Suffolk County Public Records

What Are Public Records in Suffolk County?

Public records in Suffolk County, New York, are defined under the New York State Freedom of Information Law (FOIL) as any information kept, filed, produced, or reproduced by, with, or for a government agency in any physical form. According to Public Officers Law § 86, these records include but are not limited to reports, statements, examinations, memoranda, opinions, folders, files, books, manuals, pamphlets, forms, papers, designs, drawings, maps, photos, letters, microfilms, computer tapes or discs, rules, regulations, or codes.

Suffolk County maintains numerous types of public records, including:

• Court records (civil, criminal, probate, family court proceedings)
• Property records (deeds, mortgages, liens, tax assessments)
• Vital records (birth, death, marriage, divorce certificates)
• Business records (licenses, permits, fictitious business names)
• Tax records (property tax information, assessment records)
• Voting and election records (voter registration, election results)
• Meeting minutes and agendas (county legislature, boards, commissions)
• Budget and financial documents (annual budgets, expenditure reports)
• Law enforcement records (arrest logs, incident reports where permitted)
• Land use and zoning records (planning documents, zoning decisions)

Different county departments maintain specific record types. The Suffolk County Clerk's Office maintains property records, business certificates, and court records. The Suffolk County Department of Health Services maintains vital records. The Suffolk County Police Department maintains law enforcement records, while the Suffolk County Legislature maintains meeting minutes and legislative records.

Is Suffolk County an Open Records County?

Suffolk County fully complies with New York State's Freedom of Information Law (FOIL), which is codified under Public Officers Law Article 6, §§ 84-90. This law establishes the public's right to access government records, with the presumption that all records are accessible unless specifically exempted by statute.

Under Public Officers Law § 84, the legislature declares that "government is the public's business and that the public, individually and collectively and represented by a free press, should have access to the records of government." This foundational principle guides Suffolk County's approach to records access.

Suffolk County has established specific procedures for handling FOIL requests in accordance with state law. Each county department has a designated Records Access Officer responsible for responding to public records requests. The county maintains a FOIL Request Center on its official website to facilitate the submission of records requests.

Additionally, Suffolk County complies with New York State's Open Meetings Law, often referred to as the "Sunshine Law," which requires that meetings of public bodies be open to the public and that notice of such meetings be provided in advance.

How to Find Public Records in Suffolk County in 2026

Members of the public may access Suffolk County records through several methods:

1. Online Access: Many records are available through the county's official website. The Suffolk County Clerk's Online Records Portal provides access to land records, court records, and business filings. Users may search by name, document type, or date range.

2. FOIL Request: For records not available online, individuals may submit a Freedom of Information Law request through the county's FOIL Request Center. Requestors should:

   • Identify the specific records sought with reasonable particularity
   • Provide contact information for response
   • Submit the request to the appropriate department's Records Access Officer

3. In-Person Inspection: Many records may be inspected in person at the relevant county office during regular business hours. No appointment is necessary for general record inspection, though specialized searches may require staff assistance.

4. Mail or Email Requests: Written requests may be submitted to the appropriate department. Each request should clearly identify the records sought and provide return contact information.

The county must acknowledge receipt of FOIL requests within five business days and provide an approximate date when the request will be granted or denied. Pursuant to Public Officers Law § 89(3), agencies must provide access to records within a reasonable time, considering factors such as volume of request, ease of retrieval, and staffing limitations.

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

Suffolk County charges fees for copies of public records in accordance with Public Officers Law § 87(1)(b)(iii), which permits agencies to charge a reasonable fee for copies of records. Current standard fees include:

• Paper copies (up to 9" x 14"): $0.25 per page
• Larger format copies (maps, plans): Actual cost of reproduction
• Electronic records provided on physical media: Actual cost of the storage device
• Certification of documents: $5.00 per certification

Specialized records may have different fee structures established by state law or county ordinance:

• Vital records (birth/death certificates): $10.00 per copy
• Marriage licenses: $40.00
• Pistol permit applications: $10.00
• Court records: Varies by document type and length

The county accepts payment by cash, check, money order, and major credit cards for in-person transactions. Online payments typically require credit/debit cards. Checks should be made payable to "Suffolk County Clerk" or the specific department handling the request.

Fee waivers may be granted when the agency determines that waiver or reduction of fees is in the public interest because providing the record primarily benefits the general public. Requests for fee waivers must be made in writing with justification.

Does Suffolk County Have Free Public Records?

Suffolk County provides free inspection of most public records during regular business hours at the appropriate county office. No fee is charged for viewing records, though fees apply for copies or certified documents.

Several categories of records are available at no cost:

• Online property record searches through the Suffolk County Real Property Tax Service Agency
• County Legislature meeting minutes and agendas via the Suffolk County Legislature website
• County budget documents and financial reports on the Suffolk County Executive's website
• Election results through the Suffolk County Board of Elections
• Public notices and hearing schedules

Additionally, terminals for public use are available at the County Clerk's Office and various county departments for searching electronic records at no charge. While viewing these records is free, printing or obtaining official copies may incur standard fees.

The Suffolk County Public Library System also provides free access to certain historical records, local newspapers, and genealogical resources that may contain public record information.

Who Can Request Public Records in Suffolk County?

Under New York's Freedom of Information Law, any person may request and receive public records from Suffolk County government agencies. According to Public Officers Law § 89(1), agencies shall make all records available for public inspection and copying, except those that fall under specific statutory exemptions.

Key eligibility points include:

• Requestors need not be residents of Suffolk County or New York State
• Citizenship status is not a factor in eligibility to request records
• Requestors are not required to state the purpose or reason for their request, except in limited circumstances involving certain law enforcement or commercial records
• Identification is generally not required for most record requests, though it may be necessary for:
  • Vital records (birth, death, marriage certificates)
  • Records where proof of relationship or interest is required by law
  • Records where identity verification is necessary to prevent fraud

For requests involving personal records, additional verification may be required. For example, accessing one's own medical records held by a county facility would require identity verification in compliance with HIPAA regulations. Similarly, requesting another individual's vital records typically requires proof of relationship or legal interest in the record.

Commercial entities may request public records, though certain bulk data requests may be subject to additional fees or restrictions if used for commercial purposes, as permitted under state law.

What Records Are Confidential in Suffolk County?

While Suffolk County operates under the presumption of access to public records, Public Officers Law § 87(2) establishes specific categories of records that are exempt from disclosure. These confidential records include:

• Records that are specifically exempted from disclosure by state or federal statute
• Records that would constitute an unwarranted invasion of personal privacy, including:
  • Medical records and health information protected under HIPAA
  • Social Security numbers, financial account information, and other personal identifiers
  • Personnel records containing performance evaluations or personal information
• Records that would impair present or imminent contract awards or collective bargaining negotiations
• Trade secrets or information that would cause substantial injury to the competitive position of a commercial enterprise
• Law enforcement records that:
  • Would interfere with law enforcement investigations or judicial proceedings
  • Would deprive a person of a right to a fair trial
  • Would identify a confidential source or disclose confidential information
  • Would reveal criminal investigative techniques or procedures
• Records that could endanger the life or safety of any person
• Inter-agency or intra-agency materials that are not:
  • Statistical or factual tabulations or data
  • Instructions to staff that affect the public
  • Final agency policy or determinations
  • External audits

Additional protected records include:

• Sealed court records and expunged criminal records
• Juvenile delinquency records under Family Court Act § 375.1
• Adoption records, which are sealed by court order
• Child protective services records, except as specifically authorized by law
• Records related to critical infrastructure or security measures

When a record contains both exempt and non-exempt information, the county must redact the exempt information and provide the remainder of the record. The county must explain the reason for any denial or redaction by citing the specific statutory provision upon which the denial is based.

Suffolk County Recorder's Office: Contact Information and Hours

Suffolk County Clerk's Office
310 Center Drive
Riverhead, NY 11901
Phone: (631) 852-2000
Suffolk County Clerk

Public Counter Hours:
Monday through Friday: 9:00 AM to 5:00 PM
Closed on weekends and legal holidays

Satellite Office - Hauppauge:
Suffolk County Clerk's Office - Hauppauge Branch
H. Lee Dennison Building
100 Veterans Memorial Highway
Hauppauge, NY 11788
Phone: (631) 853-5392
Suffolk County Clerk

Public Counter Hours:
Monday through Friday: 9:00 AM to 5:00 PM
Closed on weekends and legal holidays

The Suffolk County Clerk serves as the county recorder and maintains land records, court records, business certificates, and other official documents. Services available at these offices include:

• Recording of deeds, mortgages, and other land records
• Filing of business certificates and DBAs (Doing Business As)
• Processing of court records and legal documents
• Passport application processing (Riverhead location only)
• Notary public registration and authentication
• Veterans' discharge recording
• Naturalization records

For specialized records, the following departments should be contacted:

Suffolk County Department of Health Services - Vital Records
360 Yaphank Avenue, Suite 1B
Yaphank, NY 11980
Phone: (631) 852-3748
Suffolk County Health Services

Suffolk County Real Property Tax Service Agency
300 Center Drive
Riverhead, NY 11901
Phone: (631) 852-1500
Suffolk County Real Property Tax Service Agency

Lookup Public Records in Suffolk County