Ontario County Court Records Search
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Ontario County is located in the Finger Lakes region of New York State, with its county seat in Canandaigua. The county’s court system operates within the 7th Judicial District and encompasses the Supreme and County Court, Family Court, Surrogate’s Court, two city courts, and numerous town and village courts. Court records generated across these tribunals document the full range of civil disputes, criminal prosecutions, family proceedings, and estate matters adjudicated in Ontario County. Understanding how to locate, request, and interpret these records is essential for attorneys, researchers, journalists, and members of the public who need information about judicial proceedings.
Residents and non-residents seeking Ontario County court records can begin by consulting the official resources maintained by New York’s judiciary. The New York State Unified Court System offers electronic case-search tools, filing portals, and court-specific directories that cover every county in the state. Additional record-search options are available through NewYorkCourts.us, local clerk offices, and in-person public access terminals at the courthouse. Because different courts and clerks maintain different categories of records, identifying the correct custodian is the critical first step in any search.
How to Look Up a Court Case in Ontario County?
The method for locating an Ontario County court case depends on the type of case, the court that handled it, and whether the records have been digitized.
Online Search Options
- Ontario County Clerk’s Online Record Search — The County Clerk maintains a searchable index of land records and court filings through its online record search portal. Users can log in as a guest and choose between “Name Index” (for all records other than civil and criminal cases) or “Civil / Criminal Case Name” (for court records only). Searches can be filtered by party name, recorded date, and document type. The service offers one-day, monthly, and yearly access tiers, and images of indexed documents are available for viewing and printing.
- NYSCEF (New York State Courts Electronic Filing) — Supreme Court filings in Ontario County are accessible through NYSCEF, the statewide electronic filing system. Users can search by party name or index number. NYSCEF displays docket entries, filed documents, and case status for electronically filed matters.
- WebCrims — For criminal cases with upcoming court appearances, the WebCrims portal provides scheduling and defendant information for select courts of criminal jurisdiction.
- WebSurrogate — Probate and estate filings in the Ontario County Surrogate’s Court can be searched through WebSurrogate, which offers name searches, file number lookups, old index searches, and will searches.
In-Person Searches
Individuals who prefer to review records at the courthouse can visit the Ontario County Clerk’s Office during business hours:
Ontario County Clerk’s Office
Address: 20 Ontario Street, Canandaigua, NY 14424
Phone: (585) 396-4200
Hours: 8:30 a.m. – 4:30 p.m., Monday through Friday
The Clerk’s Office serves as custodian of Supreme Court and County Court civil and criminal records. Phone requests for record searches are not accepted; requesters must appear in person, search online, or submit a written request by mail.
Mail Requests
To obtain copies by mail, send a self-addressed stamped envelope along with payment of $0.65 per page (minimum $1.30 per document) to the Ontario County Clerk’s Office at the address above. For certified copies, the fee is $1.25 per page with a $5.00 minimum. Exemplified copies cost $15.00.
When submitting any request, providing the case number, party names, and approximate filing date will improve the likelihood of a successful search.
Are Court Records Public in Ontario County?
Most Ontario County court records are open to public inspection. New York’s legal framework for public access operates primarily through two provisions: Section 255 of the Judiciary Law and the Freedom of Information Law (FOIL), codified in Article 6 (Sections 84–90) of the Public Officers Law.
Judiciary Law § 255 governs access to court records specifically. Under this statute, a court clerk must permit inspection of filed papers and records and may charge fees at the rate allowed to a county clerk for similar services. Requests for court records should be directed to the Clerk of the Court or the County Clerk that possesses the records—not to the Office of Court Administration, which maintains only administrative records.
FOIL applies to records maintained by government agencies, including certain administrative records of the court system. Under Public Officers Law § 87, agencies must make records available for public inspection and copying, subject to enumerated exemptions.
Records That May Be Restricted or Sealed
Not all court records are publicly accessible. The following categories are generally exempt from disclosure or subject to sealing:
- Records specifically exempted by state or federal statute
- Records whose disclosure would constitute an unwarranted invasion of personal privacy
- Juvenile delinquency and persons-in-need-of-supervision (PINS) proceedings
- Adoption records
- Grand jury proceedings
- Records involving child abuse investigations
- Mental health proceedings under the Mental Hygiene Law
- Sealed criminal records (e.g., cases dismissed and sealed under CPL § 160.50)
- Pre-sentence investigation reports
- Alcohol and substance abuse treatment records protected by federal law
Redaction of Confidential Personal Information
Under 22 NYCRR § 207.64, parties filing papers in Surrogate’s Court must omit or redact confidential personal information such as Social Security numbers, dates of birth, and financial account numbers. Since February 19, 2014, the responsibility for redaction rests with the filing parties. The WebSurrogate system restricts access to files and documents covered by this rule but does not redact documents itself.
Fees for Copies of Court Records
Pursuant to CPLR § 8019(f), court clerks may charge fees consistent with those charged by county clerks. The FOIL fee for reproducing records is $0.25 per page for pages not exceeding 9 by 14 inches. Alternatively, individuals may inspect publicly available records in person during regular business hours at a lower cost using public photocopiers.
Ontario County Criminal Court Records
Criminal cases in Ontario County are prosecuted at several levels of the court system. Felonies and serious misdemeanors are handled in County Court and Supreme Court, while lower-level misdemeanors, violations, and traffic infractions may be adjudicated in the city, town, or village courts.
Where Criminal Records Are Maintained
The Ontario County Clerk’s Office holds the official civil and criminal records of the Supreme and County Courts. The Clerk maintains a searchable felony criminal history index from 1990 to the present. Town and village court records are maintained by the individual court clerks.
Key Courts for Criminal Matters
| Court | Address | Phone |
|---|---|---|
| Ontario County Supreme & County Court | 27 North Main Street, Canandaigua, NY 14424 | (585) 412-5300 |
| Canandaigua City Court | 2 North Main Street, Canandaigua, NY 14424 | (585) 412-5170 |
| Geneva City Court | 255 Exchange Street, Geneva, NY 14456 | (315) 237-6575 |
Searching Criminal Court Records
- Online: Use the County Clerk’s online record search and select “Civil / Criminal Case Name” to locate criminal court filings. WebCrims provides scheduling data for pending criminal cases with future appearance dates.
- In person: Visit the County Clerk’s Office at 20 Ontario Street, Canandaigua. The search fee for an Ontario County felony criminal history (1990 to present) is $5.00. Certified searches cost $5.00 per two-year period.
- FOIL requests: Requesters may submit a Freedom of Information Law request to the appropriate law enforcement agency for arrest-related and prosecution records that are not maintained in the court file.
Ontario County Sheriff’s Office
The Ontario County Sheriff’s Office is the county’s primary law enforcement agency. The Sheriff’s Office generates arrest records and incident reports. It is located at 74 Ontario Street, Canandaigua, NY 14424, and can be reached at (585) 394-4560 for non-emergency inquiries.
State Criminal History Records
The New York State Division of Criminal Justice Services (DCJS) maintains the central repository of criminal history information. Access to these records is subject to eligibility requirements under New York Executive Law § 837. Individuals seeking their own criminal history may request a record review through DCJS. Employers and licensing agencies must follow specific statutory procedures to obtain criminal background information.
Sealed Records
Under Criminal Procedure Law § 160.50, records of criminal actions that terminate in the defendant’s favor are automatically sealed. Sealed records are not available to the public and will not appear in standard court record searches.
Ontario County Civil Court Records
Civil matters in Ontario County are heard primarily in Supreme Court, which has unlimited original jurisdiction over civil disputes. County Court handles civil cases with more limited jurisdiction, and town and village courts hear small claims and minor civil disputes.
Filing Fees for Civil Actions
The Ontario County Clerk’s Office publishes a detailed fee structure for civil filings. Key fees include:
| Filing Type | Fee |
|---|---|
| Index number issuance | $210 |
| Request for judicial intervention | $95 |
| Motion, cross-motion, or order to show cause | $45 |
| Stipulation of settlement or voluntary discontinuance | $35 |
| Note of issue (jury trial) | $95 |
| Note of issue (non-jury trial) | $30 |
| Notice of appeal | $65 |
| Jury demand | $65 |
| Default judgment | $45 |
| Small claims assessment review | $30 |
The Clerk’s office now accepts credit cards in addition to traditional payment methods.
Electronic Filing
Ontario County Supreme Court participates in mandatory electronic filing through NYSCEF. All Ontario County Supreme Court cases may be commenced electronically except for Mental Hygiene Law matters (including Article 10 and Article 81 proceedings). E-filing protocols specific to Ontario County are published by the court and available through the County Clerk’s Supreme and County Court page.
Forms and Legal Assistance
Court forms and guidance on filing a civil case are available through NYCourtHelp.gov. The Ontario County Clerk’s Office cannot provide legal advice; individuals who need guidance on legal matters should consult an attorney.
Accessing Civil Records
Civil case records filed in Supreme Court and County Court are retrievable through the County Clerk’s online index search and the NYSCEF system. Records include complaints, answers, motions, orders, judgments, liens, lis pendens, and transcripts of judgment. For documents not yet digitized, requesters should contact the Clerk’s Office directly or visit in person.
Ontario County Family Court Records
The Ontario County Family Court hears matters involving children and families. Its jurisdiction encompasses adoption, guardianship, foster care approval and review, juvenile delinquency, family violence, child abuse and neglect, child support, custody, visitation, and paternity.
Court Location
Ontario County Family Court
Address: 27 North Main Street, 1st Floor, Room 130, Canandaigua, NY 14424
Phone: (585) 412-5299
Fax: (585) 412-5327
Email: ontariofamilycourt@nycourts.gov
Hours: Monday–Friday, 9:00 a.m. – 5:00 p.m.
Confidentiality of Family Court Records
Family Court records carry significant confidentiality protections under New York law. Proceedings involving juvenile delinquency, child protective matters, and adoption are generally closed to the public. Access to Family Court files is restricted, and records may only be released to authorized parties, which typically include the parties to the proceeding, their attorneys, and designated agencies.
Marriage Records
Marriage licenses and certificates are maintained by the town clerk’s office in the municipality where the license was issued. Ontario County has multiple town clerks, and a directory of local clerks is available on the county’s website. Certified copies of marriage certificates are available to the bride, groom, spouse, or a person with notarized authorization. Identification such as a driver’s license or passport is required, and the fee is $10.00 per certified copy.
Divorce Records
Divorce decrees are maintained by the Ontario County Clerk’s Office as part of Supreme Court records. The filing fee for a dissolution of marriage through the Clerk’s office is $5.00. Divorce certificates, which are distinct from decrees, are maintained by the New York State Department of Health Vital Records Section. Copies of divorce certificates may be obtained:
- By mail: Download and complete the application form and send it to the New York State Department of Health, Vital Records Certification Unit, P.O. Box 2602, Albany, NY 12220-2602. The fee is $30.00 per copy, payable by check or money order to the New York State Department of Health.
- By phone: Contact the Vital Records office at (877) 854-4481.
Birth and Death Records
Birth and death records are maintained by the local municipality where the event was recorded. Requests should be directed to the appropriate town, city, or village clerk. Under Public Health Law § 4174, access to vital records is limited to the individual named in the record, immediate family members, or parties with a documented legitimate interest. Mail-in requests require a completed Application for a Birth Certificate Copy or Application for a Death Certificate Copy submitted to the New York State Department of Health.
Ontario County Probate Court Records
Probate jurisdiction in Ontario County belongs to the Surrogate’s Court, which oversees all matters related to the estates of deceased persons, the probate of wills, the appointment of executors and administrators, and guardianship proceedings for minors and incapacitated individuals.
Court Location
Ontario County Surrogate’s Court
Address: 27 North Main Street, Canandaigua, NY 14424
Phone: (585) 412-5301
Fax: (585) 412-5331
Hours: Monday–Friday, 9:00 a.m. – 5:00 p.m.
Types of Matters Handled
The Surrogate’s Court adjudicates proceedings that include:
- Probating wills and appointing fiduciaries (executors, administrators, trustees)
- Settling disputes over estates, including will contests
- Overseeing estate administration, including distribution of assets and payment of creditors
- Guardianship proceedings for minors and incapacitated persons
- Accounting proceedings
- Construction proceedings interpreting the terms of wills and trusts
Filing Fees
Surrogate’s Court filing fees in New York are governed by SCPA § 2402. Fees for probate and administration proceedings vary based on the value of the estate. Fixed-fee proceedings, such as petitions for appointment of a trustee, carry statutory fees as outlined in the Surrogate’s Court fee schedule published by the court system.
Searching Probate Records Online
The WebSurrogate portal, maintained by the New York State Unified Court System, is a free service that provides information on estate proceedings and other Surrogate’s Court filings. Users can search by:
- Party name (with the option to narrow results by date of death)
- File number
- Old index number (for historical records)
- Testator name (for wills filed for safekeeping)
Documents filed on or after February 19, 2014, are available through WebSurrogate, subject to the confidentiality restrictions of 22 NYCRR § 207.64. Documents filed before that date that are not restricted may be viewed using public access computers inside the Surrogate’s Court.
Requesting Records In Person or By Mail
Individuals may visit the Surrogate’s Court in person during business hours to inspect and copy publicly available probate files. Mail requests should include the file number or decedent’s name, a self-addressed stamped envelope, and appropriate fees. Contact the Surrogate’s Court Clerk at (585) 412-5301 for current fee information and document availability before submitting a request.