Ashtabula County Public Records

What Are Public Records in Ashtabula County?

Public records in Ashtabula County are defined according to Ohio Revised Code § 149.43, which states that a "public record" means records kept by any public office, including state, county, city, village, township, and school district units. These records document the organization, functions, policies, decisions, procedures, operations, or other activities of public offices within the county.

The following types of records are maintained by various Ashtabula County offices:

Court Records: Civil, criminal, probate, and family court cases are maintained by the Ashtabula County Clerk of Courts and respective court divisions. These include judgments, filings, dockets, and case dispositions.
Property Records: Deeds, mortgages, liens, easements, and property assessments are maintained by the Ashtabula County Recorder's Office.
Vital Records: Birth certificates (from December 20, 1908), death certificates (from January 1, 1909), and marriage licenses (from 1811) are available through the Ashtabula County Probate Court.
Business Records: Business licenses, permits, and fictitious name registrations are maintained by various county departments.
Tax Records: Property tax information, assessment records, and tax delinquency lists are maintained by the Ashtabula County Auditor and Treasurer.
Voting and Election Records: Voter registration data, election results, and campaign finance reports are maintained by the Ashtabula County Board of Elections.
Meeting Minutes and Agendas: Records of county commission meetings, board proceedings, and other public body deliberations are maintained by the respective agencies.
Budget and Financial Documents: County budgets, expenditure reports, and financial statements are maintained by the Ashtabula County Auditor.
Law Enforcement Records: Arrest logs, incident reports, and jail records (where not exempt) are maintained by the Ashtabula County Sheriff's Office.
Land Use and Zoning Records: Planning documents, zoning maps, and permit applications are maintained by the Ashtabula County Planning Commission.

The Ashtabula County Clerk of Courts serves as the custodian for court records, while the County Recorder maintains property and land records. The County Auditor maintains tax and financial records, and the Probate Court maintains vital records and estate documents.

Is Ashtabula County an Open Records County?

Ashtabula County adheres to Ohio's Public Records Law as codified in Ohio Revised Code § 149.43. This statute establishes that all records kept by any public office are public records and shall be promptly prepared and made available for inspection to any person at all reasonable times during regular business hours.

Under Ohio's Public Records Law, the statute specifically provides that "upon request, a public office or person responsible for public records shall make copies of the requested public record available at cost and within a reasonable period of time." This provision ensures that citizens have the right to access and obtain copies of public records maintained by county offices.

Ashtabula County has implemented policies in compliance with Ohio's Sunshine Laws, which include both the Public Records Law and the Open Meetings Act. These laws promote government transparency and public access to governmental proceedings and records.

The Ohio Attorney General's Office publishes the Ohio Sunshine Laws Manual, which serves as a resource for understanding public records requirements. Ashtabula County offices follow these guidelines in responding to public records requests.

Each county department maintains its own records retention schedule in accordance with Ohio law, detailing how long specific types of records must be kept before they may be disposed of or archived.

How to Find Public Records in Ashtabula County in 2026

Members of the public seeking records in Ashtabula County may follow these steps to obtain the information they need:

Identify the Appropriate Office: Determine which county department or office maintains the records you seek. The Ashtabula County website provides a directory of departments and their responsibilities.
Submit a Request: Public records requests may be submitted in several ways:
- In person at the appropriate county office
- By mail to the specific department
- By email or fax where available
- Through online portals for certain record types
For Court Records: Visit the Ashtabula County Clerk of Courts at the courthouse or access their online case search system. The Clerk maintains records for Common Pleas Court (Civil and Criminal Divisions), Domestic Relations Court, and the Court of Appeals.

Ashtabula County Clerk of Courts
25 West Jefferson Street
Jefferson, OH 44047
Phone: (440) 576-3637
Ashtabula County Clerk of Courts
For Property Records: Contact the Ashtabula County Recorder's Office for deeds, mortgages, liens, and other property documents. Many records are available through their online search portal.
For Vital Records: Visit the Ashtabula County Probate Court for birth certificates, death certificates, and marriage licenses. Some vital records may also be available through the Ohio Department of Health.
For Municipal Court Records: Contact the appropriate municipal court:

Conneaut Municipal Court
290 Main Street
Conneaut, OH 44030
Phone: (440) 593-7410
Conneaut Municipal Court
Be Specific: When requesting records, provide as much specific information as possible, including:
- Names of parties involved
- Case numbers (for court records)
- Date ranges
- Property addresses or parcel numbers (for property records)
- Document types
Review Records: Many records may be inspected in person at no cost during regular business hours. Digital access to certain records may be available through county websites.

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

Ashtabula County offices charge fees for copies of public records in accordance with Ohio Revised Code § 149.43(B)(1), which permits public offices to charge the actual cost of making copies. Current fees for public records in Ashtabula County are as follows:

Standard Paper Copies: $0.05 to $0.25 per page, depending on the department
Certified Copies: Additional $1.00 to $2.00 per document
Large Format Documents (maps, plats, etc.): $2.00 to $5.00 per sheet
Electronic Records: CD/DVD copies typically cost $1.00 to $5.00 per disc
Vital Records:
- Birth Certificates: $25.00 per certified copy
- Death Certificates: $25.00 per certified copy
- Marriage Licenses: $25.00 per certified copy

Court Records Fees:

Case document copies: $0.10 per page
Certified court documents: $1.00 per certification plus copy costs
Complete case files: Variable based on number of pages

Property Records Fees:

Deed copies: $0.25 per page
Recording fees: $28.00 for first two pages, $8.00 for each additional page
Property record searches: $2.00 per name

Accepted payment methods include:

Cash (in-person requests only)
Personal checks (made payable to the specific county office)
Money orders
Credit/debit cards (in some departments, with processing fees)

The county may waive fees if the request is deemed to primarily benefit the general public, as determined by the records custodian. Additionally, indigent persons may qualify for fee waivers for certain records under specific circumstances.

Postage fees may apply for records that are mailed. For voluminous requests requiring extensive staff time, additional charges may apply for the actual cost of labor involved in preparing the copies.

Does Ashtabula County Have Free Public Records?

Ashtabula County provides free inspection of public records in accordance with Ohio law. Pursuant to Ohio Revised Code § 149.43(B), all public records shall be promptly prepared and made available for inspection to any person at all reasonable times during regular business hours at no cost.

The following free public record services are available:

In-Person Inspection: Members of the public may visit any county office during regular business hours to inspect public records at no charge. Staff will make the requested records available in a reasonable amount of time.
Online Access: Several county departments provide free online access to certain public records:
- The Ashtabula County Auditor's Office offers free online access to property records, tax information, and GIS mapping.
- The Ashtabula County Clerk of Courts provides free online access to court dockets and case information.
- The Ashtabula County Board of Elections offers free access to voter registration verification and election results.
Public Access Terminals: Computer terminals are available at several county offices for public use in searching electronic records at no charge, including:
- The County Recorder's Office for property records
- The Clerk of Courts for court records
- The Law Library for legal research

While inspection is free, fees apply for copies of records as detailed in the previous section. Additionally, some specialized searches or certified documents will incur fees regardless of the method of access.

Who Can Request Public Records in Ashtabula County?

Under Ohio Revised Code § 149.43, any person, regardless of residency status, may request public records from Ashtabula County offices. The statute defines "person" to include individuals, corporations, business trusts, estates, trusts, partnerships, and associations.

Key provisions regarding eligibility to request records include:

No Residency Requirement: Ohio law does not restrict public records access to Ohio residents. Requestors from other states or countries have the same rights to access public records as local residents.
Identification: For most general public records, requestors are not required to provide identification or disclose their identity. Requests may be made anonymously, and the county cannot generally require individuals to provide their name, address, or reason for the request.
Purpose Disclosure: Requestors are not required to explain why they want the records or how they intend to use them, except in limited circumstances involving certain restricted records.
Exceptions for Specific Record Types: Some records have special requirements:
- Criminal background checks require proper identification and authorization
- Vital records (birth, death certificates) require identification and may have relationship requirements
- Adoption records have specific eligibility requirements under Ohio law
- Juvenile court records have restricted access
Commercial Use: While commercial entities may request public records, the county cannot charge different fees based on the commercial nature of the request.
Requesting Your Own Records: When requesting records about yourself, proper identification is typically required to ensure privacy protection. The Ohio Attorney General's Office provides guidance on requesting your own criminal records, which requires specific procedures.
Authorized Representatives: Attorneys, legal guardians, or individuals with power of attorney may request records on behalf of others with proper documentation.

What Records Are Confidential in Ashtabula County?

While Ohio's Public Records Law promotes transparency, Ohio Revised Code § 149.43(A)(1) exempts certain records from disclosure. The following records are generally confidential in Ashtabula County:

Medical Records: Health information protected under HIPAA and state medical privacy laws
Juvenile Records: Court records involving minors, except in limited circumstances
Adoption Records: Files related to adoption proceedings and original birth certificates of adopted individuals
Child Welfare Records: Child abuse investigations and children's services records
Social Security Numbers: Personal identifiers must be redacted from public records
Law Enforcement Investigatory Records: Information that would:
- Disclose the identity of an uncharged suspect
- Disclose the identity of a confidential source
- Endanger law enforcement personnel
- Reveal confidential investigatory techniques
Attorney-Client Privileged Communications: Legal advice between county officials and their attorneys
Trial Preparation Records: Materials prepared in anticipation of litigation
Infrastructure and Security Records: Information that could compromise public safety, including:
- Security protocols
- Emergency response plans
- Building blueprints for public facilities
Economic Development Records: Certain information related to ongoing economic development negotiations
Personal Information of Public Employees: Residential addresses, personal phone numbers, and family information of county employees
Sealed or Expunged Court Records: Records that have been ordered sealed by a court
Grand Jury Proceedings: Transcripts and evidence presented to grand juries
Intellectual Property Records: Trade secrets and proprietary information
Certain Autopsy Records: Photographs and preliminary autopsy notes

When a record contains both public and exempt information, the county will redact (remove) the exempt information and provide the remainder of the record. The county must cite the specific statutory exemption when denying access to records or redacting information.

Ohio law requires a balancing test for certain exemptions, weighing the public interest in disclosure against privacy interests or potential harm from release.

Ashtabula County Recorder's Office: Contact Information and Hours

Ashtabula County Recorder's Office
25 West Jefferson Street
Jefferson, OH 44047
Phone: (440) 576-3794
Fax: (440) 576-3700
Ashtabula County Recorder

Regular Office Hours:
Monday through Friday: 8:00 AM to 4:30 PM
Closed on weekends and county-observed holidays

The Ashtabula County Recorder's Office is responsible for maintaining and preserving the county's land records, including deeds, mortgages, liens, easements, plats, and other property-related documents. The office serves as the official repository for these records, some dating back to the county's formation in 1811.

Services provided by the Recorder's Office include:

Recording of property documents
Providing certified copies of recorded documents
Maintaining military discharge records (DD-214 forms)
Recording mechanic's liens and federal tax liens
Maintaining plat maps and surveys
Notary public commissions and registrations

The public research area is available during regular business hours for individuals wishing to search property records. Computer terminals are provided for searching the electronic index of records dating back to 1811. Older records are available on microfilm and in bound books.

Lookup Public Records in Ashtabula County

Ashtabula County, OH - Official Website

Conneaut Municipal Court

Requesting Your Own Criminal Records - Ohio Attorney General

Ohio Revised Code Section 149.43 - Public Records