Madison County Public Records
How to Find Public Records in Madison County in 2026
Members of the public seeking government documents, court filings, property data, and other official materials may access a broad range of publicly available information through MadisonILRecords.us as well as through the official offices of Madison County, Illinois. This resource aggregates publicly available data and may assist users in locating records across multiple categories. The availability and completeness of any particular record depends on the originating agency, the nature of the document, and applicable state law. Records that may be accessible include:
- Court case filings (civil, criminal, probate, and family)
- Property deeds, mortgages, and liens
- Vital records (birth, death, marriage, and dissolution of marriage)
- Tax assessment and property tax records
- Business licenses and fictitious name registrations
- Voting and election records
- County board meeting minutes and agendas
- Law enforcement incident reports (where permitted)
- Land use, zoning, and building permit records
Records may be searched through official court resources, clerk offices, public access terminals, and online tools maintained by county and state agencies.
Online Access:
The Madison County Circuit Clerk's court case search portal allows members of the public to search civil and criminal case information by party name or case number at no charge. Property records, including recorded deeds and mortgages, are maintained by the Madison County Recorder's Office and are accessible through the office's online index. No registration is required to conduct basic searches through the county's public-facing portals.
In-Person Requests:
Members of the public may visit the Circuit Clerk's Office or the Recorder's Office during regular business hours to inspect records at public access terminals or to submit formal requests. Staff at each office can assist with locating case numbers, document indexes, and certified copy request forms.
Written/Mail Requests:
Written requests submitted by mail must include the requester's full name, a description of the records sought, and a return mailing address. Under 5 ILCS § 140/3, public bodies are required to respond to written requests within five business days of receipt.
Phone/Email:
- Madison County Circuit Clerk: (618) 692-6240
- Madison County Recorder's Office: (618) 692-6060
What Are Public Records in Madison County?
Public records in Madison County are defined under the Illinois Freedom of Information Act (5 ILCS § 140/2) as all records, reports, forms, writings, letters, memoranda, books, papers, maps, photographs, microfilms, cards, tapes, recordings, electronic data processing records, electronic communications, recorded information, and all other documentary materials pertaining to the transaction of public business, regardless of physical form or characteristics, having been prepared by or for, or having been or being used by, received by, in the possession of, or under the control of any public body.
The following record types are currently maintained by Madison County agencies:
| Record Type | Maintaining Office |
|---|---|
| Civil, criminal, probate, and family court records | Circuit Clerk's Office |
| Property deeds, mortgages, liens | Recorder's Office |
| Vital records (birth, death, marriage) | County Clerk's Office |
| Property tax and assessment records | County Assessor / Treasurer |
| Business licenses and fictitious names | County Clerk's Office |
| Voting and election records | County Clerk's Office |
| Meeting minutes and agendas | County Board / individual departments |
| Law enforcement records | Madison County Sheriff's Office |
| Land use and zoning records | County Planning and Development |
The Madison County Circuit Clerk files and processes state and local court cases, collects fines and fees, and maintains the official record of all court proceedings within the county. The Recorder's Office is responsible for recording, indexing, and maintaining all land records and related instruments.
Is Madison County an Open Records County?
Madison County operates in full compliance with the Illinois Freedom of Information Act (FOIA), codified at 5 ILCS § 140/1 et seq., which governs public access to government records throughout the state. Under this statute, all public bodies — including county offices, elected officials, and administrative departments — are required to make public records available for inspection and copying upon request, subject to enumerated exemptions.
As stated in the Illinois Attorney General's Public Access Counselor guidance: "The Illinois Freedom of Information Act reflects the public policy of the State of Illinois that all persons are entitled to full and complete information regarding the affairs of government and the official acts and policies of those who represent them as public officials and public employees."
The county does not impose additional local ordinances that restrict access beyond the limitations established by state law. Members of the public may submit FOIA requests directly to the FOIA officer designated by each county department. The Illinois Attorney General's office provides guidance on the proper procedures for submitting and appealing FOIA requests statewide.
How Much Does It Cost to Get Public Records in Madison County?
The fee structure for public records in Madison County is governed by 5 ILCS § 140/6, which establishes the maximum fees a public body may charge for reproducing records.
| Fee Type | Standard Amount |
|---|---|
| Black-and-white paper copies (first 50 pages) | No charge |
| Black-and-white paper copies (pages 51 and beyond) | $0.15 per page |
| Color copies or non-standard size copies | Actual cost |
| Electronic records (when available) | No charge or nominal fee |
| Certified copies of court records | Varies by document type |
| Certified copies of recorded documents | Set by Recorder's fee schedule |
Inspection of records at a public office is provided at no charge. Certification fees for court documents are set by the Circuit Clerk and vary depending on the document type. The Recorder's Office charges fees for certified copies of recorded instruments in accordance with the Illinois Compiled Statutes governing recorder fees. Accepted payment methods at county offices include cash, check, and credit or debit card, though accepted methods may vary by department. Fee waivers may be available for indigent requesters or for records requested for a public interest purpose, as determined by the responding public body.
Does Madison County Have Free Public Records?
Free inspection of public records is available to any member of the public at the offices that maintain those records. Under Illinois law, public bodies may not charge a fee for the inspection of records; fees apply only when copies are requested. The following resources provide free access to public records:
- The Circuit Clerk's court case search tool allows free online searches of civil and criminal case information by party name or case number
- The Third Judicial Circuit Court at the Madison County Courthouse provides public access terminals for in-person case record review at no charge
- The Recorder's Office provides free online index searches for recorded land documents
- The County Assessor's Office provides free access to property assessment data through the county's online portal
The distinction between free inspection and free copies is significant: members of the public may review records in person without charge, but obtaining paper or certified copies involves the fees described in the preceding section.
Who Can Request Public Records in Madison County?
Any person may submit a public records request in Madison County, regardless of residency, citizenship, or stated purpose. Under the Illinois Freedom of Information Act, a "person" is defined broadly to include any individual, corporation, partnership, firm, organization, or association. Requesters are not required to:
- Be a resident of Illinois or Madison County
- Provide government-issued identification (for standard inspection requests)
- State the purpose of the request
Certain record types carry additional access requirements. Requests for sealed court records, expunged criminal records, or records containing protected personal information may require the requester to demonstrate a legal basis for access or to obtain a court order. Individuals requesting their own records — such as personal court filings or vital records — may be required to present valid identification to verify identity before copies are released. Non-residents retain the same rights of access as residents under state law, with no distinction made based on geographic origin.
What Records Are Confidential in Madison County?
Not all government records are subject to public disclosure. The Illinois Freedom of Information Act enumerates specific categories of exempt records at 5 ILCS § 140/7. The following categories of records are currently withheld from public disclosure, in whole or in part:
- Sealed court records: Records sealed by judicial order are not accessible without a court-issued unsealing order
- Juvenile records: Records pertaining to minors in delinquency or abuse and neglect proceedings are confidential under the Juvenile Court Act
- Ongoing criminal investigation records: Law enforcement records compiled during active investigations are exempt to the extent that disclosure would interfere with the investigation
- Personal identifying information: Social Security numbers, financial account numbers, and similar data are redacted from disclosed records
- Medical and mental health records: Protected under both HIPAA and Illinois state law
- Adoption records: Sealed by statute and accessible only under specific statutory procedures
- Child welfare and protective services records: Maintained as confidential by the Illinois Department of Children and Family Services
- Personnel records: Employee records are exempt except for names, titles, salaries, and dates of employment of public employees
- Trade secrets and proprietary business information: Submitted to government agencies under confidentiality protections
- Security plans and critical infrastructure details: Exempt to protect public safety
As stated in the Act, "a public body may elect to invoke its right to deny a request for a public record only to the extent necessary to prevent a clearly unwarranted invasion of personal privacy." Public bodies are required to redact exempt portions and release the remainder of any partially exempt record.
Madison County Recorder's Office: Contact Information and Hours
Madison County Recorder's Office
157 N. Main Street, Suite 105
Edwardsville, IL 62025
(618) 692-6060
Madison County Recorder's Office
Office Hours:
Monday – Friday: 8:30 AM – 4:30 PM
Closed on federal and state holidays
As stated on the office's official website, "The primary responsibility of the Recorder's Office is to record, index and maintain all land records and related instruments filed in Madison County." The Recorder currently accepts documents for recording in person, by mail, and through electronic recording (e-recording) for eligible submitters.
Additional Offices:
Madison County Circuit Clerk's Office
155 N. Main Street
Edwardsville, IL 62025
(618) 692-6240
Madison County Circuit Clerk
Office Hours:
Monday – Friday: 8:30 AM – 4:30 PM
Closed on federal and state holidays
Madison County Courthouse – Third Judicial Circuit Court
155 N. Main Street
Edwardsville, IL 62025
(618) 692-6240
Third Judicial Circuit Court – Madison County
Madison County Clerk's Office
157 N. Main Street, Suite 165
Edwardsville, IL 62025
(618) 692-6290
Madison County Clerk
Office Hours:
Monday – Friday: 8:30 AM – 4:30 PM
Closed on federal and state holidays