Criminal records in Ontario County, New York, are available through several channels—from online tools to official court systems and law enforcement agencies. OntarioCourt.us allows you to search publicly available information about criminal cases in the county. Additionally, records can be obtained through the County Clerk's office, the New York State court system, and the Ontario County Sheriff's office. Below is a practical guide to searching, understanding, and requesting criminal records in the county.
How to Search Criminal Records in Ontario
There are several ways to find criminal records in Ontario County. Which one is suitable depends on what you are looking for and how urgently you need it.
Online Search
- OntarioCourt.us — start here if you need general information about criminal cases. Enter the person's name or case number, and the system will show publicly available court data.
- Online County Clerk Record Search — the online search service of the Ontario County Clerk's Office allows you to view land record indices and court cases. For criminal cases, the County Clerk acts as the custodian of official civil and criminal court records at the county level.
- State-Level Inmate Search — the Department of Corrections and Community Supervision (DOCCS) provides an inmate search tool for state prisons. A separate parolee search is also available.
- Local Facility Inmate Search — Ontario County offers an inmate locator covering county jails, New York facilities, and state prisons.
- Division of Criminal Justice Services (DCJS) — the New York State DCJS processes official requests for criminal background checks. A full report requires fingerprint submission.
In-Person Visit
Visit the County Clerk's office in Canandaigua. The clerk maintains official criminal court records operating within the county. You can view available indices on-site or order document copies.
Mail Request
Send a notarized written request to the Ontario County Clerk's Office. Include the person's full name, date of birth (if known), case number, and a self-addressed stamped envelope. For state-level criminal background checks, the request is sent to DCJS with a set of fingerprints.
What You Need to Start the Search
- Full name of the person
- Date of birth (preferably)
- Case number (if known)
- Type of record — criminal case, inmate information, etc.
Search Ontario Criminal Cases by Case Number
If you have a case number, the search becomes significantly easier. In New York State, criminal case numbers typically have a certain structure, although the format may vary slightly depending on the court level.
The typical format of a case number in a New York County court looks something like this:
- Court or County Index — indicates the court where the case is being heard
- Filing Year — two-digit or four-digit number
- Sequential Number — unique number within the year
- Case Type Prefix — may indicate criminal, civil, or other categories (e.g., CR for criminal cases)
Enter the full case number in the County Clerk's online search system or provide it to the clerk during an in-person visit. The exact number eliminates confusion with namesakes and speeds up results retrieval.
Charges, Case Status, Hearings, and Court Results in Ontario
A criminal case contains several key elements. Here's what each of them means in practice.
Charges
| Element | Explanation |
|---|---|
| Statute Code | Reference to a specific article of New York State Penal Law or another law |
| Severity Level | Felony, misdemeanor, or violation |
| Amended Charges | The prosecutor may change the qualification — for example, reduce a felony to a misdemeanor as part of a plea deal |
Case Status
- Pending — the case is open, no decision yet
- Active — proceedings are ongoing, hearings scheduled
- Disposed — the court has made a final decision
- Closed — all procedures completed, including sentence execution
Hearings
A criminal case goes through several stages:
- Arraignment — the first appearance of the accused before a judge, charges announced
- Preliminary hearing — the judge determines if there is enough evidence to proceed (usually for felonies)
- Pre-trial — procedural motions, evidence exchange between parties
- Sentencing — punishment assigned after a guilty plea or jury verdict
- Review — review of punishment or probation conditions
Court Results
| Result | Meaning |
|---|---|
| Guilty | Found guilty — by court verdict or guilty plea |
| Not Guilty | The court or jury did not establish guilt |
| Dismissed | Case closed without a verdict — for various procedural reasons |
| Acquitted | Full acquittal after substantive review |
| Adjourned in Contemplation of Dismissal (ACD) | Case adjourned; if no new violations occur within a specified period, it closes automatically |
How to Request Certified Criminal Records in Ontario
Certified copies of criminal records are official documents with a seal, accepted by courts, employers, and government agencies.
Where to Apply
The main office for obtaining certified copies of court criminal records is the Ontario County Clerk's Office. The clerk maintains criminal records of county courts, including County Court and Supreme Court.
For requests related to correctional facilities or sheriff's records, contact the Records Office of the Ontario County Sheriff's Office.
How to Submit a Request
- In-Person — visit the County Clerk's office during business hours. Bring photo identification.
- By Mail — send a notarized request, a self-addressed stamped envelope, and payment. Include full name, date of birth, or case number.
- Online — some indices are available through the online portal, but a separate request is usually required for a certified copy.
State-Level Criminal Background Check
A full criminal history record check is conducted by DCJS. Fingerprints must be submitted through an authorized collection point. Results are sent by mail or electronically, depending on the type of request.
Fees, Copy Costs, and Processing Times for Criminal Records in Ontario
Fees for criminal records in Ontario County are regulated by New York State law and local tariffs. Below are the main expenses to expect.
| Service | Cost | Notes |
|---|---|---|
| Copy of Court Document (Uncertified) | $0.65 per page | Standard County Clerk rate according to CPLR § 8019 |
| Certified Copy | $5.00 minimum | May be more depending on document volume |
| Criminal History Check via DCJS | $95.00 | Includes fingerprint collection; state-level rate |
| Accident Report (Sheriff's Records Office) | Small fee | Exact amount to be confirmed with the sheriff's office |
Processing Times
- In-Person Request at County Clerk — copies are usually issued the same day or within a few business days
- Mail Request — 1 to 3 weeks depending on volume and office workload
- Check via DCJS — 2 to 4 weeks after fingerprint submission
Payment is usually accepted by check or money order payable to Ontario County Clerk. To clarify acceptable payment methods and current rates, call the clerk's office at 585-396-4200.