Portage County Public Records
What Is Public Records in The Portage County?
Public records in Portage County, Ohio encompass a wide range of official documents maintained by various county departments and agencies pursuant to Ohio Revised Code § 149.43. These records document government activities, property ownership, legal proceedings, and other matters of public interest. The following categories of public records are maintained and accessible in Portage County:
- Property Records: Tax assessments, property transfers, deeds, mortgages, liens, and property valuations maintained by the Portage County Assessor
- Court Records: Civil, criminal, domestic, probate, and juvenile court case files (with certain restrictions) available through the Clerk of Courts
- Vital Records: Birth certificates (from December 20, 1908), death certificates (from January 1, 1909), marriage licenses (from 1820), and divorce decrees
- Law Enforcement Records: Incident reports, arrest records, jail records, and sex offender registry information from the Portage County Sheriff's Department
- Tax Records: Property tax statements, payments, delinquencies, and tax sales
- Voting and Election Records: Voter registrations, election results, campaign finance reports, and precinct maps
- Business Records: Business licenses, permits, fictitious business name statements, and vendor contracts
- Land Use Records: Zoning permits, building permits, environmental assessments, and planning documents
- Meeting Records: Minutes, agendas, and recordings of public meetings held by county boards and commissions
- Financial Records: County budgets, expenditure reports, audits, and financial statements
These records are maintained in accordance with state retention schedules and are available for public inspection during regular business hours at the respective county offices or through designated online portals.
Is Portage County an Open Records County?
Portage County operates as an open records county in compliance with the Ohio Public Records Act, codified in Ohio Revised Code § 149.43, commonly known as the "Sunshine Law." This statute establishes the fundamental principle that governmental records are the property of the public and must be accessible for inspection and copying.
The Ohio Public Records Act specifically mandates that all public offices in Ohio, including those in Portage County, shall make public records available for inspection upon request during regular business hours. The law further requires that copies of public records must be provided within a reasonable period of time.
Portage County's commitment to transparency is evidenced by the county's Public Records Policy, which states: "It is the policy of Portage County that openness leads to a better informed citizenry, which leads to better government and better public policy." This policy implements the provisions of the Ohio Public Records Act and establishes clear procedures for responding to public records requests.
The county's adherence to open records principles is further reinforced by the Ohio Attorney General's Office, which provides oversight and guidance on public records compliance. Portage County officials receive regular training on public records law as required by Ohio Revised Code § 149.43(E)(1).
How Do I Find Public Records in Portage County in 2025
Accessing public records in Portage County in 2025 can be accomplished through multiple channels designed to facilitate public access. The primary methods for locating and obtaining public records include:
In-Person Requests:
- Visit the specific county department that maintains the desired records during regular business hours
- Complete a public records request form (optional but recommended for complex requests)
- Present identification when required for certain records (such as vital records)
Online Access:
- Utilize the Portage County Records Portal for digitized documents
- Access property records through the Portage County Auditor's website
- Search court records via the Clerk of Courts online case management system
- Review meeting minutes and agendas on the County Commissioners' web portal
Written Requests:
- Submit detailed requests via email to the appropriate department
- Mail formal requests to the specific county office
- Fax requests to the designated public records officer for each department
Telephone Inquiries:
- Contact the relevant department to determine record availability
- Receive guidance on the most efficient method to obtain specific records
- Schedule appointments for viewing extensive records collections
For legal research assistance, the Portage County Law Library provides access to specialized legal materials and guidance on locating court-related documents. Additionally, the Ohio Supreme Court maintains databases of appellate decisions that may reference Portage County cases.
Federal court records involving Portage County residents or entities can be accessed through the PACER system, which provides electronic access to federal court documents.
How Much Does It Cost To Get Public Records In Portage County?
Fees for public records in Portage County are established in accordance with Ohio Revised Code § 149.43(B)(6), which permits public offices to charge only the actual cost of making copies, not including employee time. The current fee schedule for Portage County public records is as follows:
Standard Document Reproduction:
- Paper copies (8.5" x 11"): $0.05 per page (black and white)
- Paper copies (8.5" x 11"): $0.25 per page (color)
- Paper copies (11" x 17"): $0.10 per page (black and white)
- Paper copies (11" x 17"): $0.50 per page (color)
- Certified copies: $1.00 per document plus copy costs
Specialized Records:
- Vital Records (birth/death certificates): $25.00 per certified copy
- Marriage License copies: $2.00 per page
- Divorce Decree copies: $1.00 per page plus certification fee if required
- Real Estate Records: $2.00 per page for certified copies
- Maps and Plats: $5.00 - $25.00 depending on size and complexity
Electronic Records:
- Records provided via email: No charge (if already in electronic format)
- Records scanned to electronic format: $0.05 per page scanning fee
- Records provided on CD/DVD: $1.00 per disc plus scanning fees if applicable
- USB drive: $8.00 per drive plus scanning fees if applicable
Delivery Methods:
- Regular mail: Actual postage costs
- Certified mail: Actual postage plus $5.00 handling fee
- Express delivery: Actual carrier costs
Payment may be made by cash, check, or money order. Some departments also accept credit card payments with a processing fee of 2.5%. Requestors may be required to pay fees in advance for requests exceeding $10.00 in estimated costs.
Does Portage County Have Free Public Records?
Portage County provides certain public records at no cost to requestors in accordance with Ohio's public records laws and county policies. The following records and services are available without charge:
Free In-Person Inspection:
- All public records may be viewed at no cost during regular business hours at the appropriate county office
- Self-service computer terminals for searching digitized records are available free of charge at several county facilities
- Public meeting minutes and agendas may be reviewed without fee at the County Administration Building
Free Online Access:
- Property ownership information through the Portage County Auditor's website
- Basic court case information via the Clerk of Courts public access portal
- County Commission meeting minutes and resolutions
- Voter registration verification through the Board of Elections website
- Sex offender registry information via the Portage County Sheriff's Department
Free Electronic Delivery:
- Public records already in electronic format may be emailed at no cost
- Meeting notices and public announcements distributed via email subscription
- Press releases and public safety notifications
Free Records for Specific Purposes:
- Veterans may obtain copies of military discharge records (DD-214) for benefits purposes
- Indigent individuals may qualify for fee waivers for certain records upon demonstration of financial hardship
- Government agencies requesting records for official purposes are generally exempt from fees
- Nonprofit organizations conducting research in the public interest may request fee waivers subject to approval
The Ohio Attorney General's Office provides additional guidance on free public records access through their Sunshine Laws Manual, which is available online at no cost.
Who Can Request Public Records In Portage County?
Public records in Portage County are available to all requestors regardless of residency, citizenship status, or purpose pursuant to Ohio Revised Code § 149.43(B)(1). The following individuals and entities may submit public records requests:
- Any individual person, regardless of age, residency, or citizenship status
- Media representatives and journalists
- Businesses and corporations
- Nonprofit organizations and advocacy groups
- Legal representatives and attorneys
- Government agencies and officials
- Academic researchers and students
- Incarcerated individuals (with certain limitations per ORC § 149.43(B)(8))
Requestors are not required to:
- Identify themselves
- Provide identification (except for certain restricted records)
- State the purpose of their request
- Submit requests in writing (though written requests are recommended for complex inquiries)
- Use specific forms or formats when making requests
The Ohio Public Records Act establishes that the identity, motivation, or intended use of records by the requestor cannot be considered when determining whether to fulfill a public records request. However, certain exceptions apply:
- Requests from incarcerated persons must be approved by the sentencing judge
- Vital records (birth/death certificates) require identification of the requestor
- Commercial requests for bulk data may be subject to special agreements
- Records containing protected information may require verification of authorized access
The Ohio Supreme Court has consistently upheld the principle that public records must be available to "any person" as stated in the statute, reinforcing Portage County's obligation to process requests without regard to the requestor's identity or purpose.
What Records Are Confidential In Portage County?
Certain records maintained by Portage County are exempt from public disclosure in accordance with Ohio Revised Code § 149.43(A)(1) and other applicable state and federal laws. These confidential records include:
Personal Privacy Protections:
- Social Security numbers, driver's license numbers, and financial account information
- Medical records and protected health information under HIPAA
- Juvenile court records (with limited exceptions)
- Adoption records and proceedings
- Mental health commitment records
- Substance abuse treatment records
Law Enforcement Exemptions:
- Active criminal investigation records that would impede prosecution
- Confidential law enforcement investigatory techniques
- Information that would endanger witnesses or victims
- Records that would disclose the identity of confidential informants
- LEADS/NCIC criminal history information
- Bureau of Criminal Investigation (BCI) background check results
Security and Safety Exemptions:
- Infrastructure records that could facilitate terrorist activity
- Security and emergency response plans
- Building plans for public buildings that would create security risks
- Records of security systems and access codes
Administrative Exemptions:
- Attorney-client privileged communications
- Trial preparation records
- Intellectual property records
- Competitive bidding documents prior to bid opening
- Economic development negotiations prior to formal agreement
- Personnel matters discussed in executive sessions
Other Protected Records:
- Records protected by federal law (FERPA, GLBA, etc.)
- Certain child welfare records
- Domestic violence shelter locations and protocols
- Records sealed by court order
The Ohio Attorney General's Office provides comprehensive guidance on exemptions through the Sunshine Laws Manual. When a record contains both public and exempt information, Portage County officials will redact the exempt information and provide the remainder of the record as required by ORC § 149.43(B)(1).
Portage County Recorder's Office: Contact Information and Hours
Portage County Recorder's Office
449 S. Meridian Street, 1st Floor
Ravenna, OH 44266
(330) 297-3533
Portage County Recorder
Public Counter Hours:
Monday - Friday: 8:00 AM - 4:30 PM
Saturday, Sunday, and County Holidays: Closed
The Portage County Recorder's Office serves as the official custodian of land records and other vital documents for the county. The office is responsible for recording, maintaining, and providing access to various legal instruments including:
- Deeds, mortgages, and property transfers
- Easements and rights-of-way
- Liens and judgments affecting real property
- Military discharge papers (DD-214)
- Financing statements (UCC filings)
- Plats and surveys
- Powers of attorney
- Partnership agreements
- Federal tax liens
Document recording services are available during all public counter hours. The office maintains records dating back to the county's formation in 1807, with older records available on microfilm and more recent records accessible through electronic systems.
Certified copies of recorded documents may be obtained for a fee of $2.00 per page, with an additional $1.00 certification charge per document. The office accepts cash, checks, and money orders for payment of fees. Credit card payments are subject to a 2.5% processing fee.
Research assistance is available from staff members during regular business hours. Self-service computer terminals are provided for public use at no charge. Bulk record requests or extensive research projects may require advance notice to ensure staff availability.
Lookup Public Records in Portage County
Property tax assessments and records
Legal research materials and resources
Sheriff's records and safety information
Ohio public records laws and guidelines
Court opinions and judicial information