Please be advised that after many months of hard work and preparation, the Albany County Clerk’s Office will be implementing a new Clerk Indexing/Scanning/Receipting system.
The new system will take effect on Monday, November 2, 2015.
It comes with great excitement that we announce this new change. With the new system there will be several changes including:
- More scanned court records and liens for easier access
- More records released to the online search
- New pistol permit applicants will receive plastic card permits
- The elimination of Book & Pages for Land Records
- Participation in e-Recording in the very near future.
- Integration of e-Filing into the Clerk System
- The replacement of staples with clips for all scanned documents
Some of you may be familiar with our new vendor (IQS-Info Quick Solutions) since they already service over 20 County Clerks in NYS. They will be working with you and the County Clerk staff to make this transition as easy and as painless as possible. IQS will be providing training in the next few weeks before we switch over to the new system. They will also be onsite after the change until everyone is comfortable with the transition.
To allow for a smooth conversion of existing records, there will be a slight interruption of our services on Friday, October 30, 2015, from 12:00pm to 4:30pm. During these hours, no new documents will be processed in the system. They will be stamped received and processed on Monday, November 2, 2015, when we will resume regular business operations at 8:30am.
As always, we appreciate your patience and understanding and will be here to help you prepare for the new changes. We look forward to working with IQS and all of you to make this a success.
PISTOL PERMIT HOLDERS — NEW "NYSAFE" LAW
for updated information about this new law, including how to request that your name and address not be disclosed under the Freedom of Information Law ("FOIL").
New easy-to-use online Real Property Transfer Report: for more information please go to the New York State Tax and Finance's website. Click here to visit site For more information please click here - RP 5217
This site is intended to inform the public about our records and the services in the Albany County Clerk’s Office. We are located in Room 128 in the Albany County Court House on the corner of Eagle Street and Columbia Streets. The entrance to the County Court House is located on Lodge Street. I hope that you find this website useful and informative.
If you’re a first time visitor, let me suggest that you start by clicking “SERVICES” at the upper right of this screen. If you need directions to our office or our office hours click “DRIVING DIRECTIONS” on the top right. The Clerk’s Office “FORMS AVAILABLE ONLINE” include: DBA forms, Public Information/F.O.I.L. forms and many others to assist the public with quick and easy access to our public records.
The County Clerk’s most popular website feature is “DEEDS AND MORTGAGES ONLINE”. This allows the public to view most recorded deeds and mortgages since 1980 right from your computer. The link for the deeds and mortgages is right alongside this message. We are currently working to improve the access to these records and adding more to our site. Watch for some exciting new changes in the coming months.
Literally, hundreds of millions of pages of documents are on file or recorded in this office. We are working to place even more of our records online to make your availability to our records a much easier task. Deeds and Mortgages from this website and Naturalization records from the Albany County Hall of Records website are just a couple of examples. By law, we do charge fees for our services which you may see the “SCHEDULE OF FEES” on the top right. The Albany County Clerk’s Office does generate a modest surplus each year. The modest surplus generated goes towards assisting Albany County to keep taxes at a low moderate amount. Your support is greatly appreciated and we look forward to your electronic visit to the Albany County Clerk’s office. We also hope that you will have the opportunity to stop in at our office in person.
ABOUT OUR DEPARTMENT
The Albany County Clerk’s Office is well-known as the County’s record keeper from all deeds and mortgages in the County, to every record of Albany County State Supreme Court and the Albany County Court, to the inactive records of County agencies to the City of Albany agencies as well.
The Albany County Clerk’s Office has an extremely large financial responsibility. In 2014 this office took in over $24 million dollars in revenue. Of that amount, over $2.6 million was net revenue for the operation of the County Clerk’s Office. The other millions of dollars generated in revenue were distributed directly to the State, County and the Cities, Towns and Villages within Albany County.
The County Clerk supervises a staff of 28 people at the County Court House in addition to a staff of 18 at the County Hall of Records. The Albany County Clerk’s 2014 annual expenses totaled $2,094,392. This amount when subtracted from the net 2014 revenues $2,676,449 means that this department overall returned a surplus of 582,057. The surplus of funds assists Albany County with lowering taxes. This surplus also assists the Albany County Executive and the Albany County Legislature’s initiative of being below the 2% tax cap.
The Albany County Hall of Records preserves County records dating back to the Dutch Colonial Days. The Hall of Records also assists our County and City agencies in managing over 98,000 cubic feet of inactive records. With advanced technology more and more tasks are being handled online. Deed and Mortgage records recorded since 1980 are available on the County Clerk’s website. Also, an increased number of court cases are being filed electronically rather than on paper. To view these files, go to www.nycourts.gov/efile.
The Albany County Clerk’s Office is currently exploring better ways to serve the public electronically with more efficient and effective technology.
The Albany County Clerk serves as the Freedom of Information Law (F.O.I.L.) Officer for the County as well as a member of the Contracts Administration Board. In 2014 the Albany County Clerk’s Office received 525 requests for information. As a member of the Contracts Administration Board the County Clerk works with the County Executive and the County Legislative Chairperson to review and discuss proposed contracts between $20,000 and $100,000. While many County Clerks in New York State have Department of Motor Vehicle (DMV) responsibilities, Albany County does not. The State of New York operates the Albany DMV office directly. This is done in a similar fashion in Syracuse and in the downstate metropolitan area.
SOME THINGS THAT WE DON’T DO
The Albany County Clerk’s Office does not hold birth, death and marriage records. In New York these vital records are kept by the City or Town Clerk where the birth or death occurred. A copy of a marriage license may be obtained in the City, Town or Village where the couple originally obtained the license. The actual marriage ceremony may have taken place in another municipality. Copies of birth, death and marriage records may also be obtained from the NYS Department of Health Vital Records Division. If you need their assistance the website address is www.health.ny.gov/vital_records. The Albany County Clerk does keep divorce records on file if the divorce was granted in Albany County. The divorce records are a part of the Albany County Court proceedings which is why they are kept in the Clerk’s Office.
Another item which the Albany County Clerk’s Office can’t do is to provide legal advice to a customer. The Clerk’s Office doesn’t have the statutory authority or an attorney on staff to provide any type of legal advice. Please click here [PDF] to learn about the policy regarding legal documents and legal advice. You may Click here [PDF] to view a list of places where free of low-cost legal advice is available in Albany County.
There is another question which the Clerk’s staff is asked that we don’t do and that is “we don’t send out lists of records on file here”. An example would be that our staff does not notify credit bureaus about tax liens. Our staff does not send lists of recent deeds to local newspapers. Our staff does not create lists of recent DBA or business filings so that people can send you solicitations or call you to sell any type of items. THE COUNTY CLERK’S OFFICE NEVER DOES ANY OF THAT.
The Albany County Clerk’s records are public records. However, Credit Bureaus send their staff here to look at these records and newspapers send reporters to look at recent deeds. DBAs and pending foreclosures also attract a lot of attention. The County Clerk’s Office has no control over what Credit Bureaus and newspapers or any other agencies decide what to do with the records they find here. For example, if a Credit Bureau worker mistakenly confused your name with someone else’s regarding a record on file here, you must contact that credit bureau in order to have them correct their mistake.