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Santa Rosa County Public Records

What Are Public Records in Santa Rosa County?

Public records in Santa Rosa County are defined according to Florida's Public Records Law, Chapter 119 of the Florida Statutes. Pursuant to § 119.011(12), public records include "all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency."

Santa Rosa County maintains numerous types of public records, including:

  • Court Records: Civil, criminal, probate, and family court cases maintained by the Santa Rosa County Clerk of Court
  • Property Records: Deeds, mortgages, liens, and property assessments
  • Vital Records: Birth certificates (limited to births after 1917), death certificates, marriage licenses, and divorce records
  • Business Records: Business licenses, permits, and fictitious name registrations
  • Tax Records: Property tax information, assessment records, and tax deed applications
  • Voting and Election Records: Voter registration information and election results
  • Meeting Minutes and Agendas: County Commission meetings, advisory boards, and committee proceedings
  • Budget and Financial Documents: County budgets, expenditure reports, and financial statements
  • Law Enforcement Records: Arrest logs, incident reports (with certain exemptions for active investigations)
  • Land Use and Zoning Records: Building permits, zoning applications, and land development codes

The Santa Rosa County Clerk of Court maintains court records, official records, and marriage licenses. Property records are maintained by the Santa Rosa County Property Appraiser. Vital records such as birth and death certificates are available through the Florida Department of Health in Santa Rosa County.

Is Santa Rosa County an Open Records County?

Santa Rosa County fully complies with Florida's Public Records Law, making it an open records county. Under Chapter 119 of the Florida Statutes, all records made or received by any public agency in the course of its official business are available for inspection, unless specifically exempted by law.

§ 119.01(1) states: "It is the policy of this state that all state, county, and municipal records are open for personal inspection and copying by any person. Providing access to public records is a duty of each agency."

Santa Rosa County has established specific procedures for handling public records requests in accordance with state law. The county also adheres to Florida's Government-in-the-Sunshine Law (Chapter 286), which requires that meetings of public boards or commissions be open to the public, noticed, and recorded in minutes.

The county's commitment to transparency is reflected in its Public Records Request Policy, which outlines the process for requesting and obtaining public records from county departments and constitutional offices.

How to Find Public Records in Santa Rosa County in 2026

Members of the public seeking records in Santa Rosa County may utilize several methods to access information:

  1. Online Access: Many records are available through the county's official websites:

  2. In-Person Requests: Individuals may visit the appropriate county office during regular business hours:

    • For court records: Visit the Clerk of Court's office
    • For property records: Visit the Property Appraiser's office
    • For vital records: Visit the Florida Department of Health in Santa Rosa County

  3. Written Requests: Submit a formal public records request in writing to the custodian of the desired records. The county provides a Public Records Request Form that can be submitted via:

    • Email to the appropriate department
    • Mail to the physical address of the records custodian
    • Fax to the department's designated number

  4. Telephone Requests: Some records may be requested by telephone, though written follow-up may be required for complex requests.

When making a request, individuals should:

  • Clearly identify the records sought with reasonable specificity
  • Provide contact information for response
  • Indicate preferred format for receiving records (electronic or paper)
  • Be prepared to pay applicable fees for copies or extensive research

The county strives to respond to all requests promptly, typically within 3-5 business days for routine requests, though complex requests may require additional time.

How Much Does It Cost to Get Public Records in Santa Rosa County?

Santa Rosa County assesses fees for public records in accordance with § 119.07(4), Florida Statutes. The current fee structure includes:

  • Standard Copies:

    • Letter/Legal size (8.5" x 11" or 8.5" x 14"): $0.15 per one-sided page
    • Double-sided copies: $0.20 per page
    • 11" x 17" copies: $0.25 per page

  • Certified Copies:

    • Court records: $2.00 per document plus copy charges
    • Official records: $1.00 per document plus copy charges

  • Electronic Records:

    • Records provided via email or download: No charge for the electronic delivery method
    • Records provided on CD/DVD: $1.00 per disc
    • Records provided on USB drive: Actual cost of the storage device

  • Special Service Charges:

    • Requests requiring extensive use of information technology resources or clerical assistance: $15.00-$35.00 per hour, depending on the level of employee involved
    • The threshold for "extensive" is typically defined as more than 15 minutes of staff time

  • Specialized Records:

    • Certified copies of vital records (birth, death certificates): $14.00 for the first copy, $4.00 for each additional copy ordered at the same time
    • Marriage licenses: $86.00 (includes ceremony fee)
    • Copies of recorded plats: $5.00

Accepted payment methods include cash, check, money order, and credit/debit cards (with a processing fee) at most county offices. Some departments may have varying fee structures for specialized records.

The county may request a deposit for requests with anticipated high costs before processing begins.

Does Santa Rosa County Have Free Public Records?

Santa Rosa County provides free inspection of public records in accordance with Florida law. Pursuant to § 119.07(1)(a), every person has the right to inspect public records at reasonable times and under reasonable conditions.

Free public records access includes:

  • In-Person Inspection: Members of the public may examine records at no charge during regular business hours at the appropriate county office. Individuals must be provided reasonable accommodations to inspect records.

  • Online Resources: Several types of records are available at no cost through county websites:

  • Public Access Terminals: Computer terminals are available at certain county offices, including the Clerk of Court and public libraries, allowing free access to certain digital records.

While inspection is free, fees apply for copies of records as outlined in the previous section. Additionally, special service charges may apply for requests requiring extensive use of agency resources.

Who Can Request Public Records in Santa Rosa County?

Under Florida's Public Records Law, any person, regardless of citizenship or residency status, may request public records from Santa Rosa County. As stated in § 119.01(1), public records are open for inspection and copying "by any person."

Key points regarding eligibility to request records:

  • No Residency Requirement: Requestors need not be Florida residents or U.S. citizens to access public records.

  • No Identification Requirement: For most records, requestors are not required to provide identification or state their purpose for requesting records. As specified in § 119.07(1)(a), a requestor's identity, status, or purpose cannot generally be required as a condition of access.

  • Exceptions for Certain Records: Some specific record types may have additional requirements:

    • Vital records (birth, death certificates): Requestors must demonstrate eligibility based on relationship to the subject or provide documentation of need
    • Criminal history information: May require identification for certain comprehensive searches
    • Records containing exempt information that requires redaction: May necessitate verification of eligibility to receive unredacted versions

  • Representatives and Agents: Attorneys, researchers, and commercial entities may request records on behalf of others.

  • Minors: There are no specific age restrictions for requestors, though some agencies may have practical policies regarding minors' requests.

  • Incarcerated Persons: Inmates have more limited rights to certain records under § 119.07(8), particularly regarding agency records about facility operations.

The county cannot deny a request based on the requestor's purpose or intended use of the records, except in very limited circumstances prescribed by law.

What Records Are Confidential in Santa Rosa County?

While Florida's Public Records Law promotes transparency, certain records are exempt from public disclosure. In Santa Rosa County, the following record types are confidential or exempt pursuant to various provisions of Florida law:

  • Personal Information:

    • Social Security numbers (§ 119.071(5)(a))
    • Bank account, debit, and credit card numbers (§ 119.071(5)(b))
    • Personal information of certain government employees, including law enforcement officers, firefighters, judges, and prosecutors (§ 119.071(4)(d))

  • Medical and Health Information:

    • Medical records and protected health information under HIPAA
    • Information regarding sexually transmitted diseases (§ 384.29)
    • Mental health records (§ 394.4615)

  • Law Enforcement Records:

  • Court and Legal Records:

    • Sealed court records and expunged criminal history information
    • Juvenile offender records (with exceptions) (§ 985.04)
    • Adoption records (§ 63.162)
    • Child abuse reports (§ 39.202)

  • Business and Government Operations:

    • Trade secrets and confidential business information (§ 815.045)
    • Security system plans and vulnerability assessments (§ 119.071(3))
    • Bids and proposals until decision or within 30 days of opening (§ 119.071(1)(b))

  • Voter Information:

    • Certain voter registration information including Social Security numbers, driver's license numbers, and the location of voter registration (§ 97.0585)

When records contain both exempt and non-exempt information, the county will redact only the confidential portions and provide the remainder of the record.

Santa Rosa County Recorder's Office: Contact Information and Hours

Santa Rosa County Clerk of Court and Comptroller
4025 Avalon Boulevard
Milton, FL 32583
Phone: (850) 981-5500
Santa Rosa County Clerk of Court

Hours of Operation:
Monday - Friday: 8:30 AM - 4:30 PM
Closed on weekends and county-observed holidays

Recording Division (Official Records):
Phone: (850) 981-5550

Court Records Division:
Phone: (850) 981-5570

Marriage License Division:
Phone: (850) 981-5552

Additional Location:
Santa Rosa County South Service Center
5841 Gulf Breeze Parkway
Gulf Breeze, FL 32563
Phone: (850) 981-5500
Hours: Monday - Friday, 8:30 AM - 4:30 PM

Services available at the Clerk's Office include recording of deeds and mortgages, marriage licenses, passport applications, court records, and official records searches. The office accepts cash, checks, money orders, and credit/debit cards (with processing fee) for payment of services.

Lookup Public Records in Santa Rosa County

Santa Rosa County Clerk of Court

Santa Rosa County Property Appraiser

Public Records and FOIA Requests

Florida Department of Health in Santa Rosa County

Florida Courts

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