Madison County Public Records

How to Find Public Records in Madison County in 2026

Members of the public seeking government documents in Kentucky will find that MadisonKYRecords.us provides publicly available information and data related to public records maintained by agencies in Madison County. The site serves as a directory-style resource where users may locate information pertaining to a range of record categories, including court filings, property documents, vital records, and law enforcement logs. Access to specific records depends on the custodial agency, the nature of the document, and applicable state law exemptions.

Record categories that members of the public may search include:

Court records (civil, criminal, family, and probate)
Property deeds, mortgages, and liens
Vital records (birth, death, marriage, and divorce)
Business licenses and permits
Property tax and assessment records
Voting and election records
County commission meeting minutes and agendas
Budget and financial documents
Arrest logs and incident reports (where permitted)
Land use and zoning records

Records in Madison County, Kentucky are accessible through official court resources, the County Clerk's office, public access terminals at the courthouse, and select online tools.

Online Access:

The Madison County Clerk's office maintains an online portal where members of the public may search recorded land documents, including deeds and liens. The Kentucky Court of Justice provides access to circuit and district court case information through its eCourt Public Access system. Registration is not required for basic case lookups, though some document retrieval functions may require an account.

In-Person Requests:

Members of the public may visit the Madison County Clerk's Office to inspect or obtain copies of recorded documents. Staff at the public counter assist with deed searches, marriage license records, and other instruments on file. The office is located at:

Madison County Clerk's Office
101 W. Main Street, Suite 203
Richmond, KY 40475
(859) 624-4703
Madison County Clerk

Office hours are Monday through Friday, 8:00 AM to 4:30 PM. Requestors should bring a valid photo identification and, where applicable, the document number or party name to facilitate the search.

Written/Mail Requests:

Written requests may be submitted by mail to the Madison County Clerk at the address listed above. Requests should include the requestor's full name, mailing address, a description of the record sought, and the applicable fee. Under KRS § 61.880, the custodial agency is required to respond within three business days of receiving a written request.

Phone/Email:

The Madison County Clerk's office may be reached by telephone at (859) 624-4703. General inquiries regarding court records may be directed to the Circuit Court Clerk at (859) 624-4792.

What Are Public Records in Madison County?

Public records in Madison County are defined by Kentucky's Open Records Act as all books, papers, maps, photographs, cards, tapes, discs, diskettes, recordings, software, or other documentation regardless of physical form or characteristics, which are prepared, owned, used, in the possession of, or retained by a public agency. The following record types are currently maintained by county agencies:

Record Type	Custodial Office
Civil and criminal court records	Circuit Court Clerk
Property deeds, mortgages, liens	Madison County Clerk
Vital records (birth, death)	Kentucky Cabinet for Health and Family Services
Marriage and divorce records	Madison County Clerk / Circuit Court Clerk
Business licenses and permits	Madison County Clerk
Property tax records	Madison County Sheriff / City of Berea Finance Department
Voting and election records	Madison County Clerk
Meeting minutes and agendas	Madison County Judge/Executive's Office
Arrest logs and incident reports	Madison County Sheriff's Office
Land use and zoning records	Madison County Planning and Zoning Office

The Madison County Clerk serves as the primary custodian for recorded instruments, while the Circuit Court Clerk maintains records of Kentucky's circuit, family, and district court proceedings.

Is Madison County an Open Records County?

Madison County fully complies with Kentucky's Open Records Act, codified at KRS § 61.870 through § 61.884, which governs public access to government documents statewide. Under this law, every public agency in the Commonwealth is required to make non-exempt public records available for inspection and copying upon request.

As stated by the Kentucky Attorney General's Office, "The Open Records Act reflects the General Assembly's recognition that a free society is maintained when government is responsive and responsible to its citizens and that the boundaries of such responsiveness and responsibility are defined by the public's right to know the activities of government." This principle applies to all county-level agencies in Madison County, including the Clerk's office, Sheriff's office, and planning departments.

The Kentucky Attorney General's Office publishes open records guidelines that clarify agency obligations and requestor rights under state law. Madison County agencies are subject to the same compliance standards as all other Kentucky public agencies, and the Attorney General's office adjudicates disputes arising from denied requests.

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

The current fee structure for public records in Madison County is governed by state statute and individual agency schedules. Under KRS § 61.874, public agencies may charge a reasonable fee for copies, not to exceed the actual cost of reproduction.

Standard fees at the Madison County Clerk's Office are as follows:

Service	Fee
Standard paper copies (per page)	$0.10 – $0.25
Certified copies of recorded documents	$5.00 per document
Deed recording (first page)	$33.00
Each additional page	$3.00
Electronic copies (where available)	Varies by document type
Inspection of records	No charge

Accepted payment methods at the Clerk's office include cash, check, and money order. Some offices may accept credit or debit cards; requestors are advised to confirm accepted payment methods prior to submitting a request. Fee waivers are not broadly mandated under Kentucky law, though agencies retain discretion to reduce or waive fees in cases involving indigent requestors or requests serving a clear public interest.

Does Madison County Have Free Public Records?

Free inspection of public records is available in Madison County. Kentucky law requires that public agencies permit inspection of non-exempt records at no charge; fees apply only when copies are requested. Members of the public may visit the Madison County Clerk's Office or the Circuit Court Clerk's Office during regular business hours to inspect records at no cost.

Several online resources provide free access to certain record categories:

The Kentucky Court of Justice eCourt Public Access portal allows free searches of Madison County court case information, including case numbers, party names, and hearing dates.
The Madison County Clerk's online land records portal provides free index searches for recorded instruments.
The Kentucky State Archives, maintained by the Kentucky Department for Libraries and Archives, offers free access to historical records and some vital records indexes.

The distinction between free inspection and free copies is significant: while viewing a record in person carries no fee, obtaining a physical or electronic copy is subject to the applicable reproduction charges outlined above.

Who Can Request Public Records in Madison County?

Any person may request public records from Madison County agencies, regardless of residency, citizenship, or stated purpose. Kentucky's Open Records Act does not restrict access based on the requestor's identity or reason for the request. Non-residents of Kentucky retain the same rights of access as county residents under state law.

Requestors are not required to provide identification to inspect records, though presenting identification may expedite the process for certain document types. Agencies are not permitted to require requestors to state the purpose of their request as a condition of access, except in limited circumstances involving records subject to special statutory protections.

Restrictions apply to specific record categories. Juvenile court records, sealed case files, and records containing protected personal information require the requestor to demonstrate a legal basis for access, such as being a party to the case or holding a court order. Individuals requesting their own records—such as personal court filings or property records—follow the same process as any other requestor, with no additional requirements.

What Records Are Confidential in Madison County?

Certain records maintained by Madison County agencies are exempt from public disclosure under Kentucky law. The Kentucky Open Records Act enumerates specific exemptions at KRS § 61.878, which identifies categories of records that public agencies may withhold from inspection.

Exempt and confidential record categories include:

Sealed court records: Records sealed by judicial order are not available for public inspection.
Juvenile records: Records pertaining to minors involved in court proceedings are confidential under Kentucky law.
Ongoing investigation records: Law enforcement records compiled in the course of an active criminal investigation are exempt until the investigation is closed.
Personal identifying information: Social Security numbers, financial account data, and similar identifiers are redacted from publicly released documents.
Medical records: Health information is protected under both state law and the federal Health Insurance Portability and Accountability Act (HIPAA).
Adoption records: Adoption proceedings and related documents are sealed by statute.
Child welfare and protective services records: Records maintained by child protective agencies are confidential.
Personnel records: Employee records are exempt, with limited exceptions for information relating to public duties and compensation.
Trade secrets and proprietary business information: Commercially sensitive information submitted to government agencies is protected from disclosure.
Security plans and infrastructure details: Documents describing security systems or critical infrastructure vulnerabilities are withheld in the interest of public safety.

As noted by the Kentucky Attorney General's Office, "The exemptions provided in KRS § 61.878 are to be strictly construed, and the burden of establishing an exemption rests with the agency." Agencies must provide a written explanation when denying access to a requested record.

Madison County Recorder's Office: Contact Information and Hours

Madison County Clerk's Office
101 W. Main Street, Suite 203
Richmond, KY 40475
(859) 624-4703
Madison County Clerk

Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Closed on state and federal holidays.

Additional Offices:

Madison County Circuit Court Clerk
101 W. Main Street
Richmond, KY 40475
(859) 624-4792
Kentucky Court of Justice – Madison County

Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM

Madison County Sheriff's Office (property tax records and law enforcement records)
107 N. Second Street
Richmond, KY 40475
(859) 623-1511
Madison County Sheriff's Office