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How to Find Public Records in Montgomery County in 2026
Members of the public seeking government documents in Illinois may access a range of publicly available information through MontgomeryILRecords.us, which aggregates data related to public records maintained by government agencies in Montgomery County. Requestors may find records spanning court filings, property documents, vital statistics, and other government-generated materials, though availability and completeness depend on the originating agency and applicable state law.
Record categories that members of the public may encounter include:
- Court records (civil, criminal, probate, and family law)
- Property deeds, mortgages, and liens
- Vital records (birth, death, marriage, and divorce)
- Tax and assessment records
- Business licenses and permits
- Voting and election records
- County board meeting minutes and agendas
- Budget and financial documents
- Law enforcement incident reports (where permitted)
- Land use and zoning 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 Montgomery County Clerk & Recorder maintains an online portal for property and vital records.
- The Montgomery County Circuit Court electronic record system provides access to civil case records designated as official electronic records since November 5, 2014.
- The Illinois Courts website offers a courts directory and case lookup tools accessible without registration for general searches.
In-Person Requests:
Members of the public may visit the Montgomery County Clerk & Recorder's Office or the Circuit Clerk's Office, both located at 120 North Main Street, Hillsboro, IL 62049. Requestors should present a valid government-issued photo identification and specify the record type and date range sought. Staff will assist in locating responsive documents and advise on applicable fees.
Written/Mail Requests:
Written requests should be directed to the appropriate office at 120 North Main Street, Hillsboro, IL 62049. Requests must include the requestor's full name, mailing address, a description of the records sought, and the preferred format for response. Under the Illinois Freedom of Information Act (5 ILCS 140), public bodies must respond within five business days of receipt.
Phone/Email:
- Montgomery County Clerk & Recorder: (217) 532-9530
- Montgomery County Circuit Clerk: (217) 532-9546
What Are Public Records in Montgomery County?
Public records in Montgomery County are government-generated or government-held documents that are subject to disclosure under Illinois law. Under 5 ILCS 140/2, a "public record" is defined 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.
The following record types are maintained by specific offices within the county:
| Record Type | Maintaining Office |
|---|---|
| Civil, criminal, probate, family court records | Circuit Clerk's Office |
| Property deeds, mortgages, liens | County Clerk & Recorder – Recording Department |
| Vital records (birth, death, marriage) | County Clerk & Recorder |
| Tax and assessment records | County Treasurer / Supervisor of Assessments |
| Business licenses and fictitious names | County Clerk & Recorder |
| Voting and election records | County Clerk & Recorder |
| Meeting minutes and financial documents | County Board / respective departments |
| Law enforcement records | Montgomery County Sheriff's Office |
| Land use and zoning records | County Zoning Department |
As stated on the county's official website, the County Clerk & Recorder is responsible for "records of the County as well as for all public entities within the county," reflecting the broad custodial role this office plays in maintaining government transparency.
Is Montgomery County an Open Records County?
Montgomery County operates in full compliance with Illinois open records law. Under the Illinois Freedom of Information Act, 5 ILCS 140/1 et seq., all public bodies in the state — including county offices, courts, and administrative agencies — are required to make public records available for inspection and copying upon request. The Act establishes a presumption of openness, meaning that records are presumed to be public unless a specific statutory exemption applies.
The Illinois Attorney General's Public Access Counselor (PAC) provides guidance and binding opinions on FOIA compliance, and members of the public who believe a request has been improperly denied may file a Request for Review with the PAC at no cost. The Illinois Attorney General's FOIA resources outline the rights of requestors and the obligations of public bodies statewide.
Montgomery County does not maintain a separate county-level open records ordinance; state law governs all public records access uniformly across Illinois jurisdictions.
How Much Does It Cost to Get Public Records in Montgomery County?
The cost to obtain public records in Montgomery County varies by record type and the office maintaining the records. Under 5 ILCS 140/6, public bodies may charge fees for copies but may not charge for the time spent reviewing records to determine whether they are exempt from disclosure.
Current standard fees include:
| Fee Type | Amount |
|---|---|
| Black-and-white paper copies (up to 50 pages) | No charge (first 50 pages) |
| Black-and-white paper copies (over 50 pages) | $0.15 per page |
| Color copies | Actual cost |
| Certification of records | Varies by document type |
| Electronic format | No charge if already in electronic format |
| Property document recording copies | $1.00 per page (standard) |
The Recording Department of the County Clerk & Recorder's Office sets fees for certified copies of recorded documents, including deeds and liens, in accordance with state statute. Vital records such as birth and death certificates carry separate statutory fees established under the Illinois Vital Records Act.
Accepted payment methods at county offices include cash, check, and money order. Members of the public should confirm current accepted payment methods directly with the relevant office prior to submitting a request. Fee waivers may be available for indigent requestors or when disclosure is determined to be in the public interest, at the discretion of the public body.
Does Montgomery County Have Free Public Records?
Free inspection of public records is available in Montgomery County. Under Illinois FOIA, public bodies must allow members of the public to inspect records at no charge during regular business hours. The right to inspect does not automatically include the right to free copies.
Free access to certain records is available through the following official resources:
- Online court records: The Montgomery County Circuit Court provides access to electronic civil case records through the Illinois Courts e-filing and e-record system at no charge for basic case lookups.
- Property records inspection: Members of the public may inspect recorded property documents in person at the County Clerk & Recorder's Office without charge.
- County Clerk & Recorder online portal: Certain property and land records are searchable online through the county's official website at no cost.
- Illinois State Archives: Certain historical county records are accessible through the Illinois State Archives at no charge for online searches.
The distinction between free inspection and free copies is significant: while inspection is free, obtaining physical or certified copies of records is subject to the fee schedule described above.
Who Can Request Public Records in Montgomery County?
Any person may request public records in Montgomery County, regardless of residency, citizenship, or stated purpose. Illinois FOIA does not restrict access to residents of the state, nor does it require requestors to explain why they are seeking records. This broad eligibility reflects the Act's foundational principle that government transparency serves the public interest.
Specific provisions regarding requestor eligibility include:
- Identification: Requestors are not required to provide identification to submit a FOIA request, though in-person visits to government offices may require identification for security or administrative purposes.
- Purpose: Requestors are not required to state the purpose of their request for most public records. However, certain record types — such as law enforcement records or records containing personal identifying information — may require additional justification or a demonstrated legal interest.
- Non-residents: Non-residents of Illinois retain full rights to request public records under state law.
- Requesting your own records: Individuals seeking records about themselves may be entitled to access records that would otherwise be restricted to third parties, particularly in the context of law enforcement or personnel files.
- Attorneys and legal representatives: Attorneys acting on behalf of clients may submit requests in their professional capacity and should identify themselves as such.
Certain sensitive record categories — including juvenile court records, adoption records, and sealed court files — impose additional restrictions regardless of the requestor's identity or purpose.
What Records Are Confidential in Montgomery County?
Not all government records in Montgomery County are subject to public disclosure. Illinois FOIA, at 5 ILCS 140/7, enumerates categories of records that are exempt from mandatory disclosure. The following records are confidential or restricted under state law:
- Sealed court records: Records sealed by judicial order are not accessible to the general public.
- Juvenile records: Records pertaining to minors involved in delinquency or abuse proceedings are confidential under the Juvenile Court Act.
- Ongoing criminal investigation records: Law enforcement records compiled in connection with 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 health records: Records protected under HIPAA and Illinois health privacy statutes are exempt.
- Adoption records: Adoption proceedings and related documents are sealed by statute.
- Child welfare and protective services records: Records maintained by the Illinois Department of Children and Family Services are confidential.
- Personnel records: Employee personnel files are exempt, with limited exceptions for public officials' compensation and disciplinary records.
- Trade secrets and proprietary business information: Commercially sensitive information submitted to government agencies is protected.
- Security plans and infrastructure details: Records that could compromise public safety or critical infrastructure are withheld.
When a public body withholds records, it is required to notify the requestor in writing, identify the specific exemption relied upon, and, where feasible, provide any non-exempt portions of the record through redaction.
Montgomery County Recorder's Office: Contact Information and Hours
Montgomery County Clerk & Recorder
120 North Main Street
Hillsboro, IL 62049
(217) 532-9530
Montgomery County Clerk & Recorder
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Closed on federal and state holidays
As noted on the official county website, the Recording Department "is vital to every property owner in Montgomery County, IL," with its primary responsibility being to record all documents affecting title to real property within the county.
Montgomery County Circuit Clerk's Office
120 North Main Street
Hillsboro, IL 62049
(217) 532-9546
Circuit Clerk – Montgomery County
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Closed on federal and state holidays
The Circuit Clerk serves as an official of the 4th Judicial Circuit Court, Circuit District 5, and is responsible for maintaining all court case files, dockets, and related judicial records. As stated in the office's official description, "court records will be provided with courtesy and cost efficiency."
Montgomery County Sheriff's Office
1 Courthouse Square
Hillsboro, IL 62049
(217) 532-9241
Montgomery County Sheriff
Office Hours:
Monday – Friday: 8:00 AM – 4:00 PM
Closed on federal and state holidays
Lookup Public Records in Montgomery County
- Montgomery County Circuit Clerk – court records and case filings
- Montgomery County Courthouse – 4th Judicial Circuit Court directory
- Montgomery County Clerk & Recorder – vital records, elections, and county documents
- Montgomery County Circuit Court electronic record system
- Montgomery County Recording Department – property documents and land records