Portsmouth County Public Records

What Are Public Records in Portsmouth County?

Public records in Portsmouth, Virginia are defined under the Virginia Freedom of Information Act as all writings, papers, letters, maps, books, tapes, photographs, films, sound recordings, and other documentary materials, regardless of physical form or characteristics, prepared or owned by, or in the possession of a public body or its officers, employees, or agents in the transaction of public business. Portsmouth operates as an independent city in the Commonwealth of Virginia, functioning with the administrative authority of both a city and a county. The City of Portsmouth's official government portal provides centralized access to many of these records and the offices that maintain them.

The following categories of public records are currently available to members of the public in Portsmouth:

Court records — Civil, criminal, probate, and family court records are maintained by the Portsmouth Circuit Court Clerk's Office and may be accessed through the Virginia Court System
Property records — Deeds, mortgages, liens, and land records are recorded with the Circuit Court Clerk; deeds and land records require cover sheets for all documents submitted to the Portsmouth Circuit Court Clerk's Office
Real estate assessments — The City Assessor maintains property valuation data, accessible through the Portsmouth real estate assessment database
Vital records — Birth, death, marriage, and divorce certificates are managed by the Virginia Department of Health; the Portsmouth Health District provides guidance on obtaining birth, death, marriage, and divorce certificates
Business records — Business licenses, permits, and fictitious name registrations are maintained by the Commissioner of the Revenue
Tax records — Property tax and assessment records are held by the City Treasurer and Commissioner of the Revenue
Voting and election records — The Portsmouth Electoral Board and General Registrar maintain voter registration and election records
Meeting minutes and agendas — City Council meeting minutes, board agendas, and commission records are maintained by the City Clerk's Office
Budget and financial documents — The Department of Finance maintains annual budgets and financial reports
Law enforcement records — Arrest logs and incident reports, where permitted by law, are maintained by the Portsmouth Police Department
Land use and zoning records — The Department of Planning maintains zoning maps, permits, and land use applications
Emergency medical records — Pre-hospital care reports may be requested through the Portsmouth Fire Rescue & Emergency Services medical records portal

Is Portsmouth County an Open Records County?

Portsmouth, Virginia fully adheres to the Commonwealth's open records framework. Under Virginia Code § 2.2-3700 et seq., known as the Virginia Freedom of Information Act (VFOIA), all public records are presumed open unless a specific statutory exemption applies. The Act declares it the policy of the Commonwealth that the people have access to public records and the proceedings of public bodies. A key provision of the VFOIA states that every public body shall make available for inspection and copying all public records, and that any exemption from disclosure shall be narrowly construed. Portsmouth city agencies are bound by this statute and must respond to records requests within five working days of receipt. The city does not currently maintain a separate municipal open records ordinance that supersedes state law; rather, all city departments operate in compliance with the VFOIA as the governing framework.

How to Find Public Records in Portsmouth County in 2026

Members of the public may obtain Portsmouth public records through several official channels. The process varies by record type, but the following steps apply broadly:

Identify the custodial office — Determine which city department or court maintains the record sought. Property records are held by the Circuit Court Clerk; vital records are managed through the Virginia Department of Health; court case information is searchable through the Virginia Court System case status portal
Submit a written VFOIA request — Requests may be submitted in writing by mail, email, or in person to the appropriate public body. No specific form is mandated by state law, but the request must reasonably identify the records sought
Request in person — Members of the public may inspect records in person at the relevant office during regular business hours without submitting a formal written request in many cases
Use online portals — Several record types are available through online databases, including real estate assessment data and court case information, without the need to submit a formal request
Request inmate location information — Individuals seeking the location or release date of a person incarcerated under state custody may use the Virginia Department of Corrections inmate locator
Await the agency response — Under the VFOIA, the public body must respond within five working days, either providing the records, denying the request with a written explanation citing the applicable exemption, or notifying the requester that additional time is needed

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

Current fees for public records in Portsmouth are governed by Virginia Code § 2.2-3704, which authorizes public bodies to charge reasonable fees not to exceed the actual cost incurred in accessing, duplicating, supplying, or searching for the requested records. Standard fees currently applicable include:

Paper copies — Typically $0.10 to $0.50 per page, depending on the office and document type
Certified copies — Vital records certified copies carry fees set by the Virginia Department of Health; birth and death certificates are currently $12.00 per copy
Land record recordings — Deed recording fees are set by the Circuit Court Clerk and vary based on document length and type
Electronic records — Fees for electronic copies may not exceed the actual cost of duplication
Search fees — Where a request requires staff time exceeding one hour, agencies may charge for the actual cost of the search at the hourly rate of the lowest-paid employee capable of fulfilling the request
Payment methods — Most offices accept cash, check, money order, and credit or debit cards; online portals may accept electronic payment

Fee waivers are not expressly mandated by the VFOIA for general requesters, though individual offices may exercise discretion. Requests made by news media organizations for records related to the public interest may be subject to reduced fees at the agency's discretion.

Does Portsmouth County Have Free Public Records?

Free inspection of public records is available to members of the public under the VFOIA, which requires that all public bodies permit inspection of non-exempt records at no charge. Fees apply only when copies are requested. The following resources are currently available at no cost:

Online real estate assessment data — The city's property assessment search tool allows free public access to property valuation and tax map information
Court case status — The Virginia Court System's case information portal provides free online access to civil and criminal case status information
In-person record inspection — Members of the public may inspect records at the relevant city office during business hours without charge
Inmate location data — The Virginia Department of Corrections provides free access to its inmate locator tool for individuals seeking information on persons in state custody
City government documents — Meeting agendas, minutes, budgets, and other city documents are posted on the City of Portsmouth's official website at no cost

Who Can Request Public Records in Portsmouth County?

Under the VFOIA, any person may request access to public records maintained by Portsmouth city agencies. The statute does not restrict access based on residency, citizenship, or stated purpose. Specifically:

Residency — Requesters are not required to be Virginia residents or Portsmouth residents to submit a records request
Identification — Public bodies may not require a requester to provide identification as a condition of access to public records, except where the record itself requires identity verification (such as vital records requests)
Purpose — Requesters are generally not required to state the reason for their request; however, providing context may assist the agency in locating the correct records
Requesting your own records — Individuals requesting their own vital records, such as birth or death certificates, must provide proof of identity and eligibility as required by the Virginia Department of Health
Restrictions for specific record types — Certain records, including adoption records, juvenile court records, and sealed court files, are restricted by statute regardless of who is requesting them
Non-resident rights — Non-residents hold the same rights as residents under the VFOIA and may submit requests by mail, email, or through online portals

What Records Are Confidential in Portsmouth County?

Not all government records in Portsmouth are subject to public disclosure. Under Virginia Code § 2.2-3705 et seq., the following categories of records are currently exempt from mandatory disclosure:

Sealed court records — Records sealed by judicial order are not available for public inspection
Juvenile records — Records pertaining to juveniles in the court system are confidential under Virginia law
Ongoing criminal investigation records — Law enforcement records related to active investigations are exempt to the extent that disclosure would compromise the investigation
Personal identifying information — Social Security numbers, financial account data, and similar personally identifiable information are protected from disclosure
Medical and health records — Records protected under the Health Insurance Portability and Accountability Act (HIPAA) and Virginia health privacy statutes are exempt; pre-hospital care reports from Portsmouth Fire Rescue may be requested through the medical record request process with appropriate authorization
Adoption records — Adoption records are sealed by statute and accessible only under specific court-ordered circumstances
Child welfare and protective services records — Records maintained by child protective services agencies are confidential
Personnel records — Employee personnel files are generally exempt, with limited exceptions for certain employment-related information
Trade secrets and proprietary business information — Confidential commercial or financial information submitted to the city is exempt from disclosure
Security plans and infrastructure details — Records relating to the security of public buildings, infrastructure, or emergency response plans are exempt

The VFOIA requires that when a public body withholds a record, it must provide a written explanation citing the specific statutory exemption relied upon. Where a record contains both exempt and non-exempt information, the public body is required to redact only the exempt portions and release the remainder.

Portsmouth County Recorder's Office: Contact Information and Hours

The principal offices responsible for maintaining and providing access to public records in Portsmouth, Virginia are listed below.

Portsmouth Circuit Court Clerk's Office 1345 Court Street, Portsmouth, VA 23704 (757) 393-8671 Public Counter Hours: Monday–Friday, 8:30 a.m. – 4:30 p.m. Portsmouth Circuit Court Clerk's Office

Portsmouth City Hall – City Clerk's Office 801 Crawford Street, Portsmouth, VA 23704 (757) 393-8639 Public Counter Hours: Monday–Friday, 8:00 a.m. – 5:00 p.m. City of Portsmouth Official Website

Portsmouth Health District – Virginia Department of Health 846 Effingham Street, Portsmouth, VA 23704 (757) 393-8585 Public Counter Hours: Monday–Friday, 8:00 a.m. – 4:30 p.m. Vital Records – Birth, Death, Marriage and Divorce Certificates

Portsmouth Fire Rescue & Emergency Services – Medical Records 311 County Street, Suite 200, Portsmouth, VA 23704 (757) 393-8178 (Fax for record requests) Public Counter Hours: Monday–Friday, 8:00 a.m. – 4:30 p.m. Portsmouth Fire Rescue Medical Record Request

Portsmouth Commissioner of the Revenue 801 Crawford Street, Portsmouth, VA 23704 (757) 393-8779 Public Counter Hours: Monday–Friday, 8:00 a.m. – 5:00 p.m. City of Portsmouth – Commissioner of the Revenue