Madison County, Kentucky State Court Records
Court records are formal representations, in textual, audiovisual, or other forms, of what happens in a courtroom between the parties to a case. This includes the various administrative forms the parties file with the court clerk when initiating a legal matter. It also includes material (such as physical evidence, arrest reports, third-party property deeds, or financial ledgers) fundamental to a case's progression. Another important type of court record is the rulings the judge pronounces from the bench.
All filed motions, submitted exhibits, and final verdicts form a complete account of local disputes and are known collectively as Madison County court records.
Under Kentucky's unified judicial system, accessing court records is relatively simplified. The Madison County Circuit Court Clerk, the local custodian, maintains a range of filings in criminal, civil, family, and probate matters. Record searchers must nevertheless be prepared to navigate varying access levels, as some case types are largely open while others are almost entirely restricted.
Are Madison County Court Records Public?
Yes, a majority of local court records are available to the public. Governed largely by Kentucky Supreme Court rules rather than the general open records statutes, judicial transparency is a priority in Madison County. According to Ky. Sup. Ct. Admin. Order 2026-30, case records are presumed disclosable unless a statute or court rule declares to the contrary.
However, a presumed right does not imply an obligation in all cases, and this principle applies to court records. While the state's court rules require that limitations on access be reviewed, several specific statutes explicitly designate certain categories of cases as confidential. These include
- Mental health proceedings (Ky. Rev. Stat. § 202B.180(1))
- Records in juvenile proceedings (Ky. Rev. Stat. §§ 610.340, .320)
- Adult guardianships (Ky. Rev. Stat. § 387.770)
- Expunged records
What Information is Available in Madison County Court Records?
People who access a Madison County court case record can typically find the following details:
- Party identifiers (plaintiff, defendant, respondent, or petitioner)
- Case chronology (including filing dates, upcoming schedules, and a register of actions)
- Charging instruments (such as indictments, complaints, and summonses)
- Court decisions (such as interim orders, jury verdicts, and sentencing decrees)
Madison County Court Records Search
Members of the public can retrieve judicial records in Madison County through channels and platforms set up by the state's unified court system. The system is broadly administered by the Kentucky Court of Justice (KCOJ) and the Administrative Office of the Courts (AOC). With this structure, records of trial-level proceedings are managed by a single office: the Madison County Circuit Court Clerk, as previously mentioned.
The method chosen to locate a case file may depend on several factors. The age of the record, the nature of the case (such as civil, criminal, domestic, or estate), and whether the requester seeks basic docket summaries or certified copies of documents all matter.
Requesters can access public case records through three primary channels.
Online Access
The Kentucky judicial branch provides these electronic portals for searching case dockets and ordering record reports remotely:
- Kentucky Court of Justice eCourts: Members of the public can search trial dockets through the KCOJ Case Search. Searchers can select Madison County in the County dropdown, then search by case number, party name, or citation index. When using the name search, one can choose the type of party (litigants or attorneys), the type of case (civil, criminal, or drug), and, if necessary, add a date of birth or driver's license number. This platform displays party name, case number, case name, and upcoming hearing date and venue, if available.
- Daily and Weekly Court Dockets: the KCOJ Court Dockets portal publishes daily court calendars, allowing litigants and researchers to check scheduled courtroom appearances, docket times, and hearing rooms for both the District and Circuit divisions. Users can select Madison from the County dropdown, choose a division, select a date, and click Submit.
Note that eCourt is a case information portal and does not actually provide copies of filings to the general public. Additionally, case information in juvenile delinquency, adoption, and confidential domestic violence proceedings does not appear on this platform. However, it is a good starting point to retrieve names or case numbers when making copy requests at the Circuit Clerk's office.
People seeking historical court records can submit an online request to the Kentucky Department for Libraries and Archives, which maintains civil records through 1985 and criminal case files through 1977.
In-Person Access
Individuals who require the actual documents in a case for inspection or copy purposes can visit the clerk's office directly. Public record rooms and service windows are located at the Madison County Courthouse, 101 West Main Street, Richmond, KY 40475.
Deputy clerks are available during standard business hours (8:00 a.m. to 4:00 p.m.) to retrieve archived files or certify records. Searchers should provide a name or case number, along with any additional available information, to expedite retrieval.
Mail and Phone Requests
The general public can address written record request applications to
Madison County Circuit Court Clerk
Attn: Records Department
101 West Main Street
Richmond, KY 40475
Phone: (859) 624-4713
The mail must include self-addressed postage and payment by cashier's check or money order, made payable to "Madison County Circuit Court Clerk." Compared to in-person requests, standard mail applications typically take three to seven business days.
Fees for Court Records in Madison County
Following provisions in the Kentucky Circuit Court Clerks' Accounting Manual, these are the expected copy and certification fees for record seekers:
- Preparing a certification: $5
- Preparing an attestation: 50 cents
- Per page copy fee: 25 cents
- Per disk/cd/flash drive audio recording fee: $15
- Per CD/flash drive/digital download video recording fee: $25
Madison County Courthouse Locations
Here are the addresses and phone numbers for the courts and court clerks' offices in Madison County.
Office of Circuit Court Clerk
Main & Circuit Court: (859) 624-4713
Traffic: (859) 624-4722
District Civil, Mental Health, Probate Division & Forcible Detainers: (859) 624-4723
District Court: (859) 624-4722
Family Court: (859) 627-5524
Madison County Circuit Court
Madison County Courthouse
101 West Main Street
Richmond, KY 40475
Madison County Family Court
119 North 1st Street
Richmond, KY 40475
Madison County District Court
Hall of Justice
351 West Main Street
Richmond, KY 40475
Madison County District Court (Berea Location)
Berea City Hall
212 Chestnut Street
Berea, KY 40403
Criminal Records Access in Madison County
Justice agencies create criminal records to track criminal actions, including arrests, charges, and detentions. Custodians range from local police, courts, and jails to state and federal justice systems.
The Circuit Court Clerk keeps records of filings and judicial orders in criminal matters. Individuals can request public case records by mail or by submitting a physical application. However, this is typically done on a case-by-case basis and may not be optimal for multiple records.
The Kentucky Administrative Office of the Courts (AOC) provides a case-related criminal records check encompassing an individual's statewide criminal court case history, excluding expunged material. This background check, which includes case numbers, charges, dispositions, and dates, costs $25 per person and may be completed online, in person, or by mail. Note that the agency notifies the subject of the record whenever a third party requests their information.
The Kentucky State Police maintains a repository of criminal information submitted not only by courts but also by policing and detention authorities. The agency allows members of the public to obtain a name-based adult criminal history report on another person, but only if the record subject provides written, signed consent. Mailed or physically submitted applications cost $20 per record.
Local police within Madison County keep their own records of criminal activity, some of which may not appear in court and statewide databases.
Madison County Probate Records
A probate division within the District Court assumes jurisdiction over Madison County probate affairs, while the Circuit Clerk maintains records generated in proceedings. Records related to appointing executors/administrators, intestate estates, curatorships, conservatorships, trust matters, and guardianships of minors may be reviewed or duplicated at the Clerk's office, subject to statutory restrictions.
Ordinary probate or estate records (such as wills, estate settlements, accounts, and small-estate proceedings) are generally public records. Kentucky law, especially Ky. Rev. Stat. § 387.770, however, divides guardianship records into open and closed categories. The Kentucky Circuit Court Clerks' Manual confirms that Determinations of Disability and Orders of Appointment, Modification, and Termination are open to public inspection, while petitions, evaluations, and similar filings are confidential.
People can view probate case information on eCourt or call (859) 624-4723 to inquire about obtaining copies of filings.
Madison County Family Court Records
The Family Court, a special division of the Circuit Court, has jurisdiction over family matters in Madison County. It hears cases involving children, such as paternity, adoption, child support, custody, and visitation. Spousal matters, such as dissolution of marriage, neglect and abuse, and equitable distribution, are also on the family court docket.
Under Kentucky laws, spousal matters are generally public, while adoption, termination of parental rights, and juvenile dependency, neglect, and abuse cases are confidential.
Record seekers can search case information on the KCOJ eCourts portal and search for publicly available filings and decrees at the Circuit Clerk's office. People authorized to view confidential files must present valid credentials to prove eligibility.
Federal Court Records in Madison County
Madison County falls within the U.S. District Court for the Eastern District of Kentucky (E.D. Ky.), meaning federal court records related to the county are generally maintained in that district. Federal cases may include criminal prosecutions, civil cases involving federal law or constitutional claims, lawsuits involving the United States, and qualifying disputes between residents of different states.
The Lexington divisional clerk's office, located at 101 Barr Street, Lexington, KY 40507, provides in-person access to case records. Residents may visit during business hours to review case files and request copies of records. Those who prefer digital access can open an account on Public Access to Court Electronic Records. More commonly known as PACER, this official system holds billions of electronic documents across over 200 federal courts, including those from the E.D. Ky. court.
