Records

Maintained

Probate Records Maintained

Normally, when it comes to Court records, the Clerk has the responsibility of maintaining Court records. Under Ohio law, the Probate Judge serves as their own Clerk, and is responsible for the care and safekeeping of all Probate records.

To view cases that are now available online, click here.

The Court maintains many records that are open to the public. The following is a guide that will assist you in searching for Probate records, as well as provide alternate sources for obtaining records. These alternate sources primarily serve those persons conducting genealogy research.

 

What are Probate Records?

Probate Records are documents and/or filings, which chronologically records proceedings in the Probate Court. Typically, parties on their own behalf or with the help of an attorney, file an Application or Motion to open a matter under the jurisdiction of Probate Court. The Court then responds to these filings in the form of Entries (Orders).

Where are the records for Probate Court located?

Shelby County Probate Court

100 E. Court Street, Courthouse, Second Floor

Sidney, Ohio 45365

Operational Hours: Monday – Friday 8:30 a.m. to 4:00 p.m.

General Information Telephone: 937-498-7263

 

What does the Court’s record inventory consist of?

  • Marriage records 1825 to the present
  • Estates, guardianships, etc. 1825 to the present
  • Birth and death records 1867 through 1908
    • For death records from December 20, 1908 thru December 31, 1944, contact the Ohio History Connection www.ohiohistory.org or 1-800-686-6124.
    • For birth records from December 20, 1908 to the present, and for death records from January 1, 1945 to the present, contact the Ohio Department of Health www.odh.ohio.gov or (614) 466-2531.

The following are types of cases filed in Probate Court:

  • Adoptions
  • Birth Certificate Corrections
  • Birth Records
  • Chiropractor License
  • Concealment of Assets
  • Construction of Wills
  • Declaration of Validity of Wills
  • Declaratory Judgment
  • Delayed Birth Registrations
  • Determination of Heirs
  • Estates
  • Guardianships
  • Land Sales
  • Legitimizations/Acknowledgement of Paternity
  • Marriage Licenses
  • Medical Registrations
  • Mental Illness/Intellectual Disability
  • Midwife Records
  • Minor Settlements
  • Name Changes
  • Naturalizations
  • Physician Certification
  • Presumption of Death
  • Registration of Doctors
  • Registration of Nurses
  • Trusts
  • Will Contests
  • Wills on Deposit
  • Wills

 

In what format are records maintained?

Active cases:

Cases that are currently active in our court consist of the actual case file, as well as being able to view party information and the docket through the Court’s online case management system. There is a link on the Court’s homepage to access online records.

Closed cases:

The actual case file for closed cases can be found in our office for the previous couple of years. However, closed cases can also be viewed on either microfilm or microfiche in our lobby, and for more current cases they can be viewed online.

Adoptions

All case documents are confidential and are not available for public viewing.

The Ohio Department of Health, Bureau of Vital Statistics, houses adoption records of persons born in Ohio and adopted anywhere in the United States. Contact Vital Statistics directly for instructions on how to request adoption records.  Telephone (614) 466-2531, or https://odh.ohio.gov/wps/portal/gov/odh/know-our-programs/vital-statistics/Adoption-File-Information/Adoption-File-Information.

Birth and Death Records

These records are found in docket books located in our lobby.

Civil actions

These records can be found on microfilm or microfiche in our lobby; more current cases can be viewed online.

Marriage records

These records are found in docket books located in our lobby; more current cases can be viewed online..

Mental Health and Intellectual Disability records

All case documents are confidential and are not available for viewing.

Naturalization Records

These records are found on index cards in a container in the Clerk’s Office.

Medical Registrations, Midwife rRcords, Physicians Certification, Registration of Doctors, and Registration of Nurses

These records, dated 1928-1977, may be viewed on microfilm or microfiche in our lobby.

Other public records

Case files that are public records can be found in the Clerk’s Office (we maintain actual case files in our office for the past couple of years only), and all are available for viewing on microfilm or microfiche in our lobby, or through the online records search link on our website, once they are closed.

 

How long does the Court retain records?

Rule 26 of the Rules for Superintendence for the Courts of Ohio mandates the guidelines for retention of court records, as follows:

Adoption records – retained permanently.

Birth and death registrations – registrations dated prior to 1908 shall be retained permanently.

Civil commitment records – retained for three years after the case is closed.

Dockets, records of documents, journal and indexes – retained permanently.

Evidence filed in support of expenditures or distributions – three years after the date of filing.

Marriage license records – retained permanently.

Trust accountings – twelve years after the date the accounting was approved.

All other records – twelve years after the date the case, cause, proceeding, or matter is closed or completed.

Temporary estate tax orders – Divisions (D) and (E) of this rule do not apply to records of estates in which temporary estate tax orders are pending.

 

How can I obtain copies of records and what are the fees?

You may come into our office during normal business hours and locate the record you are searching for. If you need assistance in locating your record, we will be happy to assist you.

Once you find the record you are searching for, if that record is on microfilm or microfiche, you can make copies directly from the microfilm/microfiche reader, that is located in our lobby. If the record is located in a docket book, we will make the copy for you.

If you cannot come into our office to do your research, you may send us a request in the mail. You must tell us the type of record you are looking for, the name of the person, and the approximate date of the record. You will need to provide a self-addressed, stamped envelope for us to mail any copies back to you. If you are unsure of how many pages the record will consist of, you may first email your request to the Court (juvenileprobate@shelbycoprobate.org), and we will then reply back via email with the total number of pages and what the exact cost will be. You will then need to send payment for the copy costs as well as a self-addressed, stamped envelope. Upon receipt of those items, the Court will mail your copies to you.

Copy costs are $0.10 per page. A certified record is $3.00. A personal check will be accepted ONLY for Ohio residents; all out-of-state customers must pay by certified check or money order.

How to Request Certified Copies

You may come into our office during normal business hours and request the record you are searching for.

If that record is on microfilm or microfiche, you can make copies directly from the microfilm/microfiche reader, that is located in our lobby. If the record is located in a docket book, we will make the copy for you. The Clerk will stamp your document with our certification stamp and seal.

For a certified marriage record, please visit the Marriage License page.

 

 

 

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