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Hillsdale County Public Records

What Are Public Records in Hillsdale County?

Public records in Hillsdale County, Michigan, are documents, data, and other recorded information created or received by a public body in the performance of an official function. Under Michigan's Freedom of Information Act, MCL § 15.231 et seq., a "public record" is defined as a writing prepared, owned, used, in the possession of, or retained by a public body in the performance of an official function. The following categories of records are currently available to members of the public through various Hillsdale County offices:

  • Court records — Civil, criminal, probate, and family court filings are maintained by the 1st Judicial Circuit Court and the 2B District Court. These include case files, judgments, orders, and docket entries.
  • Property records — Deeds, mortgages, liens, and land transfers are recorded and maintained by the Hillsdale County Register of Deeds.
  • Vital records — Birth, death, marriage, and divorce certificates are filed with the Hillsdale County Clerk, which serves as the official repository for these documents.
  • Business records — Assumed name (DBA) filings, business licenses, and permits are processed through the County Clerk's office and relevant municipal authorities.
  • Tax and assessment records — Property tax records and equalization assessments are maintained by the County Equalization and Treasurer's offices.
  • Voting and election records — Voter registration data, election results, and campaign finance filings are held by the County Clerk.
  • Meeting minutes and agendas — Records of county commission meetings, board proceedings, and public hearings are available through the County Clerk and individual departments.
  • Budget and financial documents — Annual budgets, audit reports, and expenditure records are public documents maintained by the County Administrator's office.
  • Law enforcement records — Arrest logs and incident reports, where permitted by law, may be obtained through the Hillsdale County Sheriff's Office.
  • Land use and zoning records — Zoning maps, variance applications, and planning commission records are maintained by the County Planning and Zoning Department.

Is Hillsdale County an Open Records County?

Hillsdale County fully complies with Michigan's statewide open records framework and does not operate under any separate county-level ordinance that restricts access beyond what state law permits. Under MCL § 15.233, a public body is required to disclose public records upon receipt of a written request that describes the records with sufficient clarity. The Act establishes a strong presumption in favor of disclosure, placing the burden on the public body to justify any denial. Michigan's Open Meetings Act, MCL § 15.261 et seq., further requires that deliberations and decisions of public bodies be conducted in open session, with minutes made available to the public. The Hillsdale County official website provides access to departmental contacts, meeting schedules, and online record portals consistent with these obligations. All county departments are currently required to designate a FOIA Coordinator responsible for processing requests and issuing written responses within the statutory timeframe.

How to Find Public Records in Hillsdale County in 2026

Members of the public may obtain Hillsdale County public records through several channels, depending on the record type sought. The following steps outline the standard process:

  1. Identify the custodial office. Determine which county department maintains the record. Court records are held by the Circuit or District Court; property records by the Register of Deeds; vital records and election documents by the County Clerk.
  2. Submit a written FOIA request. Requests must be submitted in writing to the appropriate public body's designated FOIA Coordinator. Requests may be delivered in person, by mail, by fax, or by email where the agency accepts electronic submissions.
  3. Use online portals where available. The county currently provides several self-service tools. Members of the public may use the district court case lookup to search 2B District Court cases, or access the district court online docket for scheduled proceedings. Property records may be searched through the deeds online portal. Geographic and parcel data are accessible via GIS online maps.
  4. Allow for statutory response time. Under MCL § 15.235, a public body must respond to a FOIA request within five business days of receipt, with a possible extension of up to ten additional business days under specified circumstances.
  5. Request driving records through the state. Motor vehicle and driving history records are maintained at the state level and may be requested through the Michigan Secretary of State's driving record service.
  6. Request vital records through MDHHS. Certified copies of statewide birth and death records may also be obtained through the Michigan Department of Health & Human Services, in addition to the County Clerk.

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

The fee structure for public records in Hillsdale County is governed by Michigan's Freedom of Information Act, which sets limits on what public bodies may charge. Under current law, fees are calculated as follows:

  • Paper copies — A standard per-page fee applies for photocopies, typically not to exceed the actual cost of reproduction. Many offices charge $0.10 to $0.25 per page for standard letter- or legal-size documents.
  • Electronic records — When records are provided in electronic format, the fee may not exceed the actual cost of the electronic medium used (e.g., a USB drive or CD).
  • Labor costs — A public body may charge for the labor cost of searching, examining, reviewing, and separating exempt from non-exempt material, calculated at the hourly wage of the lowest-paid employee capable of performing the task.
  • Mailing and delivery — Actual postage and packaging costs may be added to the total fee.
  • Certification fees — Certified copies of vital records (birth, death, marriage, divorce) carry separate statutory fees set by the County Clerk, currently $15.00 for the first certified copy and $5.00 for each additional copy requested at the same time.

Fee waivers or reductions are available under MCL § 15.234 when the requester demonstrates that the public interest in disclosure is greater than any commercial benefit to the requester. Indigent individuals who provide an affidavit of inability to pay may also qualify for a fee waiver. Accepted payment methods vary by office but generally include cash, check, and money order payable to the relevant county department.

Does Hillsdale County Have Free Public Records?

Free inspection of public records is available in Hillsdale County, consistent with Michigan law, which does not permit a public body to charge for the mere inspection of records on-site. Members of the public may inspect records at the custodial office during regular business hours without incurring a fee, provided the inspection does not require the production of copies. Several online resources are currently available at no cost:

  • The district court case lookup allows free online searches of 2B District Court case information.
  • The district court online docket provides free access to scheduled court proceedings.
  • Property deed records may be searched at no charge through the county's deed search portal.
  • Parcel and geographic data are freely accessible through the county's GIS mapping system.
  • Michigan court records management guidelines confirm that electronic court records accessible through a court's public website are available without charge for basic case information including case number and party names.

Who Can Request Public Records in Hillsdale County?

Any person may submit a public records request in Hillsdale County. Michigan's Freedom of Information Act does not restrict access based on residency, citizenship, or organizational affiliation. Specifically:

  • Residency is not required. Non-residents of Hillsdale County and non-residents of Michigan retain the same right of access as county residents.
  • Identification is generally not required. A public body may not require a requester to identify themselves or state the purpose of the request as a condition of access, except in limited circumstances involving specific record types.
  • Purpose need not be stated. Members of the public are not obligated to explain why they are seeking a record, and a public body may not deny a request solely because no purpose is provided.
  • Restrictions apply to certain record types. Access to juvenile records, sealed court files, law enforcement investigative records, and certain personnel documents is restricted regardless of who is requesting them.
  • Requesting your own records. Individuals seeking records about themselves, such as their own criminal history or vital records, may be subject to identity verification requirements to protect against unauthorized disclosure.
  • Organizational requesters. Corporations, nonprofit organizations, and media entities may submit FOIA requests on the same basis as individual members of the public.

What Records Are Confidential in Hillsdale County?

Certain categories of records are exempt from disclosure under Michigan law and are not available to the general public. MCL § 15.243 enumerates the specific exemptions applicable to public bodies in Michigan, including Hillsdale County agencies. The following records are currently withheld from public disclosure:

  • Sealed court records — Records ordered sealed by a judge, including certain civil settlement agreements and expunged criminal records.
  • Juvenile records — Records pertaining to individuals under the age of 17 in delinquency or child protective proceedings are confidential under the Michigan Juvenile Code.
  • Ongoing law enforcement investigations — Records that would interfere with an active criminal investigation, endanger a witness, or disclose the identity of a confidential informant are exempt.
  • Personal identifying information — Social Security numbers, financial account data, and similar identifiers are redacted from disclosed records.
  • Medical and health records — Records protected under the Health Insurance Portability and Accountability Act (HIPAA) and Michigan public health statutes are not subject to disclosure. Health-related records held by the Michigan Department of Health & Human Services are subject to separate FOIA procedures.
  • Adoption records — Adoption proceedings and related documents are sealed by statute and accessible only under specific court order.
  • Child welfare and protective services records — Records of child abuse and neglect investigations are confidential under MCL § 722.627.
  • Personnel records — Employee performance evaluations, disciplinary records, and certain personal information in personnel files are exempt, with limited exceptions for public officials.
  • Trade secrets and proprietary business information — Commercially sensitive information submitted to a public body in the course of licensing or permitting is protected from disclosure.
  • Security and infrastructure plans — Vulnerability assessments, security plans, and emergency response protocols for critical infrastructure are withheld in the interest of public safety.

Where a record contains both exempt and non-exempt material, the public body is required to separate and disclose the non-exempt portions rather than withhold the entire document.

Hillsdale County Recorder's Office: Contact Information and Hours

The Hillsdale County Register of Deeds serves as the official recorder of land records, including deeds, mortgages, liens, and other instruments affecting real property title. The office currently maintains both in-person and online access to recorded documents.

Hillsdale County Register of Deeds 33 McCollum St., Room 212, Hillsdale, MI 49242 (517) 437-4357 Register of Deeds – Hillsdale County

Public counter hours: Monday–Friday, 8:30 a.m.–5:00 p.m.

The County Clerk's office handles vital records, election records, and business filings and serves as the primary FOIA Coordinator for county-level requests.

Hillsdale County Clerk Hillsdale County Courthouse, 29 N. Howell St., Room 1, Hillsdale, MI 49242 (517) 437-4643 Hillsdale County Clerk

Public counter hours: Monday–Friday, 8:30 a.m.–5:00 p.m.

The 1st Judicial Circuit Court handles felony criminal cases, civil matters over $25,000, divorce proceedings, and probate matters.

Hillsdale County 1st Judicial Circuit Court Hillsdale County Courthouse, 29 N. Howell St., Hillsdale, MI 49242 (517) 437-4643 1st Judicial Circuit Court – Hillsdale County

Public counter hours: Monday–Friday, 8:30 a.m.–5:00 p.m.

The 2B District Court handles misdemeanor criminal cases, civil matters up to $25,000, and traffic violations.

Hillsdale County 2B District Court Hillsdale County Courthouse Annex, 49 N. Howell St., Hillsdale, MI 49242 (517) 437-4643 2B District Court – Hillsdale County

Public counter hours: Monday–Friday, 8:30 a.m.–5:00 p.m.

Lookup Public Records in Hillsdale County