logo
TompkinsRecords.us
Search Public Records

Tompkins County Public Records

What Are Public Records in Tompkins County?

Public records in Tompkins County are defined as information or documents created, received, or maintained by government agencies in the course of official business, as established under the New York State Freedom of Information Law (Public Officers Law, Article 6, §§ 84-90). These records serve as the official documentation of government activities and are generally accessible to members of the public.

Tompkins County maintains numerous categories of public records, including:

  • Court Records: Civil, criminal, family court, and surrogate's court proceedings maintained by the Tompkins County Clerk
  • Property Records: Deeds, mortgages, liens, easements, and property transfers
  • Vital Records: Birth certificates (limited access), death certificates, marriage licenses, and divorce decrees
  • Business Records: Business certificates, assumed names, and professional licenses
  • Tax Records: Property tax assessments, tax maps, and payment records
  • Voting and Election Records: Voter registration data and election results
  • Meeting Minutes and Agendas: County legislature, boards, and committee proceedings
  • Budget and Financial Documents: County budgets, expenditure reports, and audits
  • Law Enforcement Records: Arrest logs, incident reports (with statutory limitations)
  • Land Use and Zoning Records: Building permits, zoning applications, and environmental reviews

The Tompkins County Clerk's Office serves as the primary custodian for many county records, particularly those related to property transactions, court filings, and business registrations. The Town of Ithaca maintains its own public records system for town-specific documents. Other specialized records are maintained by their respective departments, such as vital records at the Tompkins County Health Department and assessment records at the Assessment Department.

Is Tompkins County an Open Records County?

Tompkins County fully adheres to New York State's Freedom of Information Law (FOIL), codified under Public Officers Law Article 6, §§ 84-90. This statute establishes the presumption that all government records are accessible to the public unless specifically exempted by law.

The law's declaration of legislative intent (§84) clearly 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."

Tompkins County has implemented comprehensive FOIL procedures in compliance with state requirements. The county maintains a Records Access Officer responsible for coordinating responses to public records requests. Additionally, the county adheres to New York's Open Meetings Law (Public Officers Law, Article 7), ensuring that government meetings remain accessible to public observation.

The Tompkins County Legislature has demonstrated commitment to transparency through its Open Data Portal, which provides direct online access to numerous datasets and records. This initiative exceeds the minimum requirements established by state law, reflecting the county's dedication to open government principles.

How to Find Public Records in Tompkins County in 2026

Members of the public seeking records in Tompkins County may utilize several methods to locate and obtain the information they require:

  1. Online Access: Many records are currently available through the county's digital platforms:

  2. Submit a FOIL Request: For records not readily available online, individuals may submit a Freedom of Information Law request:

    • Complete the FOIL Request Form available on the county website
    • Submit requests via email, mail, or in person to the appropriate department
    • Clearly identify the records sought with reasonable specificity
    • Provide contact information for response delivery

  3. Visit In Person: Many records remain accessible through in-person visits:

    • The County Clerk's Office maintains public terminals for searching records
    • The Assessment Department provides public access to tax maps and assessment rolls
    • The Board of Elections offers voter registration and election data

  4. Contact the Records Access Officer: For assistance determining which department maintains specific records:

  5. Town-Specific Records: For records pertaining to specific municipalities within the county:

    • The Town of Ithaca maintains its own records search system
    • Other towns and villages maintain independent record systems for local matters

Pursuant to Public Officers Law §89(3), agencies must respond to requests within five business days, either providing the records, denying access with explanation, or acknowledging receipt with an approximate date when the request will be granted or denied.

How Much Does It Cost to Get Public Records in Tompkins County?

Tompkins County assesses fees for public records in accordance with the provisions established in New York Public Officers Law §87(1)(b)(iii), which permits agencies to charge reasonable fees for copying or reproducing records. The current fee structure includes:

  • Standard Paper Copies: $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 fee when records are provided electronically via email
    • $10.00 for records provided on CD/DVD (when electronic transmission is not feasible)
    • Actual cost of the storage device when records exceed CD/DVD capacity

  • Certified Copies:

    • Court records: $8.00 per document
    • Vital records: $10.00 per certificate
    • Property records: $5.00 per document

  • Search and Retrieval Fees:

    • Most records: No charge for search time
    • Court records: $5.00 per name/document searched
    • Land records: $5.00 per name search

Accepted payment methods include cash, check, money order, and credit/debit cards (for in-person transactions). Electronic payments may be available for certain online services.

It is important to note that pursuant to Public Officers Law §87(1)(c), agencies may waive fees when disclosure "is in the public interest because it is likely to contribute significantly to public understanding of the operations or activities of the government." Fee waiver requests should be submitted in writing with the initial records request, explaining how disclosure meets this standard.

Does Tompkins County Have Free Public Records?

Tompkins County provides free access to numerous public records through several channels, in accordance with New York's Freedom of Information Law:

  • Free Inspection: All non-exempt public records may be inspected in person at no charge during regular business hours at the appropriate county office. This right is explicitly guaranteed under Public Officers Law §87(1)(b)(iii).

  • Online Resources: The county maintains several free online record repositories:

  • Government Publications: Reports, studies, and publications produced by county departments are typically available for free download from departmental websites.

  • Meeting Records: Agendas, minutes, and recordings of public meetings are available at no cost through the County Clerk's Office or respective board websites.

The Town of Ithaca also provides free access to many town-specific records through its online portal, including meeting minutes, local laws, and planning documents.

For records not available online, individuals may still inspect them free of charge at the appropriate county office during regular business hours. Fees apply only when copies are requested or when specialized searches are required, as detailed in the previous section.

Who Can Request Public Records in Tompkins County?

Under New York's Freedom of Information Law (Public Officers Law §89(1)), any person, regardless of citizenship or residency status, may request access to public records maintained by Tompkins County agencies. The law specifically states that records shall be made available "to the public," with no qualification regarding the requestor's identity or purpose.

Key eligibility considerations include:

  • No Residency Requirement: Non-residents of Tompkins County or New York State have the same access rights as residents.

  • Identification Requirements:

    • For general records: Requestors are not required to provide identification
    • For certain restricted records: Proof of identity may be required (e.g., vital records, certain court documents)

  • Purpose Statement: Requestors are not required to explain why they seek records or how they intend to use them, except in limited circumstances involving commercial use of certain lists.

  • Requesting Personal Records: Individuals seeking their own records may need to provide identification to verify their identity. This applies particularly to:

    • Medical records
    • Employment records
    • Records containing Social Security numbers or other personal identifiers

  • Requesting Records About Others: Access to records containing personal information about other individuals may be limited by privacy provisions in Public Officers Law §87(2)(b).

  • Business Entities: Corporations, organizations, and other legal entities may request records through authorized representatives.

  • Incarcerated Individuals: Persons currently incarcerated in correctional facilities retain their right to request public records, though certain security-related restrictions may apply. The New York State Department of Corrections and Community Supervision maintains specific procedures for such requests.

The county may not deny access to records based on the requestor's identity or intended use, except in the narrow circumstances specifically authorized by statute.

What Records Are Confidential in Tompkins County?

While Tompkins County operates under the presumption of public access to government records, New York Public Officers Law §87(2) establishes specific categories of records that are exempt from disclosure. These exemptions protect important privacy, safety, and governmental interests. Records that are generally confidential include:

  • Personal Privacy Information: Records that would constitute an unwarranted invasion of personal privacy, including:

    • Social Security numbers
    • Medical and health records (protected under HIPAA)
    • Personal financial information
    • Employment, medical, or credit histories

  • Law Enforcement Records:

    • Active investigation materials that would interfere with proceedings
    • Records that would identify confidential sources
    • Criminal history information not otherwise public
    • Information that could endanger the life or safety of any person

  • Court-Protected Records:

    • Sealed court records
    • Juvenile delinquency proceedings
    • Family Court Act proceedings
    • Youthful offender records
    • Adoption records

  • Government Operations:

    • Inter-agency or intra-agency deliberative materials
    • Computer access codes and security information
    • Critical infrastructure details that could endanger public safety
    • Examination questions or answers prior to administration

  • Business Information:

    • Trade secrets submitted to the county
    • Information that would cause substantial injury to competitive position
    • Certain bid specifications prior to contract award

  • Attorney-Client Materials:

    • Communications between county agencies and their attorneys
    • Attorney work product prepared for litigation

When a record contains both exempt and non-exempt information, Public Officers Law §89(2)(a) requires agencies to provide the non-exempt portions with exempt information redacted. Each denial of access must identify the specific statutory provision supporting the exemption.

The county applies a balancing test when considering privacy exemptions, weighing the public's right to know against individual privacy interests, as established in Matter of Hanig v. State Department of Motor Vehicles, 79 N.Y.2d 106 (1992).

Tompkins County Recorder's Office: Contact Information and Hours

Tompkins County Clerk's Office
320 North Tioga Street
Ithaca, NY 14850
(607) 274-5431
Tompkins County Clerk

Regular Office Hours:
Monday - Friday: 8:30 AM - 4:30 PM
Saturday & Sunday: Closed
Holidays: Closed (County observed holidays)

Records Department:
Phone: (607) 274-5432
Email: countyclerk@tompkins-co.org

Court Records Division:
Phone: (607) 274-5433
Email: courtrecords@tompkins-co.org

DMV Office (Same Building):
Phone: (607) 273-7187
Hours: Monday - Friday, 8:30 AM - 4:15 PM

The Tompkins County Clerk serves as the official custodian of county records and performs duties as prescribed by the New York State Constitution, statutes, and local laws. The office maintains and provides access to vital records, property documents, court filings, business certificates, and other official records. Public terminals are available for in-person searches during regular business hours.

Lookup Public Records in Tompkins County

Public Records Search - Town of Ithaca

Incarcerated Individual Lookup - NY Department of Corrections

Categories

Criminal RecordsCourt RecordsInmate RecordsArrest RecordsWarrant SearchProperty RecordsDivorce Records