DeSoto County Public Records
What Are Public Records in DeSoto County?
Public records in DeSoto County, Mississippi are defined according to the Mississippi Public Records Act § 25-61-1, which states that public records include "all books, records, papers, accounts, letters, maps, photographs, films, cards, tapes, recordings or reproductions thereof, and any other documentary materials, regardless of physical form or characteristics, having been used, being in use, or prepared, possessed or retained for use in the conduct, transaction or performance of any business, transaction, work, duty or function of any public body."
DeSoto County maintains numerous types of public records, including:
- Court Records: Civil, criminal, probate, and family court cases maintained by the DeSoto County Circuit Clerk
- Property Records: Deeds, mortgages, liens, and property assessments maintained by the DeSoto County Chancery Clerk
- Vital Records: Birth, death, marriage, and divorce certificates (note that vital records are primarily maintained at the state level through the Mississippi State Department of Health)
- Business Records: Business licenses, permits, and fictitious business names
- Tax Records: Property tax information, assessment records, and tax rolls maintained by the DeSoto County Tax Assessor
- Voting and Election Records: Voter registration information and election results maintained by the DeSoto County Election Commission
- Meeting Minutes and Agendas: Records of county commission meetings, board proceedings, and other public bodies
- Budget and Financial Documents: County financial statements, budgets, and expenditure reports
- Law Enforcement Records: Arrest logs and incident reports (with certain restrictions)
- Land Use and Zoning Records: Planning documents, zoning maps, and building permits
The DeSoto County Chancery Clerk's Office serves as the primary custodian for many of the county's most frequently requested records, particularly those related to property ownership and transactions. The office has invested significant resources in making these documents accessible through their online records portal.
Is DeSoto County an Open Records County?
DeSoto County fully complies with the Mississippi Public Records Act § 25-61-1 et seq., which establishes the public's right to access government records. Under this law, all records created, used, or maintained by public bodies in Mississippi are presumed to be open to inspection and copying unless specifically exempted by statute.
The Mississippi Public Records Act § 25-61-5 specifically states: "All public records are hereby declared to be public property, and any person shall have the right to inspect, copy or mechanically reproduce or obtain a reproduction of any public record of a public body in accordance with reasonable written procedures adopted by the public body."
DeSoto County has implemented procedures to facilitate public access to records in accordance with state law. The county maintains an online public records portal where citizens can access many records electronically. For records not available online, the county provides clear instructions for submitting public records requests.
Additionally, DeSoto County adheres to Mississippi's Open Meetings Law (§ 25-41-1 et seq.), often referred to as the "Sunshine Law," which requires that meetings of public bodies be open to the public with limited exceptions. This commitment to transparency extends to the county's record-keeping practices.
The county has established specific policies for handling public records requests, including reasonable timeframes for response and procedures for reviewing records that may contain exempt information. These policies are designed to balance the public's right to access with the protection of confidential information as required by law.
How to Find Public Records in DeSoto County in 2026
Members of the public seeking access to DeSoto County records may utilize several methods to locate and obtain the information they need:
-
Online Access: DeSoto County provides extensive online access to many public records through the county's official website. The following records are currently available online:
- Property records through the land records search portal
- Court case information through the Mississippi Electronic Courts (MEC) system
- Property tax information through the Tax Collector's online database
- Meeting minutes and agendas for county boards and commissions
-
In-Person Requests: Individuals may visit the appropriate county office during regular business hours to inspect records in person:
- For property records: Visit the Chancery Clerk's Office
- For court records: Visit the Circuit Clerk's Office
- For tax records: Visit the Tax Assessor's or Tax Collector's Office
-
Written Requests: Submit a written public records request to the specific department that maintains the desired records. Requests should include:
- Requestor's name and contact information
- Specific description of records sought
- Preferred format for receiving records (paper copies, electronic files, etc.)
- Date range of records (if applicable)
-
Mississippi Electronic Courts (MEC): For court records, register with the MEC system to access case information electronically. All users must complete registration through MEC to access these records.
-
Vital Records: For birth, death, marriage, and divorce certificates, contact the Mississippi State Department of Health's Vital Records office, as these records are maintained at the state level rather than by the county.
When requesting records, it is advisable to be as specific as possible about the information sought to facilitate prompt and accurate fulfillment of the request. County officials are available to assist with navigating the records request process and locating the appropriate department for specific record types.
How Much Does It Cost to Get Public Records in DeSoto County?
DeSoto County assesses fees for public records in accordance with Mississippi Code § 25-61-7, which states that fees shall be reasonably calculated to reimburse the public body for actual costs incurred in providing the records. Current fees for public records in DeSoto County are as follows:
- Standard Paper Copies: $0.50 per page for standard letter/legal size documents
- Certified Copies: $2.00 per document plus copy fees
- Large Format Documents (maps, plats, etc.): $5.00 per sheet
- Electronic Records: $5.00 per CD/DVD for electronic copies of records
- Research Fees: $15.00 per hour for research requiring more than 15 minutes of staff time (first 15 minutes are typically free)
- Court Records: Specific fees apply according to court rules:
- Civil case filings: $85.00 - $155.00 depending on case type
- Criminal case copies: $0.50 per page
- Certified court documents: $5.00 per document
The following payment methods are currently accepted by most DeSoto County offices:
- Cash (in-person only)
- Personal checks
- Money orders
- Credit/debit cards (subject to a processing fee)
Fee waivers may be available in certain circumstances, particularly when the request is determined to primarily benefit the public interest rather than a private interest. Requests for fee waivers must be submitted in writing with justification for the waiver.
For online access to certain records, such as property records through the land records portal, subscription fees may apply for extended access or advanced search capabilities. Basic searches are typically available at no cost.
It is advisable to inquire about specific fees when submitting a records request, as fees may vary depending on the type of record and the department maintaining it.
Does DeSoto County Have Free Public Records?
DeSoto County provides free access to certain public records in compliance with Mississippi law, which requires that public bodies allow for the inspection of non-exempt public records at no charge. The following records are currently available for free access:
-
In-Person Inspection: Members of the public may inspect any non-exempt public records during regular business hours at no cost. This right is explicitly protected under Mississippi Code § 25-61-5.
-
Online Records: DeSoto County offers free online access to several types of records through its official website:
- Basic property record searches through the DeSoto County Public Records Search portal
- County Board meeting agendas and minutes
- County budget documents and financial reports
- Property tax information through the Tax Collector's website
-
Public Terminals: Computer terminals are available at several county offices for public use to access electronic records at no charge, including:
- Chancery Clerk's Office - for land records
- Circuit Clerk's Office - for court records
- Tax Assessor's Office - for property assessment information
While inspection of records is free, fees may still apply for copies, certified documents, or extensive research as detailed in the previous section. Additionally, some specialized or comprehensive searches may require subscription fees or payment for access to complete databases.
The DeSoto County Library system also provides free public access to computers where residents can access many online county records without charge.
Who Can Request Public Records in DeSoto County?
Under the Mississippi Public Records Act § 25-61-5, "any person" has the right to inspect or obtain copies of public records in DeSoto County. This broad eligibility includes:
- Mississippi residents
- Non-residents and out-of-state requestors
- Business entities
- Media organizations
- Non-profit organizations
- Government agencies
The law does not require requestors to:
- Provide identification for most record types
- State the purpose of their request
- Demonstrate a "need to know" or special interest in the records
- Be a citizen of Mississippi or DeSoto County
However, certain exceptions apply to specific record types:
-
Restricted Records: Some records may only be accessible to specific individuals:
- Criminal history information may be restricted to the subject of the records
- Juvenile court records are generally only available to the juvenile, parents, or legal representatives
- Medical records are restricted to the patient or authorized representatives
-
Identification Requirements: While general public records do not require identification, requestors seeking the following records may need to provide proper identification:
- Records containing personally identifiable information
- Vital records (birth, death certificates)
- Records where verification of identity is required by state or federal law
-
Commercial Use: Under Mississippi Code § 25-61-10, public bodies may establish higher fees when records are requested for commercial purposes. Requestors may be asked to disclose if the records will be used for commercial purposes.
For individuals requesting their own records, additional verification may be required to protect privacy and prevent identity theft. This typically involves presenting government-issued identification or other documentation establishing the requestor's identity.
What Records Are Confidential in DeSoto County?
While DeSoto County strives to provide access to public records, certain records are exempt from disclosure under the Mississippi Public Records Act § 25-61-11 and other state and federal laws. These confidential records include:
- Personal Information: Social Security numbers, bank account information, credit card numbers, and other personal identifying information
- Medical Records: Health records protected under HIPAA and state medical privacy laws
- Juvenile Records: Court records and law enforcement records involving minors, except in limited circumstances
- Adoption Records: Records related to adoption proceedings are sealed by law
- Child Welfare Records: Reports and records maintained by Child Protective Services
- Active Investigation Records: Law enforcement records pertaining to ongoing investigations
- Grand Jury Proceedings: Information presented to and deliberations of grand juries
- Personnel Records: Employee personnel files, including performance evaluations, disciplinary actions, and medical information (with limited exceptions for certain information like salary)
- Attorney-Client Communications: Communications between county attorneys and county officials that are protected by attorney-client privilege
- Education Records: Student records protected under FERPA (Family Educational Rights and Privacy Act)
- Trade Secrets: Proprietary business information and trade secrets submitted to county agencies
- Security Information: Records detailing security measures, emergency response plans, or infrastructure vulnerabilities
- Certain Tax Information: Individual tax return information and confidential tax data
- Sealed Court Records: Records that have been sealed by court order
In some cases, records may contain both public and confidential information. In these instances, DeSoto County officials will redact (remove) the confidential information before releasing the records, as required by Mississippi Code § 25-61-9.
The determination of whether information is exempt from disclosure involves balancing the public's right to know against privacy interests and other statutory protections. When a record is withheld or redacted, the county must cite the specific statutory exemption that applies.
DeSoto County Recorder's Office: Contact Information and Hours
DeSoto County Chancery Clerk's Office
365 Losher Street, Suite 100
Hernando, MS 38632
(662) 469-8000
DeSoto County Chancery Clerk
Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Saturday - Sunday: Closed
Holidays: Closed on all county-observed holidays
DeSoto County Circuit Clerk's Office
2535 Highway 51 South
Hernando, MS 38632
(662) 469-8007
DeSoto County Circuit Clerk
Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Saturday - Sunday: Closed
Holidays: Closed on all county-observed holidays
DeSoto County Tax Assessor's Office
365 Losher Street, Suite 100
Hernando, MS 38632
(662) 469-8029
DeSoto County Tax Assessor
Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Saturday - Sunday: Closed
Holidays: Closed on all county-observed holidays
DeSoto County Tax Collector's Office
365 Losher Street, Suite 110
Hernando, MS 38632
(662) 469-8040
DeSoto County Tax Collector
Hours of Operation:
Monday - Friday: 8:00 AM - 5:00 PM
Saturday - Sunday: Closed
Holidays: Closed on all county-observed holidays