, accounting proceedings, and guardianships of the person and property of minors. The court is located at:
Herkimer County Surrogate’s Court
Address: 301 North Washington Street, Herkimer, NY 13350
Phone: (315) 619-3400 | Fax: (315) 266-4696
Additional contact is available at (315) 619-3433 for certain matters. The court’s official page on the New York Courts website at Herkimer County Surrogate’s Court provides current jurisdiction details and contact information.
Searching Probate Records Online
The New York Unified Court System operates WebSurrogate, a free public search tool that allows users to search Surrogate’s Court files by name or file number, retrieve documents, and view historical records classified as public information. This is accessible remotely without a subscription and covers Herkimer County proceedings. Users can search for estate filings, will probate records, guardianship matters, and related filings without visiting the courthouse in person.
In-Person Access
Members of the public may visit the Surrogate’s Court clerk’s office during regular business hours to review case files. Estate files, probate petitions, letters testamentary, and accounting records that are not subject to sealing are generally available for inspection. Attorneys and parties to proceedings may access a broader range of documents upon request.
What Probate Records Typically Contain
A probate file in Herkimer County may include the original will submitted for probate, the petition for probate or administration, letters testamentary or letters of administration issued to the executor or administrator, an inventory of estate assets, accountings showing receipts and disbursements, and court orders approving settlements or distributions. Guardianship files contain petitions, evaluations, and court orders regarding the management of a minor’s property or person.
Individuals conducting genealogical research will find that historical Herkimer County probate records dating back to 1800 have been microfilmed and are catalogued through FamilySearch, providing a useful supplement to records held at the courthouse.