Sangamon County Public Records

What Are Public Records in Sangamon County?

Public records in Sangamon County are defined as all books, papers, maps, photographs, or other documentary materials, regardless of physical form or characteristics, made, produced, executed, or received by any agency or officer of Sangamon County in pursuance of law or in connection with the transaction of public business, as specified under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140/1 et seq.). These records are preserved as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the county government.

Sangamon County maintains a comprehensive collection of public records that includes:

Court Records: Civil, criminal, traffic, probate, and family court cases maintained by the Sangamon County Circuit Clerk
Property Records: Deeds, mortgages, liens, plats, and property transfers recorded and maintained by the Sangamon County Recorder's Office
Vital Records: Birth certificates, death certificates, marriage licenses, and civil union licenses maintained by the Sangamon County Clerk
Business Records: Business licenses, permits, and fictitious business name registrations
Tax Records: Property tax information, assessment records, and tax payment history available through the Sangamon County Treasurer
Voting and Election Records: Voter registration data, election results, and campaign finance reports
Meeting Minutes and Agendas: Records of the Sangamon County Board and various committees
Budget and Financial Documents: County budgets, expenditure reports, and financial statements
Law Enforcement Records: Arrest logs, incident reports (with certain restrictions), and jail records
Land Use and Zoning Records: Building permits, zoning applications, and land use plans available through the Sangamon County property information portal

Each type of record is maintained by specific county departments responsible for their creation, maintenance, and dissemination to the public in accordance with state law.

Is Sangamon County an Open Records County?

Sangamon County adheres to the Illinois Freedom of Information Act (FOIA) as codified in 5 ILCS 140, which establishes the public's right to access government records. Under § 1 of this Act, "all persons are entitled to full and complete information regarding the affairs of government and the official acts and policies of those who represent them as public officials and public employees."

The Illinois FOIA explicitly states in § 1.2 that "it is declared to be the public policy of the State of Illinois that all persons are entitled to full and complete information regarding the affairs of government and the official acts and policies of those who represent them as public officials and public employees consistent with the terms of this Act."

Sangamon County has implemented specific procedures to comply with these state requirements. The county maintains a dedicated FOIA officer in each department who is responsible for processing public records requests in accordance with the statutory timeframes established in § 3(d) of the Act, which generally requires a response within five business days.

Additionally, Sangamon County complies with the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), which ensures that deliberations and actions of public bodies are conducted openly. This includes providing public notice of meetings, publishing agendas, and making meeting minutes available to the public.

The county has established a comprehensive public records policy that outlines procedures for requesting and obtaining public records, which is consistent with state law requirements.

How to Find Public Records in Sangamon County in 2026

Members of the public seeking records from Sangamon County may utilize several methods to locate and obtain the information they need:

Online Access: Many records are available through the Sangamon County website, which provides direct access to various departmental databases. The county's property information portal offers searchable property records, tax information, and assessment data.
Submit a FOIA Request: For records not readily available online, individuals may submit a formal FOIA request to the appropriate county department. Requests may be submitted:
- In person at the relevant department
- By mail to the department's FOIA Officer
- By email to the department's designated FOIA email address
- Through the county's online FOIA request portal (where available)
Visit Department Offices: Many records can be accessed by visiting the appropriate county office during regular business hours:
- Property records: Recorder's Office
- Vital records: County Clerk's Office
- Court records: Circuit Clerk's Office
- Tax records: Treasurer's Office
Public Access Terminals: Self-service computer terminals are available at several county offices for public use to search and view certain records.

When submitting a FOIA request, requestors should:

Clearly describe the records sought with reasonable particularity
Specify the preferred format for receiving the records (paper copies, digital files, etc.)
Include contact information for follow-up questions or clarification
Note whether the request is for commercial purposes, as defined in § 2(c-10) of the Illinois FOIA

The county is required to respond to non-commercial FOIA requests within 5 business days, though this period may be extended by an additional 5 business days under certain circumstances as outlined in § 3(e) of the Illinois FOIA.

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

Sangamon County assesses fees for public records in accordance with § 6 of the Illinois Freedom of Information Act (5 ILCS 140/6), which permits public bodies to charge reasonable fees for document reproduction, certification, and mailing.

The current fee structure for Sangamon County public records includes:

Standard Document Copies: $0.15 per page for black and white copies (after the first 50 pages, which are provided free of charge for non-commercial requests)
Certified Copies: Additional $1.00 per document for certification
Color Copies or Oversized Documents: Actual cost of reproduction
Electronic Records: No charge when records are provided in electronic format, unless the request requires specialized programming or extraction
Media Storage Devices: Actual cost of the recording medium (CD, DVD, flash drive) when electronic records cannot be emailed

Specific fees for common record types include:

Vital Records:
- Birth Certificates: $15.00 for the first copy, $4.00 for each additional copy ordered at the same time
- Death Certificates: $19.00 for the first copy, $4.00 for each additional copy ordered at the same time
- Marriage/Civil Union Licenses: $35.00 application fee
- Certified Copy of Marriage/Civil Union Certificate: $14.00
Property Records:
- Recording Fee for Standard Documents: $60.00 for the first 4 pages, $1.00 for each additional page
- Plats: $84.00 per page
- Copies of Recorded Documents: $0.50 per page
Court Records:
- Case File Review: No charge for inspection
- Copies: $0.50 per page
- Certified Copies: $6.00 plus $0.50 per page

Accepted payment methods include:

Cash (in-person only)
Personal checks
Money orders
Credit/debit cards (subject to a processing fee)
Electronic payments for certain online services

Fee waivers may be granted when the request is made in the public interest by non-profit organizations, as provided in § 6(c) of the Illinois FOIA. Additionally, the first 50 pages of standard black and white copies are provided free of charge for non-commercial requestors.

Does Sangamon County Have Free Public Records?

Sangamon County provides several avenues for accessing public records at no cost to requestors. In accordance with the Illinois Freedom of Information Act, all public records are available for inspection without charge during normal business hours at the respective county offices where such records are maintained.

Free public records resources in Sangamon County include:

In-Person Inspection: Members of the public may examine any non-exempt public record during regular business hours at no cost. Staff will retrieve requested records and provide a suitable space for review.
Online Resources: The Sangamon County website offers free access to numerous public records, including:
- County Board meeting agendas and minutes
- County ordinances and resolutions
- Budget documents and financial reports
- Election results and voter information
- Property assessment information through the property information portal
- Tax payment status and history via the Treasurer's online database
Free Copies Under FOIA: For non-commercial requests, the first 50 pages of standard black and white copies are provided at no charge, as mandated by § 6(b) of the Illinois FOIA.
Public Access Terminals: Computer terminals available at various county offices allow visitors to search and view electronic records at no cost, though printing may incur fees.
Public Libraries: Several public libraries throughout Sangamon County offer free access to certain county records and databases.

The Sangamon County Clerk's Office provides free verification of marriage, civil union, and death records for governmental purposes, though certified copies still require payment of the statutory fee.

Who Can Request Public Records in Sangamon County?

Under the Illinois Freedom of Information Act § 3(a), "any person" may request public records from Sangamon County. This broad eligibility extends to:

Illinois residents
Non-residents of Illinois
Business entities
Media organizations
Non-profit organizations
Government agencies
Incarcerated individuals (with certain limitations as specified in § 3(c) of the Act)

Requestors are not required to:

Provide identification for most record requests
State the purpose of their request
Demonstrate a "need to know"
Have a direct interest in the records

However, § 3.1(c) of the Illinois FOIA does require commercial requestors to disclose if their request is for commercial purposes, as different response timeframes and fee structures may apply. A commercial request is defined in § 2(c-10) as one where the records will be used for "sale, resale, or solicitation or advertisement for sales or services."

For certain specialized records, additional eligibility requirements may apply:

Vital Records: Access to birth certificates is restricted to the person named on the record, their parent/legal guardian, or their legal representative for 75 years after the date of birth, per the Illinois Vital Records Act (410 ILCS 535/25).
Medical Records: Access is restricted to the patient or their authorized representative in accordance with HIPAA regulations.
Juvenile Court Records: Access is limited to parties to the case, their attorneys, and specific agencies as outlined in the Juvenile Court Act (705 ILCS 405/1-8).

When requesting records about oneself, identification may be required to verify identity and prevent unauthorized disclosure of personal information. For requests concerning another individual's records, additional documentation such as a notarized authorization may be necessary depending on the record type.

What Records Are Confidential in Sangamon County?

Certain records maintained by Sangamon County are exempt from public disclosure as specified in § 7 of the Illinois Freedom of Information Act (5 ILCS 140/7). These exemptions protect privacy, security, and other important interests. Confidential records include:

Personal Privacy Information: Records that would constitute a clearly unwarranted invasion of personal privacy, including:
- Social Security numbers
- Driver's license numbers
- Biometric identifiers
- Personal financial information
- Medical records and health information protected under HIPAA
- Personal contact information of county employees
Law Enforcement Records: Information that would:
- Interfere with pending or contemplated law enforcement proceedings
- Deprive a person of a fair trial
- Identify confidential sources or witnesses
- Disclose specialized investigative techniques
- Endanger the life or physical safety of law enforcement personnel or others
Juvenile Records: Court records and law enforcement records pertaining to minors as protected under the Juvenile Court Act (705 ILCS 405/1-8)
Sealed or Expunged Court Records: Records that have been ordered sealed or expunged by a court
Preliminary Drafts and Notes: Preliminary drafts, notes, recommendations, and memoranda in which opinions are expressed or policies formulated
Trade Secrets and Commercial Information: Proprietary information, trade secrets, or commercial information provided with an expectation of confidentiality
Attorney-Client Privileged Communications: Communications between the county and its attorneys
Security Information: Records relating to:
- Security procedures
- Vulnerability assessments
- Response plans for terrorist attacks
- Building plans for public buildings where disclosure would compromise security
Employee Personnel Files: Performance evaluations, disciplinary records, and other personnel information, though certain information about public employees is disclosable
Examination Data: Test questions, scoring keys, and other examination data used to administer academic or occupational examinations
Deliberative Process Materials: Records relating to the formulation of county policies where disclosure would impede the decision-making process

When a record contains both exempt and non-exempt information, § 7(1) of the Illinois FOIA requires that the exempt information be redacted and the remainder of the record be released. The county must provide a written explanation citing the specific exemption applied to any information withheld or redacted.

Sangamon County Recorder's Office: Contact Information and Hours

Sangamon County Recorder's Office
200 South 9th Street, Room 211
Springfield, IL 62701
(217) 535-3020
Sangamon County Recorder

Regular Office Hours:
Monday through Friday: 8:30 AM to 5:00 PM
Closed on weekends and county-observed holidays

The Sangamon County Recorder's Office is responsible for maintaining and providing access to property records including deeds, mortgages, liens, plats, military discharge records, and other documents affecting real property within the county. The office serves as the official repository for these records and ensures their preservation and accessibility to the public.

Services provided by the Recorder's Office include:

Recording of property transactions and related documents
Issuance of certified copies of recorded documents
Searching of property records
Processing of military discharge records (DD-214)
Recording of business names and raffle licenses
Notary public registrations

The office maintains records dating back to the county's formation in 1821, with many historical records now digitized and available through the office's electronic database. Staff members are available during regular business hours to assist with record searches and to answer questions regarding the recording process.

For efficient service, individuals seeking to record documents should ensure all submissions meet the requirements specified under Illinois law, including proper formatting, signatures, and payment of applicable recording fees.

Lookup Public Records in Sangamon County

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Sangamon County Clerk's Office

Sangamon County Property Information Portal