The Montgomery County Clerk of Courts is the official office responsible for handling and preserving court records and legal filings in Montgomery County, Ohio. Their jurisdiction covers various courts including Common Pleas Court (General Division), Domestic Relations Court, Municipal Courts (multiple divisions), and the Second District Court of Appeals.
Beyond simple record-keeping, the Clerk’s office performs many essential functions: receiving and docketing pleadings and court orders; certifying and preserving official documents; processing bonds; calling juries; certifying notary commissions; filing state tax liens or judgment liens; and serving as the county’s financial agent for funds related to fines, bonds, court costs, and other revenue collections.
Additionally, the office manages vehicle title services (auto titles, watercraft, mobile homes, etc.), collects taxes on vehicle purchases, and acts as an authorized U.S. Passport Acceptance Agency.
In short: the Clerk’s Office is the central hub for legal, administrative, and public-records services within Montgomery County.
Key Services Provided by the Clerk
Public Records & Online Case Access (PRO System)
- The office operates a web based system called Public Records Online (PRO) System This allows public access to court dockets and many court documents for traffic, criminal, civil, domestic relations, and appellate cases. Montgomery County Clerk of Courts
- Users can view case events, filings, docket entries, and imaged documents (when available). This greatly reduces the need to physically visit the courthouse for basic information.
- While most records are made available online, some sensitive documents may be suppressed from public online viewing. However they remain accessible via in-person request at the Clerk’s office.
Document Copies, Certification & Authenticated Copies
If you need official or certified copies of court records:
- Regular copies cost: US$ 0.10 per page.
- Certified copies (signed by Deputy Clerk, with certificate stamp and court seal) cost: US$ 1.00 per page.
- Authenticated / Exemplified copies (for official use includes judge’s signature, triple-seal) cost: US$ 5.00 per page.
Requests can be made in-person or via mail for the Common Pleas court records (address below). For Municipal Court records, there are separate divisions (Eastern and Western) where requests can be submitted by mail, phone, or fax depending on the division.
Payment is accepted via cash, check or money order. In some Municipal Court offices, credit cards may also be accepted.
eFiling & Digital Services
The Clerk supports e-filing for civil, criminal, and fugitive cases in the General Division of the Common Pleas Court, as part of its modern digital services. pro.mcohio.org+1
Through these digital services, attorneys and parties can file documents electronically reducing paperwork, saving time, and increasing efficiency.
Auto-Title, Vehicle & Passport Services
As noted, the Clerk’s Office is also responsible for issuing vehicle titles (cars, trailers, watercraft, etc.), collecting vehicle-purchase taxes, and acting as a passport acceptance agency.
Financial Transactions, Bonds & Court Costs
The office handles collection and disbursement of court costs, fines, bonds, forfeitures and other court-related fees. It also invests undisbursed funds on behalf of the county.
In addition, the Clerk handles calling juries, processing notary commissions, administering oaths, and filing liens (tax or judgment). Montgomery County Clerk of Courts
How to Use the Clerk of Courts Online Search / Records Tool
Here is a step-by-step guide to access public records and case information via the online system:
- Visit the official website of Montgomery County Clerk of Courts (mcclerkofcourts.org).
- Go to Public Records Search or PRO (Public Records Online) section.
- Enter search criteria such as full or partial name of a party, case number, or case type (criminal, civil, traffic, domestic relations, etc.).
- Review the search results you can view case status, docket entries, filing history, and attached imaged documents (when available).
- If you need official or certified documents: note the case and file number, then request a certified or authenticated copy via mail or in-person at the Clerk’s Records Section.
- For filings (civil, criminal, etc.) if eligible, use the eFiling system to submit pleadings electronically.
Real World Examples (When & Why People Use the Clerk’s Services)
| Scenario | What You Need / Use | What You Get / Purpose |
|---|---|---|
| 1. Checking a Friend’s or Relative’s Case Status | Enter name or case number in PRO system | View current status, upcoming hearings, charges, docket entries |
| 2. Need Certified Copy of Judgment or Court Order | Request through Records Section — pay fee & send self-addressed envelope or visit in person | Receive certified (or authenticated) copy with seal — suitable for legal, immigration, or official use |
| 3. Filing a New Civil or Criminal Case | Use e-filing system or submit documents at Clerk’s office | Case filed, docketed, and available in PRO for public search |
| 4. Title Transfer or Passport Application | Visit Auto Title / Passport agent division of Clerk’s Office with required paperwork | Receive vehicle title or accepted passport application |
| 5. Paying Fines, Bonds, or Court Fees | Use online payment or visit Clerk’s office to pay fines/costs/bonds | Clearance of case fees, bond records updated — official receipt provided |
These examples reflect typical reasons residents, attorneys, and public users interact with the Clerk’s Office.
Contact Details & Office Information
Main Office: 41 N. Perry Street, Room 106, Dayton, OH 45422-2000
Phone: (937) 496-7623 or (937) 496-7627
General Email: clerk@mcohio.org
Records Section Email: recordssection@mcohio.org
Office Hours: Monday to Friday, 8:30 A.M. to 4:30 P.M., closed on weekends and national holidays.
Municipal Court (Western Division): 875 E. Main Street, Trotwood, OH 45426,
Phone: (937) 687 9099 (traffic and criminal) and (937) 687 9092 (civil)
Fax: (937) 854 0244.
Municipal Court (Eastern Division): 6111 Taylorsville Road, Huber Heights, OH 45424
Phone: (937) 496 7231 (traffic and criminal) and (937) 225-5824 (civil)
Fax: (937) 496 7236.
Why the Clerk’s Online System Matters for Residents & Legal Professionals
- Transparency & Public Access: Through the PRO system, most court records become immediately accessible to the public promoting transparency in the judicial process.
- Convenience: Users can check case status, view filings, and access documents online. No need to visit the courthouse for many routine tasks.
- Efficiency: eFiling, online public records, and automated case tracking save time for attorneys, clerks, and citizens alike.
- Accessibility for Auto Title & Passport Services: The Clerk’s Office consolidates multiple public services beyond just court record keeping making it a one-stop resource.
- Reliable, Official Documents: Certified or authenticated copies provided by the Clerk are legally acceptable for courts, agencies, or other official uses.
How to Access Montgomery County Court Records Online
Accessing court documents is simple and user friendly:
- Visit the Clerk’s Public Records Search portal
- Choose the case type (civil, criminal, domestic, traffic)
- Enter the party name or case number
- View or download available records
- Request certified copies if required
This online search tool helps users find case details instantly without visiting the courthouse.
Conclusion
The Montgomery County Clerk of Courts (Ohio) is a vital institution that ensures legal documents, filings, judgments, and public records are properly handled, preserved, and made accessible. Through its Online Records System (PRO), eFiling, and wide-ranging services including auto-title and passport processing the Clerk’s office fulfills multiple roles in the county’s judicial and administrative ecosystem.
For residents, attorneys, researchers, or anyone needing court records or legal filings: the Clerk’s services are indispensable. With the convenience of online search and the reliability of certified copies, obtaining case information or official documents has never been easier.
Whether you are looking up case history, requesting certified judgments, filing a new case, or simply searching public records, the Montgomery County Clerk of Courts remains the trusted, official gateway to justice and public record access in Montgomery County.
FAQs (Frequently Asked Questions)
Q: Are court records for all types of cases public?
A: Yes, for most civil, criminal, traffic, domestic relations, and appellate cases. Some sensitive documents (e.g. juvenile or sealed files) may be restricted from public online viewing, but remain accessible in-person with request.
Q: Can I access court records online for free?
A: Yes, via the PRO online system, you can view docket entries and many imaged documents without cost.
Q: How much does a certified copy cost?
A: Certified copies cost US$ 1.00 per page; authenticated (exemplified) copies cost US$ 5.00 per page. Regular (non-certified) copies are US$ 0.10 per page.
Q: How do I file a new case with the Clerk’s Office?
A: For eligible cases, you can use the eFiling system online; otherwise, submit documents in person at the appropriate court division office.
Q: Does the Clerk issue vehicle titles and passports?
A: Yes, the office’s Auto Title Division handles vehicle title issuance, sales tax collection for vehicles, and acts as a passport acceptance agent.
Q: Can I pay court fines or fees online?
A: Yes, the Clerk’s website supports online payments for many fines, bonds, and court costs.
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