Columbia County Public Records
How to Find Public Records in Columbia County in 2026
Members of the public seeking publicly available information related to government activities, legal proceedings, and property transactions in Columbia County, Wisconsin may access a range of records through official county and state channels. ColumbiaCountyRecords.org provides data and publicly available information to assist individuals in locating these records. Available record categories may include, but are not limited to:
- Court case records (civil, criminal, probate, and family)
- Property deeds, mortgages, and land records
- Vital records (birth, death, marriage, and divorce)
- Tax assessment and property tax records
- Business licenses and permits
- Meeting minutes, agendas, and county board documents
- Law enforcement records, where permitted by law
Records may be searched through official court resources, clerk offices, public access terminals, and online tools maintained by Columbia County and the State of Wisconsin.
Online Access:
- The Columbia County land records system provides public access to property and land information through the county's official web portal.
- Court records for Wisconsin circuit courts, including Columbia County, are searchable through the Wisconsin Court System case search portal, which covers the Supreme Court, Court of Appeals, and circuit courts statewide.
- The Columbia County Register of Deeds maintains an online interface for recorded documents including deeds and liens.
- No registration is required to perform basic searches on most county and state portals.
In-Person Requests: Members of the public may visit the Columbia County Courthouse at 400 DeWitt Street, Portage, WI 53901. The Clerk of Courts, Register of Deeds, and County Clerk offices are located within or adjacent to the courthouse complex. Standard business hours are Monday through Friday, 8:00 AM to 4:30 PM, excluding observed holidays.
Written/Mail Requests: Written requests should be directed to the specific office maintaining the record sought. Requests must identify the record with reasonable specificity. Under Wisconsin Statutes § 19.35, custodians are required to respond to written requests as soon as practicable and without delay.
Phone/Email:
- Columbia County Clerk of Courts: (608) 742-9670
- Columbia County Register of Deeds: (608) 742-9654
- Columbia County Clerk: (608) 742-9654
What Are Public Records in Columbia County?
Public records in Columbia County are defined under Wisconsin's open records law as any record created or maintained by a government authority in the course of conducting public business. Pursuant to Wisconsin Statutes § 19.32, a "record" includes any material on which written, drawn, printed, spoken, visual, or electromagnetic information is recorded or preserved, regardless of physical form or characteristics.
The following record types are currently maintained by Columbia County offices:
| Record Type | Maintaining Office |
|---|---|
| Civil, criminal, probate, and family court records | Clerk of Courts |
| Property deeds, mortgages, liens | Register of Deeds |
| Land and parcel information | Land Information Office |
| Vital records (birth, death, marriage) | Register of Deeds |
| Property tax and assessment records | County Treasurer / Assessor |
| Business licenses and permits | County Clerk |
| Meeting minutes and board agendas | County Clerk |
| Budget and financial documents | County Administrator |
| Law enforcement records (where permitted) | Columbia County Sheriff's Office |
| Land use and zoning records | Zoning and Planning Department |
The Columbia County land records system provides public access to parcel data, tax information, and mapped property boundaries through the county's geographic information system.
Is Columbia County an Open Records County?
Columbia County operates in full compliance with Wisconsin's open records law, which mandates broad public access to government records. Under Wisconsin Statutes § 19.31, the legislature declares that "the public is entitled to the greatest possible information regarding the affairs of government and the official acts of those officers and employees who represent them." This provision establishes a strong presumption in favor of disclosure.
The Wisconsin Department of Justice, which oversees open records compliance statewide, states: "The open records law applies to all state and local governmental bodies, including counties, cities, villages, towns, school districts, and other governmental entities." Columbia County custodians are required to apply this presumption when evaluating any records request.
County-specific policies align with state sunshine laws and do not impose additional restrictions beyond those authorized by statute. The Wisconsin Attorney General's office publishes guidance on open records compliance, and Columbia County offices follow those interpretive standards when processing requests.
How Much Does It Cost to Get Public Records in Columbia County?
The current fee structure for public records in Columbia County is governed by state law and individual office schedules. Members of the public may inspect records at no charge; fees apply when copies or certified documents are requested.
Standard Copy and Certification Fees:
| Service | Standard Fee |
|---|---|
| Paper copies (black and white) | $0.25 per page |
| Certified copies of court records | $1.25 per page + $5.00 certification fee |
| Certified copies of vital records (Register of Deeds) | $20.00 per certified copy |
| Electronic copies (where available) | Varies by office |
| Search fees | May apply for extensive research requests |
Pursuant to Wisconsin Statutes § 19.35(3), a requester may be charged for the actual, necessary, and direct cost of reproduction and transcription of records. Fees for locating records may be assessed only when the location cost is substantial. Accepted payment methods at county offices include cash, check, and money order; some offices accept credit or debit cards.
Fee waivers are not broadly mandated under Wisconsin law, though individual custodians retain discretion to reduce or waive fees in appropriate circumstances. Fees for certified copies of vital records are set by the Wisconsin Department of Health Services and apply uniformly across county Register of Deeds offices.
Does Columbia County Have Free Public Records?
Free inspection of public records is available to any member of the public at Columbia County offices during regular business hours. Wisconsin law requires that custodians permit inspection of records without charge; fees are assessed only when copies are produced.
The following resources provide free access to Columbia County records:
- The Wisconsin Court System case search portal allows free online searches of circuit court case records, including those filed in Columbia County.
- The Columbia County land information portal provides free public access to parcel maps, property ownership data, and tax assessment information.
- The Columbia County Register of Deeds office states its mission is "to provide safe archival storage and convenient access to these public records," and members of the public may inspect recorded documents at the public counter without charge.
- Public access terminals are available at the Columbia County Courthouse for in-person record inspection at no cost.
The distinction between free inspection and free copies is significant: while viewing records is free, obtaining paper or certified copies is subject to the fee schedule described above.
Who Can Request Public Records in Columbia County?
Any person may request public records in Columbia County, regardless of residency, citizenship, or stated purpose. Wisconsin's open records law does not restrict access to residents of the state, nor does it require requesters to identify themselves or explain the reason for their request in most circumstances.
Key eligibility provisions include:
- Residency: Not required. Non-residents of Wisconsin retain full rights to request public records.
- Identification: Not required for most records. Certain restricted records, such as those involving personal identifying information, may require the requester to demonstrate a qualifying interest.
- Purpose: Not required to be stated for standard public records requests.
- Age: No minimum age is specified under state law for submitting a records request.
Restrictions apply to specific record categories. Juvenile court records, sealed case files, and records containing protected personal information are subject to access limitations regardless of who is requesting them. Individuals requesting their own records—such as personal court files or vital records—may be required to provide identification to verify identity before certified copies are issued.
What Records Are Confidential in Columbia County?
Certain records maintained by Columbia County are exempt from public disclosure under Wisconsin law. The following categories are currently withheld from general public access:
- Sealed court records: Records sealed by judicial order are not accessible to the public.
- Juvenile records: Records pertaining to juveniles in delinquency or child welfare proceedings are confidential under Wisconsin Statutes § 938.396.
- Ongoing criminal investigation records: Records compiled as part of an active law enforcement investigation may be withheld to protect the integrity of the investigation.
- Personal identifying information: Social Security numbers, financial account data, and similar identifiers are redacted from publicly released documents.
- Medical and health records: Protected under the federal Health Insurance Portability and Accountability Act (HIPAA) and state health privacy statutes.
- Adoption records: Sealed by statute and accessible only under specific legal circumstances.
- Child protective services records: Confidential under Wisconsin child welfare statutes.
- Personnel records: Employee records are exempt from disclosure with limited exceptions for disciplinary actions involving public officials.
- Trade secrets and proprietary business information: Exempt when disclosure would harm competitive interests.
- Security plans and critical infrastructure details: Withheld to protect public safety.
Wisconsin law applies a balancing test when evaluating borderline cases: the public interest in disclosure is weighed against the harm that disclosure may cause. Custodians are required to release any reasonably segregable portion of a record after redacting exempt material.
Columbia County Recorder's Office: Contact Information and Hours
Columbia County Register of Deeds
400 DeWitt Street
Portage, WI 53901
(608) 742-9654
Columbia County Register of Deeds
Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Closed on observed state and federal holidays.
Columbia County Clerk of Courts
400 DeWitt Street
Portage, WI 53901
(608) 742-9670
Columbia County Clerk of Courts
Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Closed on observed state and federal holidays.
The Clerk of Courts serves as the official custodian of court case records for Columbia County Circuit Court, including civil, criminal, family, probate, and small claims matters.
Columbia County Land Information Office
400 DeWitt Street
Portage, WI 53901
(608) 742-9660
Columbia County Land Information
Office Hours:
Monday – Friday: 8:00 AM – 4:30 PM
Columbia County Sheriff's Office (for law enforcement records)
711 East Cook Street
Portage, WI 53901
(608) 742-4166
Columbia County Sheriff's Office