logo
HampdenRecords.us
Search Public Records

Hampden County Public Records

What Are Public Records in Hampden County?

Public records in Hampden County, Massachusetts are defined as materials created or received by a government agency that document official business activities. According to the Massachusetts Public Records Law § 7(26), public records include "all books, papers, maps, photographs, recorded tapes, financial statements, statistical tabulations, or other documentary materials or data, regardless of physical form or characteristics, made or received by any officer or employee" of the Commonwealth or its political subdivisions.

Hampden County maintains numerous types of public records accessible to citizens:

  • Court Records: Civil, criminal, probate, and family court cases processed through the Hampden County Superior Court and district courts
  • Property Records: Deeds, mortgages, liens, and property transfers recorded by the Hampden County Registry of Deeds
  • Vital Records: Birth, death, marriage, and divorce certificates maintained by the clerk's office in each municipality
  • Business Records: Business certificates, licenses, and permits issued by town/city clerks and county offices
  • Tax Records: Property tax information, assessment records, and tax liens maintained by municipal assessors
  • Voting Records: Voter registration data and election results maintained by municipal clerks
  • Meeting Minutes: Records of county commission meetings, board proceedings, and public hearings
  • Budget Documents: County financial records, expenditure reports, and annual budgets
  • Law Enforcement Records: Police logs, arrest records, and incident reports (with statutory exemptions)
  • Land Use Records: Zoning decisions, building permits, and planning documents

Each record type is maintained by specific departments within Hampden County's government structure. The Hampden County Registry of Deeds maintains property records, while vital records are primarily held by municipal clerks in each of the county's 23 cities and towns. Court records are accessible through the Massachusetts Trial Court Electronic Case Access.

Is Hampden County an Open Records County?

Hampden County adheres to the Massachusetts Public Records Law § 10, which establishes the presumption that all government records are public unless specifically exempted by statute. This law guarantees citizens the right to access, inspect, and obtain copies of public records.

The statute specifically states that "every person having custody of a public record shall, at reasonable times and without unreasonable delay, permit it, or any segregable portion of a record which is an independent public record, to be inspected and examined by any person." This provision establishes Massachusetts as a state with strong open records principles.

Hampden County follows the state's Open Meeting Law § 20, which requires that meetings of public bodies be open to the public, properly noticed, and that minutes be kept. This transparency extends to county commissions, boards, and committees.

The county has implemented the state's requirements for records access officers (RAOs) in each department, who are designated to assist the public with records requests. These officers help ensure compliance with statutory response timelines and proper application of exemptions.

Hampden County's commitment to transparency is further demonstrated through the Springfield Open Checkbook, which provides online access to municipal financial data for Springfield, the county seat.

How to Find Public Records in Hampden County in 2026

Members of the public seeking records in Hampden County may follow these procedures to obtain documents:

  1. Identify the appropriate custodian: Determine which department or office maintains the desired records. For property records, contact the Hampden County Registry of Deeds. For court records, contact the appropriate court division.

  2. Submit a written request: While verbal requests are permitted for some records, written requests are recommended and may be required. Requests should include:

    • Specific description of records sought
    • Preferred format (paper or electronic)
    • Requestor's contact information

  3. Use online resources when available: Many records are accessible through:

  4. Submit requests to Records Access Officers: Each department has a designated RAO who processes public records requests. The Springfield City Clerk serves as the primary RAO for Springfield, the county seat.

  5. Allow processing time: Under Massachusetts law, agencies must provide an initial response within 10 business days and furnish records within 15 business days from receipt of the request.

  6. Appeal if necessary: If a request is denied, individuals may appeal to the Massachusetts Supervisor of Public Records within 90 days of the denial.

For property records, the Hampden County Registry of Deeds provides an online search portal with records dating back to 1636. Court records can be searched through the Massachusetts Trial Court Electronic Case Access system, which provides case information for civil, criminal, and probate matters.

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

Hampden County follows the fee structure established under Massachusetts Public Records Law § 10(d), which permits reasonable fees for copying and searching records. Current standard fees include:

  • Photocopies: $0.05 per page for black and white copies (letter or legal size)
  • Computer printouts: $0.05 per page
  • Search and segregation time: Prorated hourly rate of the lowest paid employee capable of performing the task (first 2 hours free for municipalities)
  • Electronic records: No fee when records are available electronically and can be transmitted without cost
  • Specialized documents: Actual cost for materials (maps, plans, etc.)

Specific departments may have statutorily authorized fee schedules:

  • Registry of Deeds: $1.00 per page for certified copies of recorded documents
  • Vital Records: $10.00 for certified birth, death, or marriage certificates from municipal clerks
  • Court Records: $20.00-$165.00 for certified copies, depending on document type

Payment methods accepted by most Hampden County offices include:

  • Cash (in-person only)
  • Personal checks
  • Money orders
  • Credit/debit cards (where available, may incur processing fee)

Fee waivers may be granted when disclosure would primarily benefit the public interest, as determined by the records custodian. Additionally, agencies may waive fees when the requestor demonstrates financial hardship and the request is not primarily commercial in nature.

Does Hampden County Have Free Public Records?

Hampden County provides free access to certain public records in accordance with Massachusetts law. Members of the public may inspect public records without charge during regular business hours at the offices where such records are maintained. The right to free inspection is guaranteed under Massachusetts Public Records Law § 10(a).

Free public records resources in Hampden County include:

The Springfield City Assessor's Office provides free online access to property assessment data, allowing property owners and interested parties to view assessment information without charge.

While inspection is free, fees may still apply for copies or when extensive search time is required. Additionally, some specialized databases may require subscription fees for full access, particularly for commercial users seeking bulk data.

Who Can Request Public Records in Hampden County?

Under Massachusetts law, any person may request public records from Hampden County agencies regardless of citizenship or residency status. The Massachusetts Public Records Law § 10(a) states that public records shall be accessible to "any person" without qualification.

Key eligibility considerations include:

  • No residency requirement: Non-residents of Massachusetts have the same access rights as residents
  • No identification requirement: Requestors are not required to provide identification for most records
  • No purpose statement: Requestors generally do not need to state the purpose of their request
  • Commercial use permitted: Records may be requested for commercial purposes without restriction
  • Anonymous requests: Anonymous requests are permitted for most records

Certain specialized records may have additional requirements:

  • Criminal Offender Record Information (CORI): Access is restricted to authorized entities under Massachusetts General Laws Chapter 6, § 172
  • Vital records: Certified copies of birth and death certificates may require proof of identity or relationship
  • Medical records: Access to medical records held by public agencies requires authorization from the subject

Individuals requesting their own records typically have broader access rights than third parties requesting information about others. For example, a person may access their own personnel file under Massachusetts General Laws Chapter 149, § 52C, while third-party access to the same file would be limited.

What Records Are Confidential in Hampden County?

Certain records in Hampden County are exempt from public disclosure under Massachusetts Public Records Law § 7(26). These exemptions protect privacy, security, and other important interests. Confidential records include:

  • Personnel and medical files: Information that would constitute an unwarranted invasion of personal privacy
  • Criminal Offender Record Information (CORI): Restricted access under Massachusetts General Laws Chapter 6, § 172
  • Ongoing investigation materials: Records relating to active law enforcement investigations
  • Juvenile records: Court and police records involving minors
  • Domestic violence records: Addresses of domestic violence shelters and victims
  • Trade secrets: Proprietary business information submitted to government agencies
  • Security information: Details about critical infrastructure, security measures, or emergency response plans
  • Attorney-client privileged materials: Legal advice and communications
  • Deliberative process materials: Pre-decisional documents reflecting policy development
  • Test questions and scoring keys: Materials used for licensing or employment examinations
  • Appraisals of real property: Prior to acquisition or disposition by a government entity
  • Personal identifying information: Social Security numbers, financial account numbers, and similar data

When a record contains both exempt and non-exempt information, agencies must provide the non-exempt portions through a process called segregation. The burden of proving that an exemption applies rests with the records custodian.

Massachusetts courts apply a balancing test when considering privacy exemptions, weighing the public interest in disclosure against the privacy interests at stake. This test was established in Globe Newspaper Co. v. Boston Retirement Board, 388 Mass. 427 (1983).

Hampden County Recorder's Office: Contact Information and Hours

Hampden County Registry of Deeds
50 State Street
Springfield, MA 01103
(413) 755-1722
Hampden County Registry of Deeds

Hours of Operation:
Monday - Friday: 8:30 AM - 4:30 PM
Closed on state and federal holidays

Hampden County Probate and Family Court
50 State Street, Room 207
Springfield, MA 01103
(413) 748-7758
Hampden County Probate and Family Court

Hours of Operation:
Monday - Friday: 8:30 AM - 4:30 PM
Closed on state and federal holidays

Hampden County Superior Court
50 State Street
Springfield, MA 01103
(413) 748-7760
Hampden County Superior Court

Hours of Operation:
Monday - Friday: 8:30 AM - 4:30 PM
Closed on state and federal holidays

Springfield City Clerk's Office
36 Court Street, Room 123
Springfield, MA 01103
(413) 736-3111
Springfield City Clerk

Hours of Operation:
Monday - Friday: 8:30 AM - 4:30 PM
Closed on state and federal holidays

Lookup Public Records in Hampden County

Assessors: Administration & Finance, City of Springfield, MA

Categories

Criminal RecordsCourt RecordsInmate RecordsArrest recordsWarrant SearchProperty RecordsDivorce Records