Allen County Public Records
What Are Public Records in Allen County?
Public records in Allen County are defined according to 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. These records document the official business of Allen County government agencies and are generally accessible to the public unless specifically exempted by law.
Allen County maintains numerous types of public records, including:
- Court Records: Civil, criminal, family, and probate case files maintained by the Allen County Courts
- Property Records: Deeds, mortgages, liens, and property assessments
- Vital Records: Birth certificates, death certificates, marriage licenses, and divorce decrees
- Business Records: Business licenses, permits, and fictitious business name registrations
- Tax Records: Property tax information and assessment records
- Voting and Election Records: Voter registration data and election results
- Meeting Minutes and Agendas: Records of the Allen County Board of Commissioners and other public bodies
- Budget and Financial Documents: County expenditures, contracts, and financial reports
- Law Enforcement Records: Arrest logs and incident reports (with certain restrictions)
- Land Use and Zoning Records: Building permits, zoning applications, and land use plans
The Allen County Clerk's Office serves as the custodian for court records and vital records such as marriage licenses. Property records, including deeds and mortgages, are maintained by the Allen County Recorder's Office. Tax and assessment records are managed by the Allen County Assessor and Treasurer offices, while the Allen County Election Board oversees voting and election records.
Is Allen County an Open Records County?
Allen County fully complies with the Indiana Access to Public Records Act (APRA), codified under Indiana Code § 5-14-3. This state law establishes the fundamental right of Indiana citizens to access and inspect public records maintained by government agencies.
The Indiana APRA explicitly states in § 5-14-3-1: "A fundamental philosophy of the American constitutional form of representative government is that government is the servant of the people and not their master. Accordingly, it is the public policy of the 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 employees."
Allen County has established specific procedures for public records access in accordance with state law. The Allen County Board of Commissioners has implemented a formal public records request policy that outlines the process for obtaining records from county departments.
All Allen County government meetings are subject to Indiana's Open Door Law, which requires public notice of meetings and allows public attendance. Meeting agendas and minutes are considered public records and are generally available for inspection and copying.
How to Find Public Records in Allen County in 2026
Members of the public seeking records from Allen County government agencies may follow these procedures to obtain the information they require:
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Identify the appropriate agency: Determine which Allen County department or office maintains the records you seek. The Allen County government website provides a directory of departments and their functions.
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Submit a formal request: While some records may be available without a formal request, individuals may submit a written public records request to the appropriate agency. The Allen County Public Records Request form is available online.
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For court records: Visit the Allen County Clerk's Office in person or use their online case search system. The Allen County Clerk maintains records for all trial court cases with jurisdiction in Allen County.
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For property records: Contact the Allen County Recorder's Office for deeds, mortgages, and other property documents. Many property records are also available through the county's online search portal.
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For vital records: Birth and death certificates from 1882 to present are available from the Allen County Department of Health. Marriage licenses and divorce decrees are maintained by the Allen County Clerk's Office.
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For tax and assessment records: The Allen County Assessor and Treasurer offices maintain property tax information, which can be accessed through their respective offices or online portals.
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For city records within Allen County: Contact the appropriate city department, such as the City of Fort Wayne for records pertaining to city operations.
Under Indiana law, agencies must respond to requests within a reasonable time, generally interpreted as seven days for standard requests. Agencies may require requests to be made in writing but cannot require the use of a specific form or the disclosure of the purpose of the request except in limited circumstances.
How Much Does It Cost to Get Public Records in Allen County?
Allen County follows the fee structure established by Indiana Code § 5-14-3-8, which governs the costs associated with public records requests. Current fees for obtaining public records in Allen County include:
- Standard copies: $0.10 per page for black and white copies
- Color copies: $0.25 per page
- Certified copies: Additional $1.00 per document
- Electronic records: May be provided at no cost if readily available in electronic format
- Search fees: Generally not charged for standard searches, but may apply for extensive searches requiring more than two hours of staff time
Specific record types may have statutorily established fees that differ from the standard copying fees:
- Birth certificates: $15.00 for the first copy, $4.00 for each additional copy ordered at the same time
- Death certificates: $15.00 for the first copy, $4.00 for each additional copy ordered at the same time
- Marriage licenses: $18.00 application fee plus $10.00 for a certified copy
- Recorded documents (deeds, mortgages): $1.00 per page for copies
Allen County government offices accept payment by cash, check, or money order. Some departments may also accept credit card payments, though a convenience fee may apply.
Indiana law stipulates that agencies may not charge more than the actual cost of copying records, and fees must be uniform throughout the agency. Agencies may require payment in advance before processing requests.
Does Allen County Have Free Public Records?
Allen County provides free access to certain public records in accordance with Indiana law. Indiana Code § 5-14-3-8(e) specifically states that "a public agency may not charge any fee under this section to inspect a public record or to search for, examine, or review a record to determine whether the record may be disclosed."
Free public records services in Allen County include:
- In-person inspection: Members of the public may inspect any non-confidential public record during regular business hours at no charge
- Online court case information: Basic case information is available through the Allen County Clerk's myCase portal
- Property record search: Basic property information is accessible through the Allen County Assessor's online database
- Meeting minutes and agendas: Available on the Allen County government website
- County budget documents: Financial reports and budgets are posted on the county's website
- Voter registration verification: Voters may check their registration status online at no cost
The Allen County Public Library also provides free access to certain historical records, including local newspapers, city directories, and genealogical resources.
While inspection is free, agencies may charge for copies of records or for records that require special processing or extensive staff time to compile. Additionally, certain specialized databases or subscription services used by county departments may not be available for free public access.
Who Can Request Public Records in Allen County?
Under Indiana Code § 5-14-3-3, any person may inspect and copy the public records of any public agency during the regular business hours of the agency. Indiana law does not restrict access based on citizenship or residency status, meaning that both Indiana residents and non-residents may request public records from Allen County agencies.
Key provisions regarding eligibility to request records include:
- Identification requirements: Requestors are not generally required to provide identification to inspect records, though some agencies may require identification for specific record types or for receiving copies
- Purpose disclosure: Requestors are not required to state the purpose of their request except in limited circumstances involving certain commercial uses or lists of names and addresses
- Minors: There are no specific age restrictions for requestors, though some records may have access limitations based on the requestor's relationship to the subject of the records
- Representatives: Attorneys, researchers, or other representatives may request records on behalf of clients
For certain record types, additional eligibility restrictions may apply:
- Vital records: Access to birth certificates is restricted to the person named on the certificate, immediate family members, legal representatives, or those with a direct interest in the record
- Medical records: Protected by federal HIPAA regulations and generally only available to the patient or their authorized representative
- Juvenile records: Subject to stricter confidentiality provisions under Indiana law
Government agencies in Allen County may not deny access to records based on the requestor's purpose for seeking the records, except in specific circumstances outlined in state law.
What Records Are Confidential in Allen County?
While Indiana law presumes that government records are open to public inspection, Indiana Code § 5-14-3-4 establishes specific categories of records that are confidential and exempt from disclosure. Allen County agencies are prohibited from releasing these confidential records except under limited circumstances prescribed by law.
Records that are confidential in Allen County include:
- Personal information: Social Security numbers, driver's license numbers, and other personal identifying information
- Medical records: Patient medical records and protected health information under HIPAA
- Juvenile records: Court records involving minors, except in specific circumstances
- Adoption records: Sealed adoption files and related documents
- Child welfare records: Department of Child Services investigations and case files
- Mental health records: Psychological evaluations and treatment records
- Trade secrets: Proprietary business information submitted to government agencies
- Attorney-client privileged communications: Legal advice and work product
- Law enforcement investigatory records: Information that would interfere with ongoing investigations or prosecutions
- Security and infrastructure records: Information that would jeopardize public safety if disclosed
- Educational records: Student records protected under FERPA
- Personnel records: Certain employee information, though basic employment information remains public
Additionally, records declared confidential by state statute, federal law, or court rule are exempt from disclosure. Records containing both disclosable and non-disclosable information may be released with the confidential information redacted.
Allen County agencies apply a balancing test when considering discretionary exemptions, weighing the public interest in disclosure against privacy interests and other public policy considerations as required by Indiana law.
Allen County Recorder's Office: Contact Information and Hours
Allen County Recorder's Office
1 East Main Street, Suite 100
Fort Wayne, IN 46802
(260) 449-7165
Allen County Recorder
Hours of Operation:
Monday through Friday: 8:00 AM to 4:30 PM
Closed on weekends and county-observed holidays
The Allen County Recorder's Office is responsible for recording, maintaining, and providing access to land records and other official documents. Services provided include:
- Recording deeds, mortgages, and liens
- Maintaining military discharge records
- Processing and recording business name certificates
- Providing certified copies of recorded documents
- Maintaining a searchable index of property records
Documents may be submitted for recording in person, by mail, or through electronic recording for authorized submitters. The office maintains records dating back to the county's formation in 1824.
Lookup Public Records in Allen County
Indiana Judicial Branch: Allen County