How to Search Public Records by Name

Millions of records about people are created every year by courts, county offices and state agencies, and many of them are open to the public. Knowing where those records live, and how to search them by name, can help you look up a court case, confirm who owns a property or find details about a relative for family history research.

This guide explains what usually counts as a public record in the United States, where to search for each type and how to avoid the most common mistake in name searches: assuming that a matching name means a matching person.

What counts as a public record?

In general, a public record is information that a government body creates or keeps and makes available for inspection. There is no single national database. Records are held by thousands of separate offices, and each state sets its own rules about what is open, what is restricted and what fees apply.

Common categories include:

• Court records: civil lawsuits, criminal cases, small claims, traffic matters, probate and many family court filings.
• Property records: deeds, mortgages and liens recorded with the county, plus assessor and tax records.
• Vital records: birth, death, marriage and divorce records, which are often restricted for a period of years.
• Business and license records: company registrations with a Secretary of State and professional licenses issued by state boards.
• Federal records: federal court and bankruptcy filings, federal inmate records and historical census records.

Some information is not public at all, or is tightly limited. Examples include sealed or expunged cases, most juvenile records, Social Security numbers and, in many states, driver and vehicle registration details.

Searching court records

Most cases in the United States are heard in state courts, which are usually organized by county. Start with the clerk of court for the county where you think a case was filed. Many clerks offer an online case search where you can enter a last name and first name, sometimes with a date range or case type. Some states also run a statewide judiciary portal that covers many or all counties.

A simple way to find the right portal is to search for the county name plus "clerk of court case search" and make sure the result is on an official government domain. Some portals show full documents, while others show only a docket summary.

Federal cases, including federal criminal cases, civil suits and all bankruptcies, are available through PACER, the federal judiciary's electronic records system. According to the U.S. Courts guidance on PACER, access costs $0.10 per page, the charge for a single document is capped at $3.00, and fees are waived for any quarter in which your charges total $30 or less. The cap does not apply to name search results.

Searching property records

When real estate changes hands, the deed is usually recorded with a county office, often called the recorder, register of deeds or county clerk. Mortgages, releases and liens are filed there too. Separately, the county assessor or appraiser keeps records used for property taxes, which typically list the owner of record and the assessed value.

Many counties let you search these records online by owner name. Keep in mind that property may be held in the name of a trust, a business or a spouse, so a missing result does not always mean a person owns nothing in that county.

Vital records and historical records

Birth, death, marriage and divorce records are kept by state vital records offices and, in some states, by county offices. Certified copies are usually limited to the person named, close family members or people with a documented legal interest.

For family history, federal census records are a strong resource. The National Archives explains that census records are restricted for 72 years, which is why the 1950 census, released on April 1, 2022, is currently the most recent one available.

Other official sources worth knowing

• Federal inmate records: the Federal Bureau of Prisons inmate locator lets you search by name for people in federal custody from 1982 to the present. State prisons and county jails maintain their own lookup tools.
• Business filings: Secretary of State websites list registered companies along with their registered agents and, in some states, officers or organizers.

How to get better results from a name search

A few habits make a big difference:

1. Try variations. Search nicknames, middle names and initials, maiden or former married names and common misspellings.
2. Narrow by place and time. A county, city or approximate year cuts down on unrelated matches, especially for common names.
3. Use more than one identifier. Confirm a match with at least two independent details, such as age, a middle name, a past address or the names of relatives.
4. Read the full record. A docket entry or index line can be incomplete. If a detail matters, look at the underlying document or contact the office that keeps it.
5. Check how current it is. Records reflect a moment in time. An address from a deed or court filing may be years out of date.

The most important rule is to never assume that two records with the same name belong to the same person. Mistaken identity is common, and acting on the wrong record can hurt someone who has nothing to do with it.

Where a people search report fits in

Searching office by office is thorough, but it can take time when you do not know which county or state to start with. A people search service compiles publicly available records and other data from many sources into a single report, which may include contact information, address history, possible relatives and court records, where available. These reports are paid, coverage varies by person and state, and some information may be outdated or incomplete, so treat a report as a starting point and verify important details with the original source.

People search reports are meant for personal research, such as reconnecting with someone or learning more about a contact. They are not consumer reports under the Fair Credit Reporting Act and may not be used for employment, tenant screening, credit, insurance or other eligibility decisions. Our guide to the FCRA and permissible use explains why.

Use public records responsibly

Public does not mean unlimited. Using records to harass, stalk or intimidate someone is illegal, and many court and government sites set their own terms of use. Search for a legitimate reason, keep what you find private and respect the people behind the records. If you would like to see what others can find about you, our guide on protecting your own information online covers opt-out steps.