Clay County Public Records
How to Find Public Records in Clay County in 2026
ClayCountyRecords.org provides publicly available information related to public records maintained by government agencies in Clay County, Minnesota. Members of the public seeking court documents, property filings, vital records, or other official documents may access these materials through a combination of online portals, in-person visits, and written requests directed to the appropriate county or state office. The information available through official channels may include, but is not limited to, the following record categories:
- Court records (civil, criminal, probate, and family)
- Property deeds, mortgages, and assessment records
- Vital records (birth, death, marriage, and divorce)
- Business licenses and permits
- Tax and financial records
- Voting and election records
- County board meeting minutes and agendas
- Law enforcement incident reports (where permitted)
- Land use and zoning documents
Records in Clay County, Minnesota may be searched through official court resources, clerk offices, public access terminals, and online tools.
Online Access: Members of the public may search court case information through Minnesota Court Records Online (MCRO), the statewide portal maintained by the Minnesota Judicial Branch. Property records and recorded documents are accessible through the Clay County Recorder's online search tool available via the county's official website. Some records require account registration or identity verification prior to access.
In-Person Requests: Individuals may visit the Clay County Recorder's Office or the Clay County District Court Administrator's Office to inspect records in person. The Recorder's Office is located at 807 11th Street North, Moorhead, MN 56560. Public counter hours are Monday through Friday, 8:00 AM to 4:30 PM.
Written/Mail Requests: Written requests should be directed to the appropriate office and must include the requester's name, contact information, a description of the records sought, and the preferred format for delivery. Under Minnesota Statutes § 13.03, government entities are required to respond to data requests within a reasonable time.
Phone/Email: The Clay County Recorder's Office may be reached by phone at (218) 299-5011. The Clay County District Court Administrator's Office may be contacted at (218) 299-5065.
What Are Public Records in Clay County?
Public records in Clay County are defined under Minnesota Statutes § 13.02, which establishes that government data collected, created, received, maintained, or disseminated by a government entity is presumed accessible to the public unless classified as private, confidential, or protected by a specific statutory exemption. The following record types are maintained by various Clay County offices:
| Record Type | Maintaining Office |
|---|---|
| Court records (civil, criminal, probate, family) | Clay County District Court |
| Property deeds, mortgages, liens | Clay County Recorder |
| Vital records (birth, death, marriage) | Clay County Vital Records / MN Dept. of Health |
| Business licenses and permits | Clay County Auditor-Treasurer |
| Property tax and assessment records | Clay County Assessor |
| Voting and election records | Clay County Auditor-Treasurer |
| Meeting minutes and agendas | Clay County Administrator |
| Budget and financial documents | Clay County Administrator |
| Law enforcement records | Clay County Sheriff's Office |
| Land use and zoning records | Clay County Planning and Zoning |
The Clay County Recorder's Office maintains recorded land documents, while the Minnesota Department of Health serves as the central repository for certified vital records at the state level.
Is Clay County an Open Records County?
Clay County operates in full compliance with Minnesota's open records framework. Under the Minnesota Government Data Practices Act (MGDPA), Minn. Stat. § 13.01 et seq., all government data is public unless a specific statute classifies it otherwise. This law applies to all Minnesota counties, including Clay County, and governs how government entities collect, store, and provide access to data about individuals and organizations.
The Minnesota Department of Administration, Information Policy Analysis Division (IPAD), which oversees compliance with the MGDPA, states: "All government data collected, created, received, maintained or disseminated by a government entity is public unless classified by statute, federal law, or temporary classification as nonpublic or protected nonpublic, or as private or confidential."
Clay County does not maintain a separate county-level open records ordinance, as the MGDPA provides a comprehensive statewide framework that supersedes local policy. The Minnesota Attorney General's Office publishes guidance on data practices rights available to all Minnesota residents.
How Much Does It Cost to Get Public Records in Clay County?
The cost to obtain public records in Clay County varies by record type, format, and the office responsible for maintaining the documents. Under the MGDPA, government entities may charge fees for providing copies of public data, but such fees are regulated by statute.
Standard Fee Schedule:
| Service | Fee |
|---|---|
| Paper copies (black and white) | $0.25 per page (standard) |
| Certified copy of recorded document | $10.00 per document |
| Recording a document | $46.00 for first page; $6.00 each additional page |
| Certified vital record copy | $13.00 per copy (MN Dept. of Health) |
| Electronic document copies | Varies by office |
- Inspection of public records at a government office is available at no charge.
- Fees for electronic copies are set at the actual cost of reproduction.
- Certification fees apply when an official seal or attestation is required.
- Accepted payment methods at the Clay County Recorder's Office include cash, check, and credit card.
- Fee waivers are not broadly mandated under Minnesota law, though individual offices may exercise discretion in specific circumstances.
The Minnesota Department of Administration provides guidance on permissible fee structures under the MGDPA, and agencies are not permitted to charge fees that exceed the actual cost of searching for and retrieving data.
Does Clay County Have Free Public Records?
Free inspection of public records is available in Clay County. Under Minnesota law, any person has the right to inspect public government data at no cost during normal business hours at the office that maintains the records. The distinction between free inspection and free copies is significant: while viewing records in person carries no fee, obtaining physical or electronic copies may involve standard reproduction charges.
The following resources provide free access to certain public records:
- Minnesota Court Records Online (MCRO): Members of the public may conduct court case searches at no charge for basic case information through the Minnesota Judicial Branch's online portal.
- Clay County Property Records: Basic property and assessment data is accessible through the county's online GIS and property search tools at no cost.
- Clay County Auditor-Treasurer: Election results, tax records, and related public data may be inspected in person at no charge.
- Minnesota Legislature Statutes Database: The full text of Minnesota statutes, including the MGDPA, is freely available through the Minnesota Legislature's official website.
Who Can Request Public Records in Clay County?
Any person may request access to public government data in Clay County, regardless of residency, citizenship, or stated purpose. The MGDPA does not require requesters to be Minnesota residents, to provide identification, or to explain the reason for their request when seeking public data. This broad access right reflects the state's commitment to government transparency.
Specific provisions apply in the following circumstances:
- Identification: Requesters are not required to identify themselves when seeking public data. However, when requesting private data about themselves (known as a "subject of data" request), individuals must provide sufficient identification to verify their identity.
- Purpose: No statement of purpose is required for public data requests. Agencies may not condition access on the requester's intended use of the information.
- Non-residents: Non-residents of Clay County and Minnesota retain full rights to access public government data under the MGDPA.
- Restricted record types: Certain records, such as private personnel data or confidential investigative data, are accessible only to the subject of the data or authorized parties as defined by statute.
- Requesting your own records: Individuals have the right under Minn. Stat. § 13.04 to request access to private data maintained about themselves by any government entity.
As the Minnesota Department of Administration notes: "The right to access public data belongs to any person—there is no requirement that the requester be a Minnesota resident or explain why they want the data."
What Records Are Confidential in Clay County?
Not all government data in Clay County is accessible to the public. The MGDPA establishes several classifications of nonpublic or protected data. The following categories of records are exempt from public disclosure under Minnesota law:
- Sealed court records: Records sealed by judicial order are not accessible to the general public.
- Juvenile records: Data related to juvenile offenders is classified as private or confidential under Minnesota law.
- Active criminal investigation data: Investigative data compiled in connection with an active law enforcement investigation is protected nonpublic or confidential.
- Social Security numbers and financial account data: Personal identifying information of this nature is classified as private data.
- Medical and health records: Protected under both the MGDPA and federal HIPAA regulations.
- Adoption records: Adoption proceedings and related documents are sealed by statute.
- Child welfare and protective services records: Data collected by child protection agencies is classified as private or confidential.
- Personnel records: Government employee personnel data is private, with limited exceptions for certain public officials.
- Trade secrets and proprietary business information: Submitted to government agencies under conditions of confidentiality.
- Security plans and critical infrastructure details: Classified to protect public safety.
These exemptions are codified throughout Minnesota Statutes Chapter 13 and related chapters. Agencies are required to inform requesters of the specific statutory basis for any denial of access to government data.
Clay County Recorder's Office: Contact Information and Hours
Clay County Recorder's Office
807 11th Street North
Moorhead, MN 56560
Phone: (218) 299-5011
Clay County Recorder
Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Closed on federal and state holidays.
Clay County District Court Administrator's Office
807 11th Street North
Moorhead, MN 56560
Phone: (218) 299-5065
Minnesota Judicial Branch – Clay County
Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Clay County Auditor-Treasurer's Office
807 11th Street North
Moorhead, MN 56560
Phone: (218) 299-5005
Clay County Auditor-Treasurer
Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Clay County Assessor's Office
807 11th Street North
Moorhead, MN 56560
Phone: (218) 299-5017
Clay County Assessor
Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Clay County Sheriff's Office
715 11th Street North
Moorhead, MN 56560
Phone: (218) 299-5151
Clay County Sheriff
Office Hours:
Open 24 hours for emergency services; administrative inquiries Monday – Friday: 8:00 AM – 4:30 PM