Your Comprehensive Guide to Ohio Public Records
Ohio Public Records
Public records in Ohio are documents, files, and information created, maintained, or received by a public office, including state and local agencies, in accordance with their official business. These records serve as a vital resource for citizens seeking transparency in government operations, conducting research, or accessing personal information.
Are Ohio Records Public?
Yes, most records created or maintained by Ohio government agencies are considered public under Ohio law. The Ohio Public Records Act, codified in Ohio Revised Code (ORC) Section 149.43, establishes the presumption that government records are public unless specifically exempted by law.
The fundamental principle guiding Ohio's public records law is that government records belong to the people, not to the officials who create or maintain them. This principle of openness ensures accountability and transparency in government operations.
However, not all government-held information is publicly accessible. Ohio law provides specific exemptions for certain types of records to protect privacy, security, and other important interests. These exemptions are outlined in ORC Section 149.43(A)(1) and include records such as medical information, certain law enforcement investigatory records, and records protected by attorney-client privilege.
What Information Is Included in Ohio Public Records?
Ohio public records encompass a wide range of information created, received, or maintained by public offices. These include:
- Vital Records: Birth certificates, death certificates, marriage licenses, and divorce decrees
- Property Records: Deeds, mortgages, liens, property tax assessments, and foreclosures
- Court Records: Civil and criminal case files, dockets, judgments, and court orders
- Business Records: Corporate filings, licenses, permits, and registrations
- Government Operations: Meeting minutes, budgets, expenditures, contracts, and correspondence
- Law Enforcement Records: Incident reports, arrest records, and jail records (with certain exemptions)
- Voter Registration: Voter lists and election results
- Professional Licenses: Records of licensed professionals such as doctors, lawyers, and contractors
- Environmental Records: Permits, inspections, and compliance reports
- Education Records: School district information and certain non-confidential student records
The format of these records may vary, including paper documents, electronic files, photographs, maps, and audio or video recordings. Under Ohio law, a record's format does not affect its status as a public record.
What Does the Ohio Public Records Law Do?
The Ohio Public Records Law, primarily found in ORC Section 149.43, establishes the framework for public access to government records in Ohio. This law:
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Defines Public Records: Establishes what constitutes a public record and which records are exempt from disclosure.
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Mandates Access: Requires public offices to make records available for inspection during regular business hours and to provide copies upon request.
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Sets Response Timeframes: Requires that records be provided "promptly" and within a "reasonable period of time."
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Limits Fees: Restricts charges to actual costs of making copies, not including labor costs for record preparation.
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Establishes Remedies: Provides legal remedies for individuals denied access to public records, including mandamus actions and potential statutory damages.
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Requires Records Management: Works in conjunction with ORC Section 149.351, which prohibits unauthorized destruction of public records and establishes retention requirements.
The Ohio Public Records Act is complemented by the Ohio Open Meetings Act (ORC Section 121.22), collectively known as the "Sunshine Laws," which promote transparency in government operations.
How To Find Public Records in Ohio in 2025
Accessing public records in Ohio can be accomplished through several methods:
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Direct Agency Contact: Contact the specific agency that maintains the records you seek. Many agencies accept requests in person, by mail, by email, or through online portals.
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Online Access: Many Ohio public records are now available through online databases and portals. The Ohio Public Records Portal serves as a central resource for information about accessing various types of records.
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County and Municipal Offices: Local government offices maintain records specific to their jurisdictions, such as property records, local court records, and vital statistics.
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Ohio Public Records Request: Submit a public records request to the appropriate agency. While not required by law to be in writing, a written request creates documentation of your request.
Here's a step-by-step guide for obtaining public records in Ohio:
- Identify the agency that maintains the records you need
- Determine the specific records you're seeking
- Submit your request to the appropriate agency
- Provide sufficient information to identify the records
- Be prepared to pay applicable fees for copies
- Follow up if you don't receive a timely response
For the most efficient service, be as specific as possible about the records you're seeking and provide any identifying information that might help locate the records.
Does Ohio Have Free Public Records?
Yes, Ohio law provides for free inspection of public records during regular business hours. According to ORC Section 149.43(B)(1), all public records shall be promptly prepared and made available for inspection to any person at all reasonable times during regular business hours.
While inspection is free, agencies may charge reasonable fees for providing copies of records. Many agencies also offer certain records online at no cost, particularly:
- Court dockets and basic case information
- Property ownership information
- Business entity searches
- Voter registration verification
- Meeting minutes and agendas
- Government budgets and financial reports
Additionally, some agencies waive fees for small requests or when the request serves the public interest. Public libraries and the State Library of Ohio often provide free access to public computers where citizens can access online public records at no cost.
How Much Does It Cost To Get Public Records in Ohio?
Under the Ohio Public Records Act (O.R.C. § 149.43), the inspection of public records is free. However, agencies may charge fees for copies and certain delivery methods. These fees must reflect the actual cost of duplication and mailing — they cannot include labor or search time unless a specific law allows it.
Typical costs include:
- Paper copies: Often $0.05–$0.10 per page, depending on the agency’s fee schedule.
- Electronic copies: Actual cost of the storage media (e.g., USB drive, CD, DVD).
- Postage: Exact cost charged by the postal service if the requester asks for mailing.
- Certified copies: Additional statutory fee, such as for court documents or vital records (commonly $3–$25 depending on record type).
Some agencies, such as county recorders or probate courts, may have fees set by state statute — for example, Ohio Revised Code §§ 317.32 and 2101.16 specify recording and certified copy fees.
Agencies must provide a requester with the option to review records in person at no cost before deciding whether to purchase copies.
How Long Does It Take to Obtain Public Records in Ohio?
Ohio law requires public offices to provide access to records "promptly" and within a "reasonable period of time." While the law does not specify exact timeframes, the Ohio Supreme Court has interpreted these terms to mean that records should be provided without unnecessary delay.
Typical response times vary based on:
- The volume and complexity of records requested
- Whether the records require review and redaction
- The current workload of the agency
- The format in which records are stored and requested
General timeframe expectations:
- Simple, readily available records: Often provided immediately or within 1-3 business days
- More complex or voluminous requests: May take 1-2 weeks or longer
- Records requiring extensive redaction: May take several weeks
If a request will take an extended period to fulfill, the public office should provide an explanation for the delay and an estimated timeframe for completion. For time-sensitive requests, it's advisable to communicate the urgency to the agency when making the request.
What Records Are Confidential In Ohio?
While Ohio law favors transparency, certain records are exempt from disclosure under ORC Section 149.43(A)(1). These exemptions include:
- Medical records: Individual medical records, including mental health records
- Juvenile records: Most records related to juvenile offenders
- Confidential law enforcement investigatory records: Including ongoing investigations and confidential informant information
- Trial preparation records: Materials prepared in anticipation of litigation
- Intellectual property records: Trade secrets and proprietary information
- Attorney-client privileged information: Communications between public offices and their legal counsel
- Peace officer residential and familial information: Personal information about law enforcement officers
- Infrastructure and security records: Information that could compromise public safety
- Personal information: Social Security numbers, financial account numbers, and other personal identifiers
- Adoption records: Records sealed by court order
- LEADS/NCIC records: Law enforcement automated data system records
- Records protected by state or federal law: Including HIPAA-protected health information and FERPA-protected education records
These exemptions are strictly construed against the public office, and the office bears the burden of proving that an exemption applies. When a record contains both exempt and non-exempt information, the public office must redact the exempt information and provide the remainder.
Who Has the Right To Request Public Records in Ohio
Under Ohio law, anyone has the right to request public records, regardless of:
- Citizenship or residency status
- Age
- Purpose or intended use of the records
- Relationship to the subject of the records
ORC Section 149.43(B)(1) states that public records shall be made available "to any person," and Ohio courts have consistently interpreted this language broadly. Requesters:
- Do not need to identify themselves
- Do not need to provide a reason for their request
- Cannot be required to make requests in writing (though written requests are recommended)
- Cannot be denied access based on their intended use of the records
The only limitations on who may request records relate to certain specific categories, such as:
- Incarcerated persons have limited rights to request certain records under ORC Section 149.43(B)(8)
- Commercial requesters may face different fee structures for certain specialized databases
- Journalists may have special access to certain records that are otherwise restricted
Public offices cannot require requesters to fill out specific forms or provide identification, though they may ask for contact information to respond to the request.
What Can Be Done With Public Records in Ohio
Once obtained, public records in Ohio may be used for various purposes with few restrictions. Common uses include:
- Research and Education: Academic research, genealogical studies, historical documentation
- Business Purposes: Market research, competitive analysis, property development planning
- Legal Matters: Case preparation, evidence gathering, background for litigation
- Media Reporting: Investigative journalism, fact-checking, public interest stories
- Personal Information: Family history research, property information, verification of government actions
- Civic Engagement: Monitoring government activities, advocating for policy changes, ensuring accountability
- Commercial Uses: Compiling mailing lists, creating databases for resale, marketing
While the law generally does not restrict how public records may be used once obtained, certain specific limitations may apply:
- Voter registration records cannot be used for commercial purposes
- Some records may have copyright protections that limit reproduction
- Using public records for fraudulent purposes remains illegal
- Privacy laws may restrict certain uses of personal information contained in public records
It's important to note that while the purpose of a request cannot be used to deny access to public records, certain specialized databases may have specific use restrictions or different fee structures for commercial requesters.
Key Agencies and Departments for Public Records in Ohio
Ohio Department of Administrative Services
30 East Broad Street, 40th Floor
Columbus, OH 43215
(614) 466-6511
Ohio Department of Administrative Services
Ohio Bureau of Motor Vehicles
1970 West Broad Street
Columbus, OH 43223
(844) 644-6268
Ohio Bureau of Motor Vehicles
Ohio Department of Health, Bureau of Vital Statistics
246 North High Street
Columbus, OH 43215
(614) 466-2531
Ohio Department of Health
Ohio Department of Public Safety
1970 West Broad Street
Columbus, OH 43223
(614) 466-3383
Ohio Department of Public Safety
Supreme Court of Ohio
65 South Front Street
Columbus, OH 43215
(614) 387-9000
Supreme Court of Ohio
Ohio History Connection (State Archives)
800 East 17th Avenue
Columbus, OH 43211
(614) 297-2300
Ohio History Connection
State Library of Ohio
274 East First Avenue
Columbus, OH 43201
(614) 644-7061
State Library of Ohio
Ohio Secretary of State, Business Services Division
22 North Fourth Street
Columbus, OH 43215
(877) 767-3453
Ohio Secretary of State
Ohio Department of Job and Family Services
30 East Broad Street, 32nd Floor
Columbus, OH 43215
(614) 466-2100
Ohio Department of Job and Family Services
Ohio Department of Education
25 South Front Street
Columbus, OH 43215
(877) 644-6338
Ohio Department of Education
Ohio Environmental Protection Agency
50 West Town Street, Suite 700
Columbus, OH 43215
(614) 644-3020
Ohio Environmental Protection Agency
Ohio Department of Natural Resources
2045 Morse Road
Columbus, OH 43229
(614) 265-6565
Ohio Department of Natural Resources
Ohio Department of Taxation
4485 Northland Ridge Boulevard
Columbus, OH 43229
(888) 405-4039
Ohio Department of Taxation
Ohio General Assembly
1 Capitol Square
Columbus, OH 43215
(614) 466-3357
Ohio General Assembly
Ohio Department of Transportation
1980 West Broad Street
Columbus, OH 43223
(614) 466-7170
Ohio Department of Transportation
Ohio Attorney General's Office
30 East Broad Street, 14th Floor
Columbus, OH 43215
(800) 282-0515
Ohio Attorney General
Ohio Housing Finance Agency
57 East Main Street
Columbus, OH 43215
(614) 466-7970
Ohio Housing Finance Agency
City of Columbus, City Clerk
90 West Broad Street
Columbus, OH 43215
(614) 645-7380
Columbus City Clerk
Cleveland City Hall, Public Records
601 Lakeside Avenue
Cleveland, OH 44114
(216) 664-2000
Cleveland Public Records
How to Appeal a Denied Public Records Request in Ohio
If your public records request in Ohio is denied, you have several options for appeal:
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Informal Resolution: Contact the public office to clarify your request or discuss the denial. Sometimes, misunderstandings can be resolved through communication.
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Mandamus Action: File a mandamus action in the appropriate court (common pleas court, court of appeals, or Ohio Supreme Court) to compel the public office to provide the records. Under ORC Section 149.43(C), this is the primary legal remedy for denied requests.
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Ohio Court of Claims: File a complaint with the Ohio Court of Claims through its Public Records Mediation Program. This process, established in 2016, provides a faster, less expensive alternative to filing a lawsuit.
Ohio Court of Claims
Thomas J. Moyer Ohio Judicial Center
65 South Front Street, 3rd Floor
Columbus, OH 43215
(800) 824-8263
Ohio Court of Claims -
Attorney General Mediation: The Ohio Attorney General's Office offers a voluntary Public Records Mediation Program to resolve disputes between requesters and local public offices.
The appeal process typically involves:
- Filing the appropriate complaint or petition
- Providing documentation of your original request
- Explaining why you believe the denial was improper
- Participating in mediation or court proceedings as required
If successful, you may be entitled to:
- Statutory damages (up to $1,000)
- Court costs
- Attorney fees
- A writ ordering the release of the records
The statute of limitations for filing a mandamus action is generally within five years of the denial, but it's advisable to act promptly.
Difference Between Federal and Ohio Public Records
The Freedom of Information Act (FOIA) governs access to records held by federal executive branch agencies, while the Ohio Public Records Act (Ohio Revised Code § 149.43) governs access to records held by state and local government entities within Ohio.
Key differences include:
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Jurisdiction
- FOIA: Applies only to federal agencies, such as the U.S. Department of Justice, Department of Defense, or Internal Revenue Service. It does not apply to Congress, the federal courts, or state/local governments.
- Ohio Public Records Act: Applies to all Ohio state agencies, counties, municipalities, townships, school districts, and other public offices.
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Request Procedures
- FOIA: Requires a written request that reasonably describes the records sought; agencies have 20 business days to respond.
- Ohio Public Records Act: Requests can be verbal or written; there is no residency requirement and no statutory deadline, but records must be provided “within a reasonable period of time.”
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Exemptions
- FOIA: Contains nine exemptions, including national security, personal privacy, trade secrets, and law enforcement records.
- Ohio Public Records Act: Contains exemptions such as medical records, confidential law enforcement investigatory records, trial preparation records, and any records made confidential by state or federal law.
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Appeals
- FOIA: Denials can be appealed within the agency, and then in federal court if necessary.
- Ohio Public Records Act: Denials can be challenged through the Ohio Court of Claims Public Records Program or by filing a lawsuit in state court.
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Fees
- FOIA: Agencies may charge search, duplication, and review fees, with fee waivers possible for certain public interest requests.
- Ohio Public Records Act: Agencies can only charge the actual cost of copying and mailing, with no fees for search or review time unless otherwise provided by law.