Madison County Court Records Search
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Madison County is located in central New York State, with the village of Wampsville serving as its county seat. The county’s court system operates within the Sixth Judicial District and includes several courts with overlapping but distinct responsibilities — from the Supreme Court and County Court to the Family Court, Surrogate’s Court, Oneida City Court, and numerous town and village justice courts. All county-level and Supreme Court cases are filed through the Madison County Clerk’s Office, which also functions as the repository for land records, civil filings, and various other public documents. This guide covers the offices, procedures, fees, and resources involved in searching for and obtaining court records across Madison County.
Accessing court records in New York generally involves a combination of clerk office visits, formal written requests, and online search tools maintained by the state’s Unified Court System. NewYorkCourts.us may help users identify publicly available court case information and connect to the appropriate search portal for a particular court or county. In Madison County, records can also be retrieved through the County Clerk’s online document search service, public access terminals at the courthouse, and various statewide electronic court databases described throughout this guide.
How to Look Up a Court Case in Madison County?
The approach for looking up a case depends on the court and case type. Madison County’s major courts are consolidated at the courthouse complex in Wampsville, and the County Clerk’s Office serves as the central filing point for Supreme Court and County Court matters.
Online Search Tools
Several electronic systems are available for searching Madison County case records remotely:
- Madison County Online Records (SearchIQS) — The County Clerk’s document search portal allows users to look up civil court records, property records, liens, judgments, and other indexed documents. The cost for online copies is $0.65 per page. Users can search by party names, date range, document group, and document type.
- NYSCEF Case Search — The New York State Courts Electronic Filing system lets the public search e-filed Supreme Court case records. To look up a Madison County case, enter the party name, select “Madison” from the county dropdown, and choose the case type. Guest access is available without an account.
- WebCivil Supreme — This statewide tool provides access to information about open civil Supreme Court cases, searchable by index number, party name, attorney, or judge.
- eCourts — The Unified Court System’s eCourts platform allows users to view current and disposed case information and sign up for case tracking. Each records search through eCourts costs $95.00.
- WebSurrogate — A free service for searching Surrogate’s Court files, retrieving documents, and viewing historical probate records considered public information.
In-Person Access
The Madison County Clerk’s Office provides public search computers at its Wampsville location for retrieving civil court records, deed and mortgage records, and other indexed documents.
Madison County Clerk’s Office
Address: 138 North Court Street, Building 4, Wampsville, NY 13163
Hours: Monday–Friday, 8:00 AM – 4:00 PM
The Surrogate’s Court also maintains a public computer terminal for looking up probate and estate records during working hours.
Mail Requests
Written record requests can be directed to the County Clerk’s Office at the address above. Include full party names, approximate case dates, case type, and a return address. Fees should accompany the request — the Clerk charges $5.00 per name for court record searches (covering every two years) and $5.00 per name for all other record searches (covering every five years).
Key Court Locations
| Court | Address | Phone | Fax |
|---|---|---|---|
| Madison County Supreme Court | 138 N. Court Street, P.O. Box 545, Wampsville, NY 13163 | (315) 231-5301 | (646) 963-6588 |
| Madison County Court | 138 N. Court Street, P.O. Box 545, Wampsville, NY 13163 | (315) 231-5301 | (646) 963-6588 |
| Madison County Family Court | 138 N. Court Street, P.O. Box 607, Wampsville, NY 13163 | (315) 231-5310 | (646) 963-6589 |
| Madison County Surrogate’s Court | 138 N. Court Street, P.O. Box 607, Wampsville, NY 13163 | (315) 231-5321 | (646) 963-6594 |
| Oneida City Court | 108 Main Street, Oneida, NY 13421 | (315) 266-4740 | (646) 963-6435 |
In addition, numerous town courts and village courts throughout Madison County handle misdemeanors, local ordinance violations, traffic infractions, small claims, and preliminary felony hearings. Records from these courts are maintained at each respective court location.
Are Court Records Public in Madison County?
New York law establishes a presumption of public access to court records. Section 255 of the Judiciary Law directs the Clerk of Court to conduct record searches for members of the public upon request and to certify the results. The New York Unified Court System has also published guidelines on access to court records that outline the framework for what is and is not available for public inspection.
Certain categories of records are restricted or exempt from public disclosure:
- Records in sex offense cases that could identify the victim
- Probation reports and pre-sentence memoranda
- Adoption proceeding records
- Orders of commitment of mentally ill persons
- Records that have been sealed or designated confidential by court order
- Family Court records, which are generally confidential under the Family Court Act
- Grand jury proceedings
- Youthful offender records
Madison County also processes public record requests under New York’s Freedom of Information Law (FOIL). FOIL requests for county government records — including law enforcement records — can be submitted by email to foil@madisoncounty.ny.gov, by mail, or through the county’s online FOIL portal. The county charges $0.25 per page for copies when eight or more pages are produced. The Records Access Officer can be reached at (315) 366-2201.
Requests directed to the County Clerk’s Office for court-filed documents follow the Clerk’s fee schedule rather than FOIL copy rates.
Madison County Criminal Court Records
Criminal cases in Madison County are generally handled by the County Court for felonies and by the town and village justice courts for misdemeanors and lesser offenses. The Oneida City Court also has criminal jurisdiction within its geographic area. Preliminary hearings and arraignments for felonies may take place in justice courts before cases are transferred to the County Court for trial.
Searching Criminal Case Records
Criminal case information can be accessed through several channels:
- County Clerk’s Office — Criminal case filings for County Court are indexed by the Clerk’s Office and can be searched using the public terminals in Wampsville or through the SearchIQS online portal.
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FOIL Requests — Arrest records, incident reports, and other law enforcement records can be requested from the Madison County Sheriff’s Office by filing a FOIL request. Documents produced through FOIL cost $0.25 per page, and photographs cost $5.00 each.
Madison County Sheriff’s Office
Phone: (315) 366-2318
Fax: (315) 366-2286
Hours: Monday–Friday, 9:00 AM – 5:00 PM - Justice Courts — Misdemeanor and traffic violation records are maintained by the individual town or village court where the case was heard. Contact the specific court directly for these records.
Criminal History Records (RAP Sheets)
The New York State Department of Criminal Justice Services (DCJS) maintains statewide criminal history records. Individuals may request their own criminal history by submitting fingerprints to DCJS — searches cannot be performed on behalf of another person. The process requires fingerprint submission to enable matching against fingerprint-based records maintained by the department.
Madison County Civil Court Records
Civil cases in Madison County are divided between the Supreme Court and the County Court based on the amount in controversy. The Supreme Court has broad jurisdiction over civil matters and generally handles claims exceeding $25,000, as well as divorce, separation, and annulment proceedings. The County Court handles civil claims under $25,000. Small claims and landlord-tenant matters are heard in the justice courts and Oneida City Court.
Accessing Civil Records
The Madison County Clerk’s Office is responsible for filing, indexing, and certifying all County Court and Supreme Court case documents. Civil records can be accessed through:
- In person — Public search computers at 138 North Court Street, Building 4, Wampsville
- Online — The SearchIQS portal for indexed documents; NYSCEF for e-filed Supreme Court cases; and WebCivil Supreme for open Supreme Court case information
- By mail — Written requests to the County Clerk’s Office
Civil Court Filing and Copy Fees
| Service | Fee |
|---|---|
| Index number (new action or proceeding) | $210.00 |
| Request for Judicial Intervention (RJI) | $95.00 |
| Note of Issue | $30.00 |
| Jury Demand | $65.00 |
| Notice of Appeal | $65.00 |
| Motion or Cross-Motion | $45.00 |
| Stipulation of Settlement | $35.00 |
| Voluntary Discontinuance | $35.00 |
| Default Judgment | $45.00 |
| Index number for foreclosure | $400.00 |
| Regular copies | $0.65 per page ($1.30 minimum, $40.00 maximum) |
| Certification of customer-presented document | $5.20 per document (up to 8 pages), $0.65 each additional page |
| Prepare and certify document | $5.00 per document (up to 4 pages), $1.25 each additional page |
| Exemplified copy | $10.00 plus certified copy fees |
| Court record search | $5.00 per name per two years |
The full fee schedule is available on the County Clerk’s website. Transcript requests for civil court hearings should be directed to the clerk of the court or the court reporter.
Civil case types handled in Madison County courts include general civil claims, counterclaims, evictions, real property partition actions, foreclosures, specific performance of real estate contracts, and various lien-related disputes.
Madison County Family Court Records
The Madison County Family Court is located at 138 North Court Street, P.O. Box 607, Wampsville, NY 13163. The court can be reached at (315) 231-5310. It handles a broad range of matters involving children and families, including adoption, guardianship, foster care approval and review, juvenile delinquency, family violence, child abuse and neglect, and child support, custody, and visitation.
Confidentiality of Family Court Records
Family Court records in New York are generally not open to public inspection. The Family Court Act restricts access to protect the privacy of children and families involved in proceedings. Sealed records, adoption files, and juvenile delinquency records are among the most tightly restricted categories. Parties to a case, their attorneys, and certain authorized agencies may access records with proper identification, but the general public typically cannot obtain Family Court documents without a court order.
Marriage Records
Marriage certificates in Madison County are maintained by the clerk of the city, town, or village where the marriage took place. To obtain a marriage certificate of a deceased person on file for at least 50 years, contact the New York State Department of Health. Direct descendants may have the 50-year waiting period waived by providing proof of death of both spouses and proof of their relationship to the person on the record.
Divorce Records
Divorce decrees are kept by the county clerk in the county where the plaintiff resided at the time of the divorce. Madison County divorce records can be obtained by visiting the County Clerk’s Office in person. The New York State Department of Health also issues certified copies of divorce records. Either spouse or an individual with a New York State court order may request a divorce certificate. Applicants may need to present a valid photo ID or a utility bill and a letter from a government agency dated within six months. Divorce certificates can be ordered online for $45 or by mail for $30.
Birth and Death Records
Birth and death certificates in Madison County are maintained by the city, town, and village clerks where the event occurred. These local clerks also issue certificates, transcripts, and burial transit permits. The New York Vital Records Division provides uncertified copies of birth records on file for at least 75 years and death records on file for at least 50 years. Direct descendants may request records outside these timeframes by providing proof of their relationship to the subject and, for birth records, proof of the subject’s death.
Madison County Probate Court Records
Probate and estate matters in Madison County are handled by the Surrogate’s Court, located at 138 North Court Street, P.O. Box 607, Wampsville, NY 13163. The court can be reached at (315) 231-5321. The Surrogate’s Court hours are Monday through Friday, 8:30 AM to 4:30 PM.
Types of Matters Handled
The Surrogate’s Court has jurisdiction over a range of estate and fiduciary proceedings:
- Probate of last wills and testaments
- Administration of decedent estates
- Contested claims against estates
- Discovery proceedings
- Small estate proceedings
- Ancillary proceedings
- Settlement of wrongful death actions
- Guardianship of the person and property of minors
- Lifetime trusts
Searching Probate Records
Probate records can be searched through several methods:
- In person — Visit the Surrogate’s Court and use the public computer terminal during working hours to look up estate files and case information.
- Online via WebSurrogate — The WebSurrogate service, maintained by the New York Surrogate’s Courts, provides free access to estate file information. Users can search by name, file number, old index, index book pages, or will records. Documents can be retrieved and viewed at no cost through this portal.
- County Clerk’s Office — Some probate-related filings may also be indexed through the County Clerk’s SearchIQS portal.
Probate Filing Fees
Surrogate’s Court filing fees in New York are established under the Surrogate’s Court Procedure Act (SCPA). Under SCPA § 2402, probate filing fees are based on the gross value of the estate and range from $45 to $1,250. The Surrogate’s Court accepts e-filing for certain proceedings. For specific fee information, contact the court directly at (315) 231-5321.
Individuals conducting genealogy research through the Surrogate’s Court may need to make an appointment to view older records. Appointments and fee information can be confirmed by calling the court.