Calloway County Public Records

What Are Public Records in Calloway County?

Public records in Calloway County are defined under Kentucky Revised Statutes § 61.870 as all documents, papers, letters, maps, books, photographs, films, sound recordings, electronic records, and other materials prepared, owned, used, or retained by a public agency in the course of its official functions. The Calloway County, Kentucky government maintains a broad range of records accessible to members of the public, organized across multiple offices and agencies.

The following categories of public records are currently available through Calloway County offices and affiliated state agencies:

Court records — Civil, criminal, probate, and family court case files are maintained by the Calloway County Circuit Court Clerk under the authority of the Kentucky Court of Justice.
Property records — Deeds, mortgages, liens, and property assessments are filed with the Calloway County Clerk and the Property Valuation Administrator.
Vital records — Birth and death certificates are maintained by the Kentucky Office of Vital Statistics; marriage and divorce records are filed with the Calloway County Clerk.
Business records — Occupational licenses, permits, and assumed name (DBA) filings are held by the Calloway County Clerk and the City of Murray, Kentucky for municipality-level permits.
Tax records — Property tax bills and assessment records are maintained by the Calloway County Sheriff's Office and the Property Valuation Administrator.
Voting and election records — Voter registration data and election results are held by the Calloway County Clerk.
Meeting minutes and agendas — Records of the Calloway County Fiscal Court, boards, and commissions are available through the County Clerk's office.
Budget and financial documents — Annual budgets, expenditure reports, and audit records are available through the Calloway County Judge/Executive's office and through the Kentucky Auditor of Public Accounts open records portal.
Law enforcement records — Arrest logs and incident reports, where permitted by law, are maintained by the Calloway County Sheriff's Office and the Murray Police Department.
Land use and zoning records — Zoning maps, variance applications, and planning documents are held by the Calloway County Planning Commission.

Is Calloway County an Open Records County?

Calloway County fully complies with the Kentucky Open Records Act, which governs public access to government documents throughout the Commonwealth. Under KRS § 61.872, all public agencies are required to make public records available for inspection by any person during regular office hours. The Act establishes that the fundamental policy of the Commonwealth is that free and open examination of public records is in the public interest, and that the exceptions to disclosure are to be strictly construed.

Key provisions of the Kentucky Open Records Act include the requirement that agencies respond to written requests within five business days and that any denial of access must be accompanied by a written explanation citing the specific statutory exemption. Calloway County public agencies are subject to oversight by the Kentucky Attorney General's Office, which adjudicates disputes between requestors and agencies. The Commonwealth's Open Meetings Act (KRS Chapter 61, Subchapter 8) further requires that meetings of public bodies be conducted openly and that agendas and minutes be made available to the public.

How to Find Public Records in Calloway County

Members of the public may obtain Calloway County public records through several official channels, depending on the record type sought.

Identify the custodial office. Determine which agency holds the record — the County Clerk for property and vital records, the Circuit Court Clerk for court documents, or the relevant department for administrative records.
Submit a written request. Under the Kentucky Open Records Act, requests must be submitted in writing, either in person, by mail, or by electronic means to the designated open records coordinator at the relevant agency.
Provide sufficient description. Requests should describe the record with enough specificity to allow the agency to locate it. Requestors are not required to state a reason for the request.
Await agency response. Agencies are required to respond within five business days. If the record is available, the agency will notify the requestor of the time and place for inspection or the cost of copies.
Access court records online. The Calloway County Circuit Court Clerk serves as the primary point of contact for civil, criminal, probate, and family court records. Some case information is accessible through the Kentucky Court of Justice online portal.
Access digitized historical records. The Kentucky State Digital Archives, maintained by the Kentucky Department for Libraries and Archives, provides online access to digitized public records including historical county documents.
Request vital records separately. Death certificates and other vital records may be requested through the Kentucky Cabinet for Health and Family Services, which maintains Kentucky death certificate records from 1911 to the present.

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

Standard fees apply to the reproduction of public records in Calloway County, consistent with the fee schedule established under Kentucky law. Under KRS § 61.874, agencies may charge a reasonable fee for copies, not to exceed the actual cost of reproduction.

Standard paper copies: Typically $0.10 per page for standard black-and-white copies, though fees may vary by office.
Certified copies: Fees for certified documents, such as deeds or court orders, are generally higher and vary by record type; the Calloway County Clerk currently charges standard statutory fees for certified instruments.
Vital records copies: The Kentucky Office of Vital Statistics charges a set fee per certified copy of birth or death certificates.
Court record copies: The Circuit Court Clerk's office charges per-page fees consistent with Kentucky Court of Justice fee schedules.
Electronic records: Where records are provided in electronic format, agencies may charge for the actual cost of duplication, including staff time for records that require programming or extraction.

Accepted payment methods vary by office but generally include cash, check, and money order. Fee waivers may be available for indigent requestors or in cases where disclosure is determined to be in the public interest, at the discretion of the agency.

Does Calloway County Have Free Public Records?

Free inspection of public records is available to all persons under the Kentucky Open Records Act, which guarantees the right to inspect records in person at no charge during regular business hours. Members of the public are not required to pay any fee simply to view records on-site; fees apply only when copies are requested.

The following free resources are currently available:

In-person inspection at the Calloway County Clerk's office, the Circuit Court Clerk's office, and other county agencies during posted public counter hours.
Kentucky State Digital Archives, which provides free online access to digitized historical public records maintained by the state.
Kentucky Court of Justice online portal, which offers free access to certain case information and court records through the Kentucky Court of Justice website.
Kentucky Offender Search, which allows the public to conduct free searches of the Kentucky Department of Corrections offender database for information on currently incarcerated individuals and those under supervision.

Who Can Request Public Records in Calloway County?

Any person may request public records from Calloway County agencies under the Kentucky Open Records Act, regardless of residency, citizenship, or stated purpose. The Act does not restrict access based on the requestor's identity or affiliation.

Residency: Requestors are not required to be Kentucky residents or Calloway County residents to submit a valid open records request.
Identification: Agencies may ask for a requestor's name and contact information for administrative purposes, but are not authorized to require identification as a condition of access.
Purpose: Requestors are generally not required to state the reason for their request. However, for certain sensitive record categories, such as law enforcement records or personnel files, additional justification or legal standing may be required.
Requesting your own records: Individuals seeking records pertaining to themselves, such as criminal history or personal court filings, follow the same process as any other requestor, though additional verification may be required for records containing sensitive personal information.
Non-residents: Non-residents hold the same rights as residents under current Kentucky law and may submit requests by mail or electronic means.

What Records Are Confidential in Calloway County?

Certain categories of records are exempt from public disclosure under Kentucky law. KRS § 61.878 enumerates the specific exemptions to the Open Records Act and establishes that agencies bear the burden of proving that a withheld record falls within a recognized exception.

The following record types are currently exempt from mandatory disclosure in Calloway County:

Sealed court records — Records sealed by judicial order are not available for public inspection.
Juvenile records — Records pertaining to minors involved in court proceedings are confidential under Kentucky law.
Ongoing investigation records — Law enforcement records compiled in the course of an active criminal investigation are exempt until the investigation is closed.
Personal identifying information — Social Security numbers, financial account data, and similar identifiers are redacted from publicly released documents.
Medical records — Protected health information is exempt under both state law and the federal Health Insurance Portability and Accountability Act (HIPAA).
Adoption records — Adoption proceedings and related documents are sealed by statute.
Child welfare and protective services records — Records maintained by child protective services agencies are confidential.
Personnel records — Employee personnel files are generally exempt, with limited exceptions for records relating to public officials' exercise of official duties.
Trade secrets and proprietary business information — Confidential commercial or financial information submitted to a public agency is protected from disclosure.
Security plans and infrastructure details — Records containing information that could compromise public safety or critical infrastructure are withheld.

Agencies applying exemptions are required to provide a written explanation citing the specific provision of KRS § 61.878 that justifies the denial, and requestors may appeal denials to the Kentucky Attorney General's Office.

Calloway County Recorder's Office: Contact Information and Hours

The Calloway County Clerk serves as the primary custodian of property records, vital records, election records, and other official county documents. The Circuit Court Clerk maintains all court-related records for the county.

Calloway County Clerk's Office 101 S. 5th Street, Murray, KY 42071 (270) 753-3923 Calloway County, Kentucky Public Counter Hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

Calloway County Circuit Court Clerk 312 N. 4th Street, Murray, KY 42071 (270) 753-2714 Calloway County Circuit Court Clerk – Kentucky Court of Justice Public Counter Hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

City of Murray – Municipal Records 104 N. 5th Street, Murray, KY 42071 (270) 762-0300 City of Murray, Kentucky Public Counter Hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

Kentucky Cabinet for Health and Family Services – Vital Statistics 275 E. Main Street, Frankfort, KY 40621 (502) 564-4212 Kentucky death and vital records Public Counter Hours: Monday–Friday, 8:00 a.m. – 4:30 p.m.

Kentucky Attorney General – Open Records Division 700 Capital Avenue, Suite 118, Frankfort, KY 40601 (502) 696-5300 Open Records Requests – Kentucky Attorney General