Clay County Public Records
How to Find Public Records in Clay County in 2026
Members of the public seeking government documents in Clay County, Indiana, may access publicly available information through ClayRecords.us, which aggregates data drawn from official sources. Clay County maintains a range of government-generated documents that are accessible to the public under Indiana's open records framework. The records available through official channels may include, but are not limited to:
- Court records (civil, criminal, probate, and family law)
- Property deeds, mortgages, and liens
- Vital records such as marriage certificates and divorce decrees
- Tax assessment and property records
- Business licenses and permits
- Voting and election records
- County commission meeting minutes and agendas
- Law enforcement incident reports (where permitted by law)
Records can be searched through official court resources, clerk offices, public access terminals, and online tools.
Online Access: Members of the public may search Indiana court records through the Indiana Courts case search portal, which provides access to case information across the state's court system. The Clay County Recorder's office maintains property records that may be accessed through the county's official online systems. Some records require account registration or identity verification prior to access.
In-Person Requests: Individuals may visit the Clay County Clerk's Office or the Clay County Recorder's Office during regular business hours to inspect or request copies of public records. The Clay County Courthouse is located at 609 E National Ave, Brazil, IN 47834. Staff at the public counter can assist with locating documents and processing copy requests.
Written/Mail Requests: Written requests should be directed to the appropriate office by mail. Requestors should include the full name of the subject, the type of record sought, the approximate date range, and a return mailing address. Under Indiana Code § 5-14-3-9, agencies are required to respond to public records requests within a reasonable timeframe, with a 24-hour acknowledgment requirement for requests received during business hours.
Phone/Email:
- Clay County Clerk: (812) 448-9024
- Clay County Recorder: (812) 448-9021
The Indiana Judicial Branch provides guidance on how to request public records from court offices, including certified copies of marriage certificates and divorce decrees.
What Are Public Records in Clay County?
Public records in Clay County are defined under Indiana Code § 5-14-3-2 as any writing, paper, report, study, map, photograph, book, card, tape recording, or other material that is created, received, retained, maintained, or filed by or with a public agency and is generated on public funds. The following record types are maintained by county offices:
| Record Type | Maintaining Office |
|---|---|
| Civil, criminal, probate, family court records | Clay County Circuit and Superior Courts |
| Property deeds, mortgages, liens | Clay County Recorder |
| Marriage certificates, divorce decrees | Clay County Clerk |
| Tax assessments | Clay County Assessor |
| Business licenses and permits | Clay County Clerk / State agencies |
| Voting and election records | Clay County Election Board |
| Meeting minutes and agendas | Clay County Council / Commissioners |
| Law enforcement records | Clay County Sheriff's Office |
| Land use and zoning records | Clay County Plan Commission |
The Indiana Judicial Branch public records page provides additional guidance on locating court-related documents, including records for family members and personal record requests. The Clay County Recorder's office is the primary custodian of real property instruments and maintains those records in perpetuity.
Is Clay County an Open Records County?
Clay County operates in full compliance with Indiana's Access to Public Records Act (APRA), codified at Indiana Code § 5-14-3 et seq. This statute establishes the right of any person to inspect and copy the public records of any public agency. The Indiana Public Access Counselor, an office established under state law, provides advisory opinions and enforcement guidance to ensure compliance across all counties, including Clay County.
As stated by the Indiana Public Access Counselor: "Any person may inspect and copy the public records of any public agency during the regular business hours of the agency, except as provided in this chapter." This provision reflects the foundational principle that government records belong to the public and must be accessible absent a specific statutory exemption.
Clay County agencies are required to designate a public records coordinator and to respond to requests in a timely manner. The county does not impose additional local ordinances that restrict access beyond what is permitted under state law. Indiana's sunshine laws further require that meetings of public agencies be open to the public, with agendas and minutes made available upon request.
How Much Does It Cost to Get Public Records in Clay County?
The current fee structure for public records in Clay County is governed by Indiana Code § 5-14-3-8, which sets limits on the fees agencies may charge for copying and certifying public documents. Standard fees applicable to most requests are as follows:
| Fee Type | Standard Amount |
|---|---|
| Paper copies (letter/legal size) | $0.10 per page |
| Certified copies (court documents) | Varies by document type |
| Certification fee (Recorder) | $1.00–$5.00 per document |
| Electronic copies | No charge in many cases |
| Search fee | Not permitted under APRA |
- Inspection: Members of the public may inspect records at no charge during regular business hours.
- Copies: Agencies may charge no more than the actual cost of copying, with paper copies capped at $0.10 per page for standard sizes.
- Certification: Certified copies of court records, deeds, and vital records carry additional fees set by the respective office.
- Electronic records: Agencies are encouraged to provide records in electronic format at no cost when feasible.
- Fee waivers: Agencies retain discretion to waive fees, particularly for indigent requestors or requests serving a clear public interest.
Accepted payment methods at Clay County offices include cash, check, and money order. Some offices accept credit or debit cards; requestors should confirm accepted methods with the specific office prior to submitting a request.
Does Clay County Have Free Public Records?
Free inspection of public records is available at Clay County government offices during regular business hours. Under Indiana's Access to Public Records Act, no fee may be charged solely for the act of inspecting a public record. The distinction between free inspection and free copies is significant: while viewing records in person carries no cost, obtaining physical or certified copies is subject to the fee schedule described above.
The following resources provide free access to certain records:
- MyCase Indiana Courts Case Search: Members of the public may search court case information statewide at no charge. The portal provides case status, party names, and hearing dates for cases across Indiana's court system.
- Clay County Recorder's Office: Property records may be inspected in person at no cost at the public counter.
- Clay County Assessor's Office: Property assessment data is available for public inspection without charge.
- Indiana Archives and Records Administration: Certain historical and vital records are accessible through state-maintained databases at no cost.
The Indiana Judicial Branch notes that individuals seeking their own records or records for family members may access a range of documents through official court portals without incurring search fees.
Who Can Request Public Records in Clay County?
Any person may request public records from Clay County agencies under Indiana Code § 5-14-3-3. Eligibility is not restricted by residency, citizenship, or stated purpose. Requestors are not required to:
- Be a resident of Indiana or Clay County
- Provide government-issued identification (for most records)
- State the reason for the request
- Demonstrate a personal interest in the records sought
Certain record types carry additional access requirements. For example, individuals requesting their own criminal history records may be required to provide identification to ensure accuracy. Requests for sealed, expunged, or restricted records require a court order or demonstrated legal authority. Attorneys and legal representatives may access certain restricted records upon presentation of appropriate credentials.
Non-residents retain the same rights as Indiana residents under APRA. Requests submitted by mail, email, or in person are treated equally under the law. When requesting records on behalf of another individual, the requestor may be asked to provide written authorization from the subject of the records.
What Records Are Confidential in Clay County?
Not all government records in Clay County are subject to public disclosure. Indiana Code § 5-14-3-4 enumerates specific categories of records that are exempt from mandatory disclosure. The following record types are currently classified as confidential or restricted:
- Sealed court records: Records sealed by judicial order are not accessible to the general public.
- Juvenile records: Records pertaining to individuals under the age of 18 in delinquency or child in need of services (CHINS) proceedings are confidential.
- Ongoing investigation records: Law enforcement records compiled as part of an active investigation are exempt from disclosure.
- Personal identifying information: Social Security numbers, financial account numbers, and similar data are redacted from public records.
- Medical records: Protected under both state law and the federal Health Insurance Portability and Accountability Act (HIPAA).
- Adoption records: Sealed by statute and accessible only through court order or specific statutory procedures.
- Child welfare and protective services records: Records maintained by the Department of Child Services are confidential.
- Personnel records: Employee records are exempt with limited exceptions for salary and job title information.
- Trade secrets and proprietary business information: Submitted to government agencies under confidentiality agreements.
- Security plans and infrastructure details: Records related to the security of public facilities are withheld in the interest of public safety.
As stated in Indiana's Access to Public Records Act: "A public agency is not required to disclose the following records... [including] investigatory records of law enforcement agencies." Agencies apply a balancing test in cases where partial disclosure may be appropriate, redacting exempt portions while releasing the remainder of a document.
Clay County Recorder's Office: Contact Information and Hours
Clay County Recorder's Office
609 E National Ave, Brazil, IN 47834
(812) 448-9021
Clay County Recorder
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Closed on state and federal holidays
The Clay County Recorder is the primary custodian of real property instruments, including deeds, mortgages, liens, and related documents. As noted on the official county page, "It is the primary duty of the county recorder to record instruments submitted for recording and maintains those records for perpetuity."
Clay County Circuit Court / Clerk's Office
609 E National Ave, Brazil, IN 47834
(812) 448-9024
Clay County Courts
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Closed on state and federal holidays
The Clay County Clerk maintains court records for civil, criminal, probate, and family law cases. Certified copies of marriage certificates and divorce decrees are available through this office. Members of the public may also access court case information through the Indiana Courts case search tool prior to visiting in person.
Clay County Assessor's Office
609 E National Ave, Brazil, IN 47834
(812) 448-9013
Clay County Assessor – IN.gov
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Clay County Sheriff's Office
1 N Elizabeth St, Brazil, IN 47834
(812) 448-1343
Clay County Sheriff
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM (administrative)
Dispatch operates 24 hours, 7 days per week