Ottawa County Public Records

What Are Public Records in Ottawa County?

Public records in Ottawa County are defined according to the Michigan Freedom of Information Act (FOIA), specifically under § 15.232(i), as "a writing prepared, owned, used, in the possession of, or retained by a public body in the performance of an official function, from the time it is created." This comprehensive definition encompasses a wide variety of documents maintained by county government offices.

Ottawa County maintains numerous types of public records accessible to citizens, including:

Court records (civil, criminal, probate, family court proceedings)
Property records (deeds, mortgages, liens, property assessments)
Vital records (birth certificates, death certificates, marriage licenses, divorce decrees)
Business records (licenses, permits, fictitious business names)
Tax records (property tax information, assessment records)
Voting and election records (voter registration, election results)
Meeting minutes and agendas (county commission, boards, committees)
Budget and financial documents (annual budgets, expenditure reports)
Law enforcement records (arrest logs, incident reports where permitted by law)
Land use and zoning records (permits, applications, zoning maps)

The Ottawa County Clerk's Office serves as the primary custodian for many county records, including vital records, court filings, and election documents. However, specific record types are maintained by various departments throughout the county government structure. For example, property records are maintained by the Ottawa County Register of Deeds, while court records are managed by the 20th Circuit Court.

Is Ottawa County an Open Records County?

Ottawa County fully adheres to Michigan's open records laws, primarily operating under the Michigan Freedom of Information Act (FOIA), Public Act 442 of 1976, § 15.231 et seq. This statute establishes that all persons, except prisoners, are entitled to full and complete information regarding governmental affairs and the official acts of public officials and employees.

Under § 15.233(1) of the Michigan FOIA, the law specifically states: "Upon providing a public body's FOIA coordinator with a written request that describes a public record sufficiently to enable the public body to find the public record, a person has a right to inspect, copy, or receive copies of the requested public record of the public body."

Ottawa County has implemented specific policies to ensure compliance with state transparency requirements. The county maintains a dedicated FOIA webpage that outlines procedures for requesting public records and provides necessary forms. Additionally, Ottawa County complies with Michigan's Open Meetings Act (OMA), Public Act 267 of 1976, which requires that most meetings of public bodies be open to the public.

The county's commitment to transparency is further demonstrated through its comprehensive records management program, which ensures the proper maintenance, retention, and accessibility of public records in accordance with state guidelines established by the Michigan Department of Technology, Management and Budget.

How to Find Public Records in Ottawa County in 2026

Members of the public seeking access to Ottawa County records may utilize several methods to locate and obtain the information they need:

Online Access: Many records are available through the county's official website. The Ottawa County Clerk's Office provides online access to various records including court cases, marriage licenses, and voter registration information. Property records can be searched through the Register of Deeds online portal.
In-Person Requests: Individuals may visit the appropriate county office during regular business hours to request records in person. Staff members are available to assist with locating specific documents.
Written FOIA Requests: For records not readily available online, a formal FOIA request may be submitted. Ottawa County provides a standardized FOIA Request Form that can be submitted via email, mail, or in person to the FOIA Coordinator of the relevant department.
Court Records: The 20th Circuit Court maintains records related to civil, criminal, domestic, and juvenile cases. Many court records can be searched through the Michigan Courts Case Search system.
Vital Records: Birth, death, marriage, and divorce certificates can be requested through the County Clerk's Office. Certain vital records may also be obtained through the Michigan Department of Health and Human Services.

When submitting a FOIA request, requestors should provide specific details about the records sought, including relevant dates, names, and document types. This specificity helps county staff locate the requested information efficiently and reduces potential fees associated with extensive searches.

How Much Does It Cost to Get Public Records in Ottawa County?

Ottawa County assesses fees for public records in accordance with § 15.234 of the Michigan Freedom of Information Act, which permits public bodies to charge reasonable fees for providing copies of public records. The current fee structure includes:

Copy costs: $0.10 per page for standard black and white copies
Digital copies: No charge when records are provided electronically via email or on requestor-provided media
Certified copies: $1.00 per document plus copy costs
Labor costs: Charged at the hourly wage of the lowest-paid employee capable of performing the required task, calculated in 15-minute increments
Mailing costs: Actual cost of mailing records in a reasonably economical manner

Specific record types may have statutorily-determined fees:

Birth certificates: $15.00 for the first copy, $5.00 for each additional copy ordered at the same time
Death certificates: $15.00 for the first copy, $5.00 for each additional copy ordered at the same time
Marriage licenses: $20.00 for certified copies
Court records: Varies by document type and court division

Ottawa County accepts payment via cash, check, money order, and credit card (in person or online where available). Checks should be made payable to "Ottawa County Treasurer."

Under § 15.234(2) of the Michigan FOIA, a public body may waive or reduce fees if it determines that doing so is in the public interest because access to the information primarily benefits the general public. Additionally, individuals who submit an affidavit stating they are receiving public assistance or can demonstrate inability to pay may receive a waiver or reduction of fees.

Does Ottawa County Have Free Public Records?

Ottawa County provides free access to certain public records in compliance with Michigan law. Under § 15.233(3) of the Michigan FOIA, public bodies must furnish reasonable facilities for examining public records during normal business hours. This provision allows individuals to inspect many public records at no cost.

Free public record resources in Ottawa County include:

In-person inspection: Members of the public may examine non-exempt records at the appropriate county office during regular business hours without charge, provided the inspection does not disrupt government operations.
Online resources: Ottawa County maintains several free online databases, including:
Public access terminals: Computer terminals are available at the County Clerk's Office and other county facilities for searching certain electronic records at no cost.
Public libraries: The Ottawa County library system provides free access to many county resources and assistance with locating public information.

While inspection is typically free, fees may still apply for copies, certified documents, or requests requiring extensive staff time for research and compilation. Additionally, certain specialized databases may require subscription fees for full access.

Who Can Request Public Records in Ottawa County?

Under § 15.232(e) of the Michigan Freedom of Information Act, "person" is defined as "an individual, corporation, limited liability company, partnership, firm, organization, association, governmental entity, or other legal entity." This broad definition establishes that virtually any individual or entity may request public records from Ottawa County, with limited exceptions.

Key eligibility considerations include:

Residency: Michigan law does not restrict FOIA requests based on residency status. Both Michigan residents and non-residents may submit requests for Ottawa County records.
Identification requirements: While basic contact information is required on FOIA request forms, requestors are generally not required to provide identification or state their purpose for seeking records. However, certain record types (such as vital records) may require proof of identity or demonstration of direct interest.
Prisoner restrictions: Under § 15.232(c), incarcerated prisoners are specifically excluded from making FOIA requests to state or local agencies.
Record-specific restrictions: Access to certain records may be limited based on relationship to the subject. For example:
- Birth certificates less than 100 years old are restricted to the person named on the record, their parent, legal guardian, or authorized representative
- Adoption records have specific access restrictions under Michigan law
- Certain court records may be sealed or have limited access

When requesting records about oneself, additional identification may be required to verify identity and prevent unauthorized disclosure of personal information. For requests concerning another individual's records, documentation demonstrating legal authority (such as power of attorney or court order) may be necessary depending on the record type.

What Records Are Confidential in Ottawa County?

Ottawa County maintains certain records as confidential in accordance with exemptions specified under § 15.243 of the Michigan Freedom of Information Act and other applicable state and federal laws. These exemptions protect privacy, security, and other important interests. Records that are typically confidential include:

Personal privacy information: Information of a personal nature where disclosure would constitute an unwarranted invasion of privacy, including Social Security numbers, driver's license numbers, and financial account information
Law enforcement records: Information that would interfere with law enforcement proceedings, deprive a person of a fair trial, constitute an unwarranted invasion of personal privacy, disclose confidential sources, or endanger law enforcement personnel
Ongoing investigations: Records compiled for law enforcement purposes that would interfere with active investigations or proceedings
Juvenile records: Court records pertaining to minors, except as specifically authorized by the juvenile code
Child protective services records: Information related to child abuse and neglect investigations, protected under the Child Protection Law
Health information: Medical records protected under the Health Insurance Portability and Accountability Act (HIPAA)
Educational records: Student records protected under the Family Educational Rights and Privacy Act (FERPA)
Trade secrets: Proprietary commercial or financial information voluntarily provided to the county
Attorney-client privileged communications: Communications between the county and its legal counsel
Critical infrastructure information: Details about public utilities, security measures, or emergency response plans that could endanger public safety if disclosed
Sealed court records: Records that have been ordered sealed by a court

Under § 15.244 of the Michigan FOIA, when a record contains both exempt and non-exempt material, the county must separate the exempt material and make the non-exempt material available for examination and copying. This process, known as redaction, allows for partial disclosure of records containing confidential information.

Ottawa County Recorder's Office: Contact Information and Hours

Ottawa County Register of Deeds
12220 Fillmore Street, Room 146
West Olive, MI 49460
Phone: (616) 994-4510
Ottawa County Register of Deeds

Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Closed on weekends and county-observed holidays

Ottawa County Clerk/Register of Deeds - Grand Haven Office
414 Washington Avenue, Room 320
Grand Haven, MI 49417
Phone: (616) 846-8310
Ottawa County Clerk

Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Closed on weekends and county-observed holidays

Ottawa County Clerk/Register of Deeds - Holland Satellite Office
12220 Fillmore Street, Room 130
West Olive, MI 49460
Phone: (616) 994-4531
Ottawa County Clerk

Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Closed on weekends and county-observed holidays

Ottawa County Department of Health and Human Services
12185 James Street, Suite 200
Holland, MI 49424
Phone: (616) 394-7200
Ottawa County DHHS

Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Closed on weekends and state-observed holidays