Montgomery County Public Records Lookup

Montgomery County public records are maintained by multiple offices in Hillsboro, the county seat. Court case files, property deeds, vital certificates, and government documents are all part of what the county stores. The county clerk and recorder, circuit clerk, assessor, and other departments each handle different types of records. Searching for Montgomery County public records usually starts with a call or visit to the right office at the courthouse. This part of central Illinois is served by the 4th Judicial Circuit for all court matters.

Montgomery County Clerk and Recorder

The Montgomery County Clerk and Recorder office is at #1 Courthouse Square, Hillsboro, IL 62049. The mailing address is P.O. Box 595, Hillsboro, IL 62049-0595. Call (217) 532-9530 for questions about vital records or land documents. Fax is (217) 532-9581. Office hours are Monday through Friday, 8:00 AM to 4:00 PM. The office is closed on state holidays.

The clerk side handles vital records for Montgomery County. Birth, death, and marriage certificates are all issued here. Under Illinois law (410 ILCS 535), birth and death records are not public. Only the person named on the record, a parent, or a legal representative can request certified copies. Death records require proof of personal or property interest. Marriage certificates are public in Illinois. Anyone can get a copy of a Montgomery County marriage record without showing a reason.

The recorder side of the office stores all land documents filed in the county. Deeds, mortgages, liens, easements, and plats all get recorded and indexed here. When property changes hands in Montgomery County, the new deed must be filed at this office. The staff indexes each filing by grantor and grantee so the public can search the records.

Court Records in Montgomery County

Daniel T. Robbins is the Montgomery County Circuit Clerk. His office is at 120 North Main Street, Room 125, Hillsboro, IL 62049. Call (217) 532-9540 for court record questions. The fax number is (217) 532-2142. The office is on the first floor of the Courts Complex, just north of the historic courthouse.

Montgomery County belongs to the 4th Judicial Circuit of Illinois. That circuit also covers Clinton, Marion, Fayette, Effingham, Jasper, Shelby, and Christian counties. The circuit court hears civil, criminal, traffic, family, and probate cases. If you need to search for a specific Montgomery County court case, the case number speeds up the process. Party names also work but may return more results than you need.

Paper files at the courthouse are the official court record. Online case data from the Illinois courts system may not show the latest filings. For up-to-date information on any Montgomery County case, contact the circuit clerk by phone or visit in person.

Note: The Courts Complex in Hillsboro is a separate building from the historic courthouse, so make sure you go to the right location for court records.

Montgomery County FOIA Requests

Under the Illinois Freedom of Information Act (5 ILCS 140), anyone can request public records from Montgomery County government offices. You do not need to be a county resident. Write to the FOIA officer at the department that has the records. Be specific about what you want and the time period covered.

Montgomery County has five business days to respond to your request. The response can be a full grant, a partial grant, a denial with reasons, or a request for more time on large searches. The first 50 pages of black-and-white copies are usually free. Per-page charges apply after that. Color copies cost more. If your request is denied, the Public Access Counselor at the Illinois Attorney General's office handles appeals. Call 877-299-3642.

The Illinois FOIA statute page below outlines the full law that applies to Montgomery County and all public bodies across the state.

Most government records in Montgomery County fall under FOIA. Budget reports, meeting minutes, contracts, police reports, and inspection records are all fair game. Some records carry exemptions under the law, like ongoing investigations or personal health files.

Vital Records in Montgomery County

Montgomery County vital records cover birth, death, and marriage certificates. The clerk in Hillsboro issues certified copies for events that happened in the county. Records at the local level go back to 1916 for most document types. Older records may exist but can have gaps.

For genealogy purposes, Illinois law opens up older records at set intervals. Birth records become available after 75 years. Death records after 25 years. Marriage records after 50 years. Genealogy copies are cheaper than certified copies and serve family history research well. The Illinois State Archives runs free databases for statewide marriage indexes (1763-1900) and death records (pre-1916) that may include Montgomery County entries.

If you cannot visit Hillsboro in person, the Illinois Department of Public Health in Springfield can also issue copies of vital records from any county. Processing by mail takes about 12 weeks.

Montgomery County Property Records

Three offices handle property records in Montgomery County. The recorder files deeds and mortgages. The assessor sets values for each parcel. The treasurer collects tax payments. Together, they create a full public record for any property in the county.

To find the current owner of a piece of land, check the deed records at the recorder's office. For assessed values and tax bills, contact the assessor. The treasurer can tell you if taxes are current or past due. All of these records are public. You can search them at the courthouse in Hillsboro or call ahead for details on a specific property.

Note: Montgomery County recording fees follow the state schedule, but call (217) 532-9530 to confirm current costs before filing any land documents.

Other Montgomery County Records

The Montgomery County government website is a useful starting point for locating offices and phone numbers. The sheriff's office maintains arrest logs and incident reports. The county board keeps meeting minutes and financial documents. The health department may hold inspection and permit records.

If you are not sure which office has a certain record, try filing a FOIA request with the county board. They can route it to the right department. You can also call the main courthouse line and ask. Most staff in Montgomery County can point you in the right direction even if the record is held by a different office.

Nearby Counties

These counties border Montgomery County. Records for properties or events near the county line may be filed in a neighboring office.