Ohio County Public Records
How to Find Public Records in Ohio County in 2026
Members of the public seeking government documents in Ohio County, Kentucky may access a range of publicly available information through OhioRecords.us as well as through official county and state government offices. Ohio County maintains records across multiple departments, and the availability of specific documents depends on the record type, the custodial office, and applicable state law. Records that may be accessible include, but are not limited to:
- Court records (civil, criminal, probate, and family court)
- Property deeds, mortgages, and liens
- Vital records such as marriage licenses and death certificates
- Business licenses and permits
- Property tax and assessment records
- Voting and election records
- County commission meeting minutes and agendas
- Budget and financial documents
- Law enforcement incident reports (where permitted)
- Land use and zoning records
Records may be searched through official court resources, clerk offices, public access terminals, and online tools maintained by county and state agencies.
Online Access: The Ohio County government portal provides access to county department information and open records request procedures. The Kentucky Court of Justice offers an online portal for searching court case information statewide. Members of the public may search property and land records through the Ohio County Clerk's online resources. Some records are available without registration; others may require submission of a formal request.
In-Person Requests: Members of the public may visit the Ohio County Clerk's Office to inspect or obtain copies of land records, marriage licenses, and other documents maintained by that office. The office is located at 301 S Main St #201, Hartford, KY 42347, and is open Monday through Friday, 8:00 a.m. to 4:30 p.m. Court records are available through the Circuit Court Clerk's office at the Ohio County Justice Center.
Written/Mail Requests: Written requests may be submitted to the relevant custodial office by mail. Requests should include the requester's name, contact information, a description of the records sought, and the preferred format for delivery. Under KRS § 61.880, agencies are required to respond to open records requests within five business days.
Phone/Email: The Ohio County Clerk's Office may be reached by email at bess.ralph@ky.gov. Phone numbers for individual offices are listed in the contact section below.
What Are Public Records in Ohio County?
Public records in Ohio County are defined under Kentucky's Open Records Act as any document, paper, photograph, film, map, or other documentary material, regardless of physical form, that is prepared, owned, used, or retained by a public agency. Under KRS § 61.870, a "public record" encompasses all documentation created or held by a government body in the course of its official functions.
The following record types are maintained by Ohio County agencies:
| Record Type | Custodial Office |
|---|---|
| Deeds, mortgages, liens | Ohio County Clerk |
| Marriage licenses | Ohio County Clerk |
| Court case files (civil, criminal, probate, family) | Circuit Court Clerk |
| Property tax and assessment records | Ohio County Property Valuation Administrator |
| Business licenses and permits | Ohio County Clerk / relevant agencies |
| Voting and election records | Ohio County Clerk |
| Meeting minutes and agendas | Ohio County Fiscal Court |
| Budget and financial documents | Ohio County Fiscal Court |
| Law enforcement records | Ohio County Sheriff / local agencies |
| Land use and zoning records | Ohio County Planning and Zoning |
The Ohio County Clerk's records page provides information on recording fees, open records policy, and the categories of documents maintained by that office.
Is Ohio County an Open Records County?
Ohio County fully complies with Kentucky's Open Records Act, which governs public access to government documents throughout the Commonwealth. As stated on the Ohio County open records page, "It is the intent of the Ohio County government to conform with the requirements contained in KRS 61.870 to KRS 61.884 to provide full access to public records."
Under KRS § 61.871, free and open examination of public records is declared a fundamental right of the people of Kentucky. The statute establishes that exceptions to disclosure are to be interpreted narrowly, and that the burden of proof for withholding a record rests with the public agency. Ohio County agencies are required to designate an official custodian of records and to post their open records policy in a conspicuous location. The county's open records policy is publicly available through the official county website.
How Much Does It Cost to Get Public Records in Ohio County?
The cost to obtain public records in Ohio County varies by record type and the office maintaining the document. Under Kentucky's Open Records Act, agencies may charge fees for copies but may not charge for the inspection of records.
Standard fee schedule for the Ohio County Clerk's Office:
| Service | Fee |
|---|---|
| Standard paper copies | $0.10 per page (black and white) |
| Certified copies of recorded documents | $5.00 per document (standard) |
| Recording fees | Vary by document type; see current schedule |
| Electronic copies | Fees may apply depending on format |
- Inspection of records: No charge
- Search fees: Not permitted under standard open records requests
- Fee waivers: May be available in limited circumstances; requesters should inquire directly with the custodial office
Accepted payment methods at the Ohio County Clerk's Office include cash, check, and money order. The Ohio County Clerk's records page provides the current recording fee schedule. Fees for court records obtained through the Circuit Court Clerk may differ and are governed by separate court fee schedules established by the Kentucky Court of Justice.
Does Ohio County Have Free Public Records?
Free inspection of public records is available to any person under Kentucky law. Members of the public may visit the Ohio County Clerk's Office or the Circuit Court Clerk's Office during regular business hours to inspect records at no charge. Copies of inspected records are subject to the standard fee schedule described above.
Several categories of records are accessible online at no cost:
- Court case information is searchable through the Kentucky Court of Justice online portal
- County government documents and open records request forms are available through the Ohio County government website
- Land and property records may be reviewed through the Ohio County Clerk's public access resources
The distinction between free inspection and free copies is significant: while any person may inspect public records without charge, obtaining physical or electronic copies is subject to applicable fees. Certain records, such as voter registration information provided to candidates and political parties, may be subject to separate statutory provisions.
Who Can Request Public Records in Ohio County?
Any person may submit a public records request in Ohio County, regardless of residency, citizenship, or stated purpose. Kentucky's Open Records Act does not require requesters to be residents of the Commonwealth, nor does it require requesters to provide a reason for their request in most circumstances.
Key eligibility provisions include:
- Identification: Requesters are not required to provide identification for standard open records requests, though some offices may ask for contact information to facilitate response
- Residency: Non-residents of Kentucky retain the same rights to access public records as residents
- Purpose: Requesters are not required to state the purpose of their request for most record types
- Restrictions: Certain record types, such as sealed court records, juvenile records, and records containing protected personal information, are subject to access restrictions regardless of who is requesting them
Individuals requesting their own records, such as personal court filings or vital records, may be required to provide proof of identity to verify their entitlement to certified copies. The Ohio County open records policy outlines the procedures applicable to all requesters.
What Records Are Confidential in Ohio County?
Not all government records in Ohio County are subject to public disclosure. Kentucky law enumerates specific categories of records that are exempt from the Open Records Act. Under KRS § 61.878, the following categories are among those exempt from mandatory disclosure:
- Sealed court records and expunged criminal records
- Juvenile court records
- Records pertaining to ongoing law enforcement investigations
- Personal identifying information, including Social Security numbers and financial account data
- Medical and health records protected under HIPAA
- Adoption records
- Child welfare and protective services records
- Personnel records, with limited exceptions for public employees
- Trade secrets and proprietary business information
- Security plans and critical infrastructure details
- Attorney-client privileged communications held by public agencies
- Preliminary agency drafts and internal memoranda not adopted as final policy
As stated by the Kentucky Court of Justice, "The Office of Circuit Court Clerk in each county is the starting point for requesting copies of court records from cases in that county," and certain case types, including those involving minors or sealed proceedings, are not available to the general public. When an agency withholds a record, it is required to provide written notification citing the specific statutory exemption and explaining how that exemption applies to the requested document.
Ohio County Recorder's Office: Contact Information and Hours
Ohio County Clerk's Office 301 S Main St #201, Hartford, KY 42347 (270) 298-4422 Ohio County Clerk — Records
Office Hours: Monday – Friday: 8:00 a.m. – 4:30 p.m. Closed on state and federal holidays
Email: bess.ralph@ky.gov
Additional Offices:
Ohio County Circuit Court Clerk Ohio County Justice Center Hartford, KY 42347 Ohio County Court Information — Kentucky Court of Justice
Ohio County Fiscal Court (County Government) 301 S Main St, Hartford, KY 42347 Ohio County Government
Office Hours: Monday – Friday: 8:00 a.m. – 4:30 p.m.