Kalamazoo County Public Records

What Are Public Records in Kalamazoo County?

Public records in Kalamazoo County are defined under the Michigan Freedom of Information Act (FOIA), specifically MCL § 15.231-15.246, as writings prepared, owned, used, possessed, or retained by a public body in the performance of an official function. These records are available for public inspection and copying, subject to certain exemptions established by law.

Kalamazoo County maintains numerous types of public records, including:

Court Records: Civil, criminal, probate, and family court cases processed through the 8th District Court, 9th Circuit Court, and Probate Court
Property Records: Deeds, mortgages, liens, easements, and property assessments maintained by the Register of Deeds Office
Vital Records: Birth certificates, death certificates, and marriage licenses recorded and maintained by the County Clerk
Business Records: Assumed names (DBA), notary public commissions, and business registrations
Tax Records: Property tax information, assessment records, and tax foreclosure data
Voting and Election Records: Voter registration data, election results, and campaign finance reports
Meeting Minutes and Agendas: Records of County Commission meetings, board proceedings, and committee sessions
Budget and Financial Documents: County budgets, expenditure reports, and financial statements
Law Enforcement Records: Arrest logs, incident reports, and jail records (with statutory limitations)
Land Use and Zoning Records: Planning documents, zoning maps, and building permits

The Kalamazoo County Clerk's Office serves as the primary custodian for many of these records, while specialized departments maintain others. For example, property records are managed by the Register of Deeds, court records by the respective court clerks, and tax records by the County Treasurer.

Is Kalamazoo County an Open Records County?

Kalamazoo County fully complies with Michigan's Freedom of Information Act (FOIA), MCL § 15.231, which establishes the public's right to inspect, copy, or receive copies of public records. The statute explicitly states that "It is the public policy of this state that all persons... are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them as public officials and public employees."

Under MCL § 15.233(1), "a person has a right to inspect, copy, or receive copies of the requested public record of a public body," establishing the fundamental right of access. Kalamazoo County has implemented this mandate through its comprehensive FOIA procedures and guidelines, which outline the process for requesting public records.

The County has designated FOIA coordinators in each department to facilitate public access to records. These coordinators are responsible for receiving and processing FOIA requests, determining whether requested records exist, and coordinating the county's response within the statutory timeframes.

Additionally, Kalamazoo County adheres to Michigan's Open Meetings Act, which requires that most governmental meetings be open to the public, with meeting notices posted in advance and minutes kept of all proceedings. This dual commitment to open records and open meetings demonstrates the county's dedication to governmental transparency.

How to Find Public Records in Kalamazoo County in 2026

Members of the public seeking records in Kalamazoo County may utilize several methods to access information. The county has established streamlined procedures to facilitate public access to government documents.

For general records requests, individuals may:

Submit a FOIA request through the county's online portal
Complete a written FOIA request form and submit it to the appropriate department
Visit the relevant county office in person during regular business hours
Access certain records directly through online databases

For specific record types, the following procedures apply:

Property Records:

Search property records through the online document search portal
Visit the Register of Deeds office for assistance with complex searches
Request certified copies of deeds, mortgages, or liens by mail or in person

Vital Records:

Birth, death, and marriage certificates may be requested through the County Clerk's vital records division
Applicants must provide identification and establish eligibility for certain vital records
Complete the appropriate application form and submit required fees

Court Records:

Access case information through the 8th District Court or 9th Circuit Court websites
Visit the respective court clerk's office to view non-confidential case files
Request copies of court documents by submitting the appropriate form and fees

Meeting Minutes and Public Documents:

Review County Commission and committee minutes on the county website
Request archived minutes or supporting documents through the County Clerk
Attend public meetings in person to obtain current information

When making requests, individuals should be as specific as possible about the records sought, including relevant dates, names, and document types. This specificity helps county staff locate and provide the requested information efficiently.

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

Kalamazoo County assesses fees for public records in accordance with MCL § 15.234, which authorizes public bodies to charge reasonable fees for providing copies of public records. The current fee structure includes:

Standard Copying Fees:

Paper copies: $0.10 per page for letter/legal size documents
Certified copies: $1.00 per document plus copying costs
Large format documents (maps, plans): Actual cost of reproduction

Vital Records Fees:

Birth certificates: $15.00 for the first copy, $5.00 for each additional copy ordered at the same time
Death certificates: $15.00 for the first copy, $5.00 for each additional copy ordered at the same time
Marriage licenses: $15.00 for the first copy, $5.00 for each additional copy ordered at the same time

Court Record Fees:

Case document copies: $1.00 per page
Certified court documents: $10.00 per document
Case searches: $10.00 per name searched

Register of Deeds Fees:

Deed copies: $1.00 per page
Certified copies of recorded documents: $5.00 per document
Land record searches: $5.00 per name per year searched

For complex FOIA requests requiring extensive staff time, the county may charge for labor costs directly associated with searching for, examining, reviewing, and separating exempt from non-exempt information. The hourly rate is based on the lowest-paid employee capable of performing the required tasks.

Accepted payment methods include cash, check, money order, and credit/debit cards for in-person transactions. Online requests typically require credit/debit card payment.

Fee waivers or reductions may be granted if the county determines that a waiver or reduction is in the public interest because furnishing copies of the public record primarily benefits the general public. Additionally, individuals who submit an affidavit stating they are indigent and receiving specific public assistance may receive a waiver of the first $20.00 of fees.

Does Kalamazoo County Have Free Public Records?

Kalamazoo County provides several avenues for accessing public records at no cost. Pursuant to MCL § 15.233(3), individuals have the right to inspect public records at no charge during normal business hours. The law states that a public body may not charge a fee for the search, examination, review, and deletion and separation of exempt from nonexempt information unless failure to charge a fee would result in unreasonably high costs to the public body.

Free public record resources in Kalamazoo County include:

In-Person Inspection: Members of the public may examine non-exempt public records at the appropriate county office during regular business hours without charge. Staff will provide reasonable facilities for this purpose.
Online Resources: The county maintains several free online databases, including:
- Property assessment information through the Equalization Department
- County Commission meeting minutes and agendas
- Court case information (basic docket information)
- Election results and voter information
Public Access Terminals: Computer terminals are available at certain county offices, including the Register of Deeds and County Clerk, allowing visitors to search records databases at no charge.
Public Libraries: The Kalamazoo Public Library and other branches within the county provide free access to certain county records and resources.

The Michigan Department of Health and Human Services also provides limited free access to certain vital records for eligible individuals in specific circumstances, such as veterans seeking records for benefits purposes.

While inspection is free, fees still apply for obtaining copies of records, certification of documents, or extensive searches requiring significant staff time, as outlined in the county's fee schedule.

Who Can Request Public Records in Kalamazoo County?

Under Michigan's Freedom of Information Act, specifically MCL § 15.233(1), "a person" has the right to inspect, copy, or receive copies of public records. The term "person" is broadly defined to include individuals, corporations, limited liability companies, partnerships, firms, organizations, associations, governmental entities, or other legal entities.

Key eligibility considerations include:

Residency: Michigan law does not restrict FOIA requests to state residents. Any person, regardless of citizenship or residency status, may submit a request for public records in Kalamazoo County.
Identification Requirements: For most general records, requestors are not required to provide identification or state the purpose of their request. However, certain records, particularly vital records, require verification of identity and establishment of eligibility.
Vital Records Access: Access to birth, death, and marriage certificates is restricted to:
- The person named on the record
- Parents, legal guardians, or legal representatives of the person named
- Heirs or descendants for genealogical purposes
- Persons with a court order
- Government agencies for official purposes
Court Records: While most court records are public, access to certain case types (juvenile, adoption, mental health) is restricted to parties to the case, their attorneys, or others with a legitimate interest as determined by court rules.
Law Enforcement Records: Access to certain law enforcement records may be restricted if disclosure would interfere with law enforcement proceedings, deprive a person of a fair trial, constitute an unwarranted invasion of personal privacy, or meet other exemption criteria.

For requests involving confidential or restricted records, the requestor may need to provide proper identification, documentation of their relationship to the subject of the records, or a court order authorizing access. The county will evaluate each request against applicable laws and regulations to determine eligibility for access.

What Records Are Confidential in Kalamazoo County?

While Kalamazoo County strives for transparency, certain records are exempt from disclosure under MCL § 15.243, which establishes exemptions to the general right of access. These exemptions protect privacy, security, and other important interests. Records that are typically confidential include:

Personal Privacy Information: Information of a personal nature where disclosure would constitute an unwarranted invasion of privacy, including:
- Social Security numbers
- Driver's license numbers
- Financial account information
- Medical and mental health records (protected under HIPAA)
- Personal contact information in certain contexts
Law Enforcement Records: Records that would:
- Interfere with law enforcement proceedings
- Deprive a person of the right to a fair trial
- Constitute an unwarranted invasion of personal privacy
- Disclose law enforcement investigative techniques
- Endanger the life or safety of law enforcement personnel
Juvenile Records: Court records involving minors, including delinquency proceedings and child protective cases, except as specifically authorized by the juvenile code
Adoption Records: All adoption records are confidential and sealed by court order
Child Welfare Records: Child abuse and neglect investigations and protective services records
Certain Court Records: Records sealed by court order, including expunged criminal records and certain domestic relations matters
Personnel Records: Information that would constitute a clearly unwarranted invasion of personal privacy, including performance evaluations, disciplinary actions, and personal information
Trade Secrets/Commercial Information: Confidential commercial or financial information provided to the county
Security Information: Records relating to security measures, emergency response plans, or infrastructure vulnerabilities
Attorney-Client Communications: Communications subject to attorney-client privilege
Deliberative Process Materials: Notes, drafts, and recommendations that are part of the deliberative process

When a record contains both exempt and non-exempt information, the county will separate the exempt material and make the non-exempt information available. The county must identify the legal basis for any denial of access to records, citing the specific statutory exemption that applies.

Kalamazoo County Recorder's Office: Contact Information and Hours

Kalamazoo County Clerk & Register of Deeds
201 West Kalamazoo Avenue, Room 103
Kalamazoo, MI 49007
(269) 383-8840
Clerk/Register of Deeds

Regular Office Hours:
Monday through Friday: 8:00 AM to 5:00 PM
Closed on weekends and county-observed holidays

Vital Records Division
201 West Kalamazoo Avenue, Room 103
Kalamazoo, MI 49007
(269) 383-8998
Vital Records

Circuit Court Records
227 West Michigan Avenue
Kalamazoo, MI 49007
(269) 383-8837
Circuit Court

8th District Court
150 East Crosstown Parkway
Kalamazoo, MI 49001
(269) 383-8938
8th District Court

Probate Court
201 West Kalamazoo Avenue, Room 213
Kalamazoo, MI 49007
(269) 383-8666
Probate Court

The Register of Deeds Office maintains land records dating back to the 1830s, including deeds, mortgages, liens, and plats. The office is equipped with public computer terminals for searching records and staff available to assist with complex searches. Certified copies of documents can be obtained for official purposes, and the office provides notary services for document authentication.