Stafford County Public Records
What Are Public Records in Stafford County?
Public records in Stafford County are defined according to the Virginia Freedom of Information Act (FOIA) as any writing or recording prepared, owned, or possessed by a public body, its officers, employees, or agents in the transaction of public business. Pursuant to § 2.2-3700 of the Code of Virginia, these records are presumed open and accessible to citizens of the Commonwealth.
Stafford County maintains numerous types of public records, including:
- Court records (civil, criminal, probate, family)
- Property records (deeds, mortgages, liens, assessments)
- Vital records (birth, death, marriage, divorce certificates)
- Business records (licenses, permits, fictitious names)
- Tax records (property tax, assessment records)
- Voting and election records
- Meeting minutes and agendas (Board of Supervisors, commissions)
- Budget and financial documents
- Law enforcement records (arrest logs, incident reports - where allowed)
- Land use and zoning records
The maintenance of these records is distributed among various county departments:
- The Stafford County Circuit Court Clerk's Office maintains land records, court records, marriage licenses, and probate documents
- The Virginia Department of Health maintains vital records such as birth and death certificates
- The Stafford County Commissioner of Revenue maintains tax and assessment records
- The Stafford County Treasurer's Office maintains tax payment records
- The Stafford County Registrar maintains voter and election records
- The Stafford County Sheriff's Office maintains law enforcement records
Each of these record types serves the public interest by documenting government actions, preserving property rights, and ensuring transparency in governmental operations.
Is Stafford County an Open Records County?
Stafford County fully complies with the Virginia Freedom of Information Act (FOIA), codified under § 2.2-3700 through § 2.2-3714 of the Code of Virginia. This comprehensive statute establishes the presumption that all government records are open to public inspection unless specifically exempted by law.
The Virginia FOIA explicitly states in § 2.2-3700(B) that: "The affairs of government are not intended to be conducted in an atmosphere of secrecy since at all times the public is to be the beneficiary of any action taken at any level of government." This foundational principle guides Stafford County's approach to records management and public access.
Stafford County has established specific FOIA procedures to facilitate public access to records. The county designates FOIA Officers in each department who are responsible for receiving and processing requests for public records.
The county also adheres to Virginia's open meeting laws, ensuring that government business is conducted with appropriate public notice and access. Board of Supervisors meetings, Planning Commission hearings, and other public meetings are subject to these transparency requirements.
While Stafford County maintains an open records policy, it should be noted that certain records may be exempt from disclosure under specific provisions of the Virginia FOIA. These exemptions are designed to protect privacy, security, and other legitimate governmental interests as defined by state law.
How to Find Public Records in Stafford County in 2026
Members of the public seeking records in Stafford County may utilize several methods to locate and obtain the information they need. The county currently provides multiple access points for public records:
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Submit a FOIA request through the county's online portal
- Identify the specific records sought
- Provide contact information
- Specify preferred format (electronic or paper)
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Visit the appropriate county office in person:
- For court and land records, visit the Circuit Court Clerk's Office
- For tax records, visit the Commissioner of Revenue
- For building permits, visit the Department of Planning and Zoning
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Access online resources:
- The Virginia Courts Case Information System for court records
- The Stafford County Land Records Online system for property documents
- The Stafford County GIS system for property information
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Contact the designated FOIA Officer for the relevant department:
- Each department maintains a designated FOIA Officer
- Contact information is available on the county website
- Officers must respond to requests within statutory timeframes
For vital records such as birth and death certificates, residents should contact the Virginia Department of Health's Office of Vital Records. Criminal history information may be obtained through the Virginia State Police, while inmate information is available through the Virginia Department of Corrections Inmate Locator.
When making a request, it is advisable to be as specific as possible about the records sought. This facilitates faster processing and reduces the likelihood of fees associated with extensive search time.
How Much Does It Cost to Get Public Records in Stafford County?
Stafford County assesses fees for public records in accordance with § 2.2-3704(F) of the Virginia Freedom of Information Act, which permits charging for the actual cost of accessing, duplicating, supplying, or searching for requested records.
The current fee structure for public records in Stafford County includes:
- Photocopies: $0.25 per page for standard black and white copies
- Color copies: $0.50 per page
- Electronic records: Actual cost of production
- Staff time: Actual cost for requests requiring extensive staff time (over 30 minutes)
- Specialized documents (maps, plats, etc.): Varies based on size and complexity
Specific departments may have additional fee schedules:
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Circuit Court Clerk's Office:
- Certified copies of court records: $2.50 per document
- Land record copies: $0.50 per page
- Marriage licenses: $30.00
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Commissioner of Revenue:
- Tax maps: $5.00 per sheet
- Assessment information: First copy free, additional copies $0.25 per page
Accepted payment methods include:
- Cash (in-person only)
- Check
- Money order
- Credit card (for certain departments and online services)
It is important to note that pursuant to Virginia FOIA, public bodies may request a deposit before processing a request when the anticipated cost exceeds $200. Additionally, the law permits fee waivers or reductions when the release of information primarily benefits the general public, though such waivers are at the discretion of the records custodian.
Does Stafford County Have Free Public Records?
Stafford County provides several avenues for accessing public records at no cost, in accordance with Virginia's commitment to government transparency. The following free options are currently available to the public:
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In-person inspection of non-exempt public records during regular business hours is available at no charge, as guaranteed by § 2.2-3704(H) of the Virginia FOIA
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The Stafford County website offers free access to:
- Board of Supervisors meeting agendas and minutes
- County ordinances and codes
- Budget documents and financial reports
- Planning Commission documents
- Public notices and announcements
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The Virginia Courts Case Information System provides free online access to basic case information for Stafford County court cases
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The Stafford County GIS mapping system offers free public access to property boundaries, zoning information, and other geographic data
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The Virginia Department of Corrections Inmate Locator provides free information about individuals in state custody
Additionally, certain records may be provided free of charge when:
- The request is from another government agency
- The request is for a small number of pages (typically fewer than 5 pages)
- The information is determined to be in the public interest
While these resources are available at no cost, it should be noted that fees may still apply for copies, certified documents, or requests requiring extensive staff time to fulfill. The county's policy is to charge only the actual cost of producing records when fees are assessed.
Who Can Request Public Records in Stafford County?
Under the Virginia Freedom of Information Act § 2.2-3700 et seq., public records in Stafford County are accessible to citizens of the Commonwealth of Virginia and representatives of media organizations that broadcast or publish in or have circulation within the Commonwealth.
The following individuals and entities may request public records:
- Virginia residents
- Virginia-based businesses and corporations
- Representatives of newspapers, magazines, radio, and television stations with circulation or broadcast in Virginia
- Non-residents may be granted access at the discretion of the records custodian, though this is not required by law
When requesting records, individuals may be required to:
- Provide identification verifying Virginia citizenship or media affiliation
- Submit requests in writing (though verbal requests may be accepted)
- Reasonably identify the records being sought
- Pay applicable fees for search time or copies
It is important to note that:
- Requestors are not required to state the purpose of their request for most public records
- Requestors do not need to demonstrate a "need to know" or personal interest in the records
- Special provisions apply when requesting records about oneself (proper identification is required)
- Certain records have additional restrictions based on content (e.g., criminal history information, juvenile records)
For requests concerning an individual's own records, proper identification is typically required to ensure privacy and security. This is particularly relevant for records containing personal identifying information, such as social security numbers, dates of birth, or financial data.
Non-Virginia citizens do not have statutory rights under Virginia FOIA, though Stafford County may process such requests as a courtesy or when required by other laws.
What Records Are Confidential in Stafford County?
While Virginia's Freedom of Information Act establishes a presumption of openness, § 2.2-3705.1 through § 2.2-3705.7 of the Code of Virginia delineates specific categories of records that are exempt from mandatory disclosure. Stafford County adheres to these statutory exemptions to protect privacy, security, and other legitimate interests.
The following record types are generally considered confidential in Stafford County:
- Personnel records and information about specific employees
- Medical and health records protected under HIPAA and state law
- Scholastic records containing personally identifiable student information (protected by FERPA)
- Records related to ongoing criminal investigations or prosecutions
- Juvenile court records and social services records concerning minors
- Social security numbers, driver's license numbers, and other personal identifying information
- Attorney-client privileged communications and attorney work product
- Records containing trade secrets or proprietary business information
- Critical infrastructure and security information that could jeopardize public safety
- Victim identity information in certain criminal cases
- Adoption records and related documents
- Records related to public utility customers' personal information
- Library records revealing the identity of library patrons and their borrowing history
Additionally, § 2.2-3706 specifically addresses law enforcement records, providing exemptions for:
- Criminal investigative files
- Confidential informant information
- Tactical plans and security procedures
- Records that would jeopardize ongoing investigations
It is important to note that many exemptions are discretionary rather than mandatory, meaning the county may choose to release certain records even if an exemption applies, provided no other law prohibits disclosure. When a record contains both exempt and non-exempt information, the county is required to redact the exempt portions and release the remainder when reasonably possible.
Stafford County Recorder's Office: Contact Information and Hours
Stafford County Circuit Court Clerk's Office
1300 Courthouse Road
Stafford, VA 22554
Phone: (540) 658-8750
Stafford County Circuit Court
Hours of Operation:
Monday - Friday: 8:30 AM - 4:30 PM
Closed on weekends and state holidays
Land Records Division
Phone: (540) 658-8752
Land Records Division
The Stafford County Circuit Court Clerk's Office serves as the official custodian of records for the county. This office maintains and provides access to a wide range of public records, including:
- Land records (deeds, mortgages, liens, plats)
- Court records (civil and criminal cases)
- Marriage licenses
- Probate and estate records
- Fictitious name certificates
- Notary qualifications
- Concealed handgun permits
- Military discharge records (DD-214)
The Land Records Division specifically handles all property transactions in Stafford County. Services available at this office include:
- Recording of deeds, deeds of trust, and other land instruments
- Issuance of certified copies of recorded documents
- Access to land records research terminals
- Processing of real estate transfer tax payments
- Notary services
For electronic recording services, the Clerk's Office participates in the Simplifile e-recording system, allowing attorneys and title companies to submit documents electronically.
The Clerk's Office maintains a public access computer system on-site for searching land records dating back to the county's founding. Secure remote access to land records is also available by subscription for attorneys, title companies, and other qualified professionals.
Lookup Public Records in Stafford County
Land Records and Property Transactions
Virginia Court Case Information System