Ottawa County Public Records
Ottawa County public records are held by the County Clerk, Register of Deeds, and court system with offices in Grand Haven and West Olive. Ottawa County has improved its online public records access in recent years, offering online property searches, court lookups, and vital records services for county residents.
Ottawa County Overview
Ottawa County Clerk and Public Records
Ottawa County Clerk and Register of Deeds Gary Scholten operates two office locations. The main administration office is at 12220 Fillmore Street, Room 146, West Olive, MI 49460, phone (616) 994-4510. The courthouse location is at 414 Washington Street, Grand Haven, MI 49417, phone (616) 846-8310. Both offices handle public records requests for Ottawa County.
The clerk's office maintains vital records, election documents, and official county filings. The county has revamped its website to improve public records access, with online services now available for property, vital, and court records. Vital records questions should be directed to (616) 994-4531. FOIA requests can be submitted through the county website.
Under MCL 15.231, Ottawa County must respond to written FOIA requests within 5 business days. Extensions up to 10 additional business days are allowed with written notice. Fees cover actual labor costs and copying charges. Fee waivers are available for public assistance recipients or those with financial hardship.
| Clerk / Register of Deeds | Gary Scholten |
|---|---|
| West Olive Address | 12220 Fillmore St., Room 146, West Olive, MI 49460 |
| West Olive Phone | (616) 994-4510 |
| Grand Haven Address | 414 Washington Street, Grand Haven, MI 49417 |
| Grand Haven Phone | (616) 846-8310 |
| Vital Records Phone | (616) 994-4531 |
Ottawa County Circuit Court Records
The 20th Judicial Circuit serves Ottawa County. Circuit court handles felony criminal cases, civil cases above $25,000, divorce, and family law matters. Court records are available through the county website's online access portal. Case information includes party names, docket entries, filing dates, and hearing schedules.
The statewide MiCOURT case search also covers Ottawa County courts. Search for free by party name or case number. Non-public case types such as juvenile matters and adoptions are excluded from the online system. For certified copies of court documents, contact the circuit court clerk at the Grand Haven courthouse.
Ottawa County district courts serve different geographic areas of the county. The 58th District Court covers parts of Ottawa County. For specific court locations or case types, contact the county clerk at (616) 994-4510 to be directed to the right court. Copy fees are $1.00 per page for plain documents. Certified copies cost more and require a written request with payment.
Ottawa County Property Public Records
The Ottawa County Register of Deeds holds all recorded real property documents for the county. Online property record searches are available through the county's revamped website. You can search by property address, parcel ID, grantor or grantee name, and other fields. This covers deeds, mortgages, liens, and other recorded land documents.
Ottawa County is one of Michigan's more populated counties, and its property records system has been updated for better online access. For complex searches or records that require document images, use the online portal or visit one of the two office locations. The Register of Deeds office in West Olive handles recording and research requests. Electronic recording is also accepted for title companies and law offices.
Copy fees for property records are $1.00 per page. For in-person searches at either location, bring the parcel number or owner name to make the search faster. Property records in Ottawa County contain deeds, mortgages, land contracts, plat maps, and UCC filings.
Michigan MDHHS vital records provides state-level access when county-level records are unavailable or you need a state-certified copy.
MDHHS handles statewide vital records going back to 1867 and serves as a backup source when county offices cannot fulfill a request.
Criminal History Records
Michigan State Police run the statewide ICHAT database covering all 83 counties including Ottawa. Search at apps.michigan.gov/ICHAT for $10 per name. ICHAT returns felony convictions and serious misdemeanors reported from Ottawa County courts and all other Michigan jurisdictions. Traffic records, juvenile cases, and out-of-state charges are not included.
For state prison inmates, the free MDOC OTIS at mdocweb.state.mi.us covers current and recently released inmates and parolees. Search by name to see custody status, offense history, facility, and expected release information. Data stays in the system for three years after discharge from MDOC supervision.
For Ottawa County jail records and local arrest information, contact the Ottawa County Sheriff's Office. The sheriff handles local lock-up records and arrest logs that are not part of the state ICHAT or OTIS systems. The Michigan Sex Offender Registry is also searchable for free at mspsor.com.
Vital Records in Ottawa County
Ottawa County vital records including birth, death, and marriage certificates are available from the county clerk. Contact the vital records line at (616) 994-4531 for questions about specific records, fees, and request procedures. The clerk's office handles in-person and mail requests from both the West Olive and Grand Haven locations.
Birth records less than 100 years old are restricted. Access is limited to the person named on the record, their parents, legal guardian, or authorized legal representative. Bring valid photo ID for in-person requests. Mail requests must include a copy of your ID and the completed request form. Death and marriage records generally have fewer access restrictions and are available to more requesters.
For state-certified copies or records not available through the county, MDHHS at michigan.gov/mdhhs processes statewide vital record orders. The first certified copy costs $34. Additional copies of the same record are $16 each. Records go back to 1867 at the state level.
FOIA Requests in Ottawa County
Any person can request public records from Ottawa County offices under Michigan's Freedom of Information Act. The law applies to all county departments, the sheriff's office, and other public bodies. Submit written requests to the department that holds the record you need. FOIA requests can be submitted through the county website or by mail to either county location.
The county must respond within 5 business days. A 10-day extension is allowed with written notice. Fees cover actual labor costs (capped by the state minimum wage formula) and $1.00 per page for copies. Fee waivers are available for people receiving public assistance or those with documented financial hardship.
For court records, contact the 20th Circuit Court clerk directly. Court documents follow Michigan Court Rule 8.119 rather than FOIA. The court clerk's office at the Grand Haven courthouse processes court record requests and certified copy orders.
Cities in Ottawa County
Grand Haven serves as the county seat of Ottawa County. Holland, Zeeland, Hudsonville, and Coopersville are other communities in the county. Circuit court and county-level public records for all Ottawa County communities are filed at the county courts in Grand Haven.
Nearby Counties
These counties border Ottawa County on Michigan's western shoreline. Each has its own records offices and search systems.