The County Clerk is responsible for receiving papers initiating actions and special proceedings and maintaining the official case files of the court, which contain all papers filed with the court in each case. These files (other than older files and electronic files described below) are kept in the Supreme Court Record Room (Room 103 B, in the basement at 60 Centre Street, hours: 9 A.M. to 3 P.M.). Anyone who wishes to do so may examine the case files in that room. There are, however, two exceptions. First, by law the files in all matrimonial cases are confidential and are available only to the parties to the case or their attorneys, upon presentation of proper identification. Second, by law, a Justice of the court may, upon an adequate showing of certain circumstances (e.g., where trade secrets are involved), order that a file in a particular case be sealed in whole or in part or that a portion of the file be impounded by the County Clerk. All documents subject to such an order are confidential and may not be viewed unless the Justice in the order provides for such examination; often, an order will provide for access by (and only by) all parties and their attorneys upon presentation of proper identification.

Documents in cases that have been commenced by means of the New York State Courts Electronic Filing System ("NYSCEF") or that have been converted to e-filed status may be examined in the NYSCEF system at www.nycourts.gov/efile. There are some limits on availability of these documents. In general, if a Justice, pursuant to applicable rule, issues an order directing that a document or documents be sealed, the document or documents will not be available for public inspection. In addition, pursuant to rule, some liltigation documents, such as those revealing personal health information of an individual, might be designated "secure" in the NYSCEF system; any such document would not be available on-line except to the attorneys and parties to the case, but, unless subject to a sealing order, would be viewable at the courthouse.

Older hard-copy files are stored as follows (the year refers to that in which the case was commenced):

Files at 60 Centre Street:

2004-present - all files
1955-1984 - microfilm only
1985-1997 - recent updates only

Files at 31 Chambers Street, 7th Floor:

1998-2003 - all files
1985-1992 - divorce files that start with 6, 7, 8 only (except in 1985)
1993-1997 - divorce files starting with 3 only
1988 - general asbestos cases (400000/1988)
1799-1910

Files in Warehouse Storage Off-Site:

1910-1954 - Waiting time - two business days

For information about requisitioning files that are in storage or access to files on microfilm, or for other information, contact County Clerk staff.

Supreme Court Record Room - 646-386-5942

County Clerk Archives, 31 Chambers Street, 7th Floor
Hours: Monday to Friday, 9 AM to 4:30 PM
646-386-5395

The Judgment Docket and Lien Section of the County Clerk of New York County is located in Room 109B in the basement at 60 Centre Street (646-386-5940). This record will show, for instance, whether a lawsuit has been commenced that would affect title to real property, whether a lien has been filed against a property, or whether a judgment has been entered by the court. A Matrimonial Judgment Section is located in Room 141B in the basement at 60 Centre Street. This record will contain matrimonial judgments that have been issued by the court. But please note that matrimonial files, as pointed out above, are confidential under New York State law. Business filings are located in Room 109B.

Deeds, mortgages, UCC's, and Federal tax liens are handled by the City Register (212-361-7550; www.nyc.gov/html/dof/html/property/property_rec_property.shtml). Marriage licenses are issued by the City Clerk (212-669-8898; www.cityclerk.nyc.gov/html/home/home.shtml). Birth and death records of persons born and deceased in the City of New York are accessible at the New York City Department of Health and Mental Hygiene, 125 Worth Street, New York, New York 10007 (212-788-4500; www.nyc.gov/html/doh/html/vr/vrbappl.shtml). Vital records (birth and death certificates, marriage licenses, and divorce records since 1963) from outside the City of New York are maintained by the New York State Department of Health (www.health.ny.gov/vital_records ).

February 2012

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