Ontario County Court Records
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Ontario County sits in the Finger Lakes region of New York State, with Canandaigua as its county seat. The county's court system operates within the 7th Judicial District and includes the Supreme and County Court, Family Court, Surrogate's Court, two city courts, and numerous town and village courts. Case records generated across these tribunals cover the full range of civil disputes, criminal prosecutions, family proceedings, and estate matters handled in Ontario County.
If you're looking for Ontario County court records, a good starting point is the New York State Unified Court System, which provides electronic case-search tools, filing portals, and court-specific directories statewide. Additional 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 types of records, figuring out the right custodian is the most important first step.
How to Look Up a Court Case in Ontario County?
How you search for a case depends on the type of proceeding, which court 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. Log in as a guest and choose between Name Index (for all records except civil and criminal cases) or Civil / Criminal Case Name (for court records). You can filter by party name, recorded date, and document type. The service offers one-day, monthly, and yearly access tiers, and document images are available to view and print.
- NYSCEF (New York State Courts Electronic Filing) — Supreme Court filings in Ontario County are accessible through NYSCEF, the statewide electronic filing system. Search by party name or index number to find 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 supports name searches, file number lookups, old index searches, and will searches.
In-Person Searches
If you'd rather review records at the courthouse, you can visit the Ontario County Clerk's Office during regular 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 holds Supreme Court and County Court civil and criminal records. Phone requests for record searches are not accepted — you'll need to come in person, search online, or send a written mail request.
Mail Requests
To order copies by mail, send a self-addressed stamped envelope with payment of $0.65 per page (minimum $1.30 per document) to the Ontario County Clerk's Office at the address above. Certified copies cost $1.25 per page with a $5.00 minimum. Exemplified copies are $15.00.
Whether you're searching online, visiting in person, or mailing a request, include the case number, party names, and approximate filing date whenever possible — it will make the search much faster.
Are Court Records Public in Ontario County?
Most Ontario County court records are open to public inspection. New York's framework for public access to court records rests primarily on 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 specifically covers access to court records. Under this statute, a court clerk must allow inspection of filed papers and records and may charge fees at the rate allowed to a county clerk for similar services. Direct your request to the Clerk of the Court or the County Clerk that actually holds the records — not to the Office of Court Administration, which only keeps administrative records.
FOIL covers records held by government agencies more broadly, including certain administrative records within the court system. Under Public Officers Law 87, agencies must make records available for inspection and copying, with specific statutory exemptions.
Records That May Be Restricted or Sealed
Not everything in a courthouse is 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, 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
Under 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. If you'd rather keep costs low, you can inspect publicly available records in person during regular business hours and use public photocopiers at the courthouse.
Ontario County Criminal Court Records
Criminal cases in Ontario County move through several levels of the court system. Felonies and serious misdemeanors are heard in County Court and Supreme Court, while lower-level misdemeanors, violations, and traffic infractions may be adjudicated in city, town, or village courts.
Where Criminal Records Are Maintained
The Ontario County Clerk's Office holds the official civil and criminal records for the Supreme and County Courts and maintains a searchable felony criminal history index from 1990 to the present. Town and village court records are kept 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 find 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. An Ontario County felony criminal history search (1990 to present) costs $5.00; certified searches are $5.00 per two-year period.
- FOIL requests: Submit a Freedom of Information Law request to the appropriate law enforcement agency for arrest-related and prosecution records not kept in the court file.
Ontario County Sheriff's Office
The Ontario County Sheriff's Office is the county's primary law enforcement agency and generates arrest records and incident reports. The office 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 statewide. Access to these records is subject to eligibility requirements under New York Executive Law 837. Individuals can request a review of their own record 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 end in the defendant's favor are automatically sealed. Sealed records are not available to the public and won't appear in standard court record searches.
Ontario County Civil Court Records
Most civil litigation in Ontario County is heard in Supreme Court, which has unlimited original jurisdiction over civil disputes. County Court handles civil cases within a 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. Selected 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 filing guidance are available through NYCourtHelp.gov. The Ontario County Clerk's Office cannot provide legal advice — if you need guidance on legal matters, 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 that haven't been digitized yet, contact the Clerk's Office directly or visit in person.
Ontario County Family Court Records
The Ontario County Family Court handles matters involving children and families, including 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 — typically 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. Bring a photo ID such as a driver's license or passport; the fee is $10.00 per certified copy.
Divorce Records
Divorce decrees are held 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. You can obtain copies of divorce certificates in two ways:
- 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. Direct your request 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 handles all matters related to the estates of deceased persons — including probating wills, appointing executors and administrators, and overseeing 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 a wide range of proceedings, including:
- 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 set 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 gives you information on estate proceedings and other Surrogate's Court filings. You 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
You can visit the Surrogate's Court 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 the appropriate fees. Call the Surrogate's Court Clerk at (585) 412-5301 for current fee information and document availability before sending your request.