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Office of the Nassau County Clerk
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Guide To the County Clerk

Welcome to the County Clerk’s Office. Created by the New York State Constitution, the Office of the County Clerk serves as Clerk of the Supreme and County Courts and as an agent for the state and federal governments. The Clerk also records documents relating to real property in Nassau County and maintains the official index of real property ownership.

As County Clerk, my primary objective is to promote real-time services and facilitate enhanced access to serve the residents of Nassau County. We are constantly working to strip away layers of bureaucracy, improve access to official records, and streamline operations while containing costs.

The County Clerk’s Office processes $300 million per year in transactions, has many statutory duties, and assists the courts, legal professionals, and the public. In an effort to acquaint you with the departments within our office, this guide details the services available and provides information regarding document filing and data retrieval.

Of course, should you need assistance during your visit to our office, any member of the County Clerk staff will be happy to aid you.

Very truly yours,


DIRECTORY
Court Recording ROOM 108
Judgments ROOM 107/108
Licensing & Receiving ROOM 107
Notary Services ROOM 107
Registrar of Assumed Business Names ROOM 107
Passport Acceptance Agent ROOM 107
Court Document Room ROOM 106
Land Recording Department ROOM 105
Map Filings ROOM 105
Mortgages & Deeds LOWER LEVEL
Section Block & Lot LOWER LEVEL
Map Room LOWER LEVEL

County Clerk directions

COURT RECORDING - ROOM 108
To commence a Supreme Court action, an index number must be purchased from the County Clerk’s Office. 

For index number application click here.

    The following are some types of documents filed in this division that require a fee:

  • Requests for Judicial Intervention (RJI)
  • Notes of Issue
  • Jury Demands
  • Small Claims Assessment Review Petitions (SCAR petitions)
  • Motions and Cross-Motions
  • Orders to Show Cause
  • Stipulations of Discontinuance
  • Stipulations of Settlement
  • Notices of Appeal to Appellate Division

Court records (including decisions, stipulations, and orders) are forwarded from Supreme Court to the County Clerk’s Office for entering into the “Clerk’s Minutes.”

Pleadings that may be filed include:

  • Name changes
  • Divorces/Separation Agreements
  • Foreclosures
  • Affidavits of Service
  • Consent to Change Attorney
  • Guardianship
  • Counterclaims

Note: Orders are delivered from the Supreme Court to the County Clerk’s Office on a daily basis.  The court transmittal indicates whether the order has yet to be forwarded by the Court.

Firefighter Exemption Certificates may also be filed in Room #108.

JUDGMENTS, LIENS, UCC FILINGS - ROOM 108

This division records the following document filings:

  • Money judgments
  • Default judgments
  • Affidavits and confessions of judgment
  • Foreign judgments
  • Mechanics’ Liens
  • Notices of Pendency (Lis Pendens)
  • Notices of Violation
  • Real Estate Broker Affidavit of Entitlement to Commission
  • Uniform Commercial Code (UCC) filings
  • Environmental Liens
  • Notice of Lending
  • Payments into Court
  • Vesting Orders

While an order or judgment may be signed by a judge, it is not officially deemed “entered” until recorded by the County Clerk’s Office.

Judgment Transcripts & Family Court Orders are filed in Room 107.

RECEIVING - ROOM 107

This division files:

  • Transcripts of Judgments
  • Family Court Orders
  • Crime Action Liens
  • Federal Tax Liens
  • State Warrants
  • Hospital Liens
  • Social Services Liens (Medical Assistance)
  • Wage Assignment
  • Parking and Traffic Violations
  • Separation Agreements
  • Satisfaction of Judgments
  • Authentications

Other types of filings related to judgments, liens and UCC are recorded in Room 108. 

NOTARY DIVISON - ROOM 107

The County Clerk is the Chief Notary Public of Nassau County and has a notary public on staff for use by the general public. The Clerk also records notary public renewals commissioned in Nassau County,  maintains a record of notary public commissions and their signatures, and can authenticate a notary’s signature against that which is on file. 

*For further information please see the County Clerk’s “Notary Public
Guide” brochure.

BUSINESS NAMES - ROOM 107

New York State General Business Law Section 130 requires individuals or partners conducting commercial activity under a name that is not their personal name to file a D/B/A (Doing Business As) certificate with the County Clerk.

The proposed business name should be researched beforehand to confirm that it does not already exist in the County Clerk’s database.  No duplication of names is permitted.

This division maintains the following documents:

  • Business Certificates (D/B/A)
  • Business Amendments
  • Business Discontinuances

*For further information please see the County Clerk’s “Filing Business Names and Corporations in Nassau County” brochure. 

PASSPORTS - ROOM 107

The County Clerk’s Office is an official U.S. Passport Acceptance Center.  Anyone traveling outside the U.S., including children and infants, is required to have a passport.  Applications for new passports are accepted and processed daily until 3:30 p.m.

 *For further information please see the County Clerk’s “Passport Services” brochure. 

MISCELLANEOUS FILINGS - ROOM 107

The Nassau County Clerk accepts for filing certain federal, state and county licenses and certificates. The office is responsible for:

  • Recording Certificate of Release or Discharge from Active Duty (DD-214) and providing certified copies upon request
  • Issuing Veterans’ Peddlers licenses

DOCUMENT ROOM  - ROOM 106

The Office of the County Clerk, serving as the Clerk of the New York State Supreme Court, maintains all court records for civil actions commenced in Nassau County Supreme Court. 
 
New York State Supreme Court case files for the last five years are available on the premises.  Older files are archived in the County Clerk’s Records Center and must be ordered for retrieval.  These files are generally retrieved within five business days.

The “Clerk’s Minutes” lists court documents entered by case file index number and are available on the public access database for court actions filed in 1992 and thereafter, or in the “Clerk’s Minutes” books for court actions prior to 1992. 

When ordering court documents, the following information is required:

  • Index number
  • Document type
  • Filing date
  • Names of parties (plaintiff and defendant)

Note: Supreme Court documents, except for matrimonial or sealed records, may be made available for public viewing. Matrimonial files may only be accessed upon presentation of proper identification by the parties to the action and/or their attorneys of record.

PURSUANT TO NEW YORK STATE PENAL LAW SECTIONS 175.20 & 175.25,  IT IS A MISDEMEANOR TO ALTER, DEFACE  OR REMOVE COURT PAPERS.   NO FILE OR PORTION THEREOF MAY LEAVE ROOM 106.  VIOLATORS WILL BE PROSECUTED TO THE FULLEST EXTENT OF THE LAW.

LAND RECORDING - ROOM 105

The Land Recording division records documents relating to the ownership of real property in Nassau County including:

  • Mortgages
  • Deeds
  • Satisfactions of Mortgages
  • Powers of Attorney
  • Map Filings

All real property documents are recorded against the Section, Block and Lot number of the property.  All documents must meet the requirements of the recording statutes of New York State.   The schedule of fees for filing of real property can be found at: nassaucountyny.gov/agencies/clerk/Fees/realestate.html

MORTGAGE & DEED DEPARTMENT - LOWER LEVEL ROOM B-1

The County Clerk maintains the Land Records registry for all real property located within the County.  When Nassau County was first chartered in 1899, this registry was maintained in Index Books, which were later replaced by property cards, and since July 1992, on the County Clerk’s electronic database.  This division also maintains maps of real property located in Nassau County.

Information about a specific parcel of real property can be obtained with the Section, Block and Lot number or the property address.

Mortgage and Deed documents can be obtained from this division.  Mortgage and Deed documents are catalogued by Liber and Page numbers, which are unique identifiers for each particular document. 
 
Recording information for land records is available on the public access database from 1942 to the present.  Land record documents from 1994 to present are maintained on the computer database.  Prior to 1994, documents can be accessed in books, on microfiche or microfilm.

The following media formats register land recordings:

DEED LIBERS
 
LIBERS DATES LOCATION
1-7721 1/3/1899-8/31/67 TAN BOOKS
7722-9800 9/1/67-3/31/87 MICROFICHE
9801-10462 3/31/87-9/9/94 BLUE BOOKS
10463-10510 9/9/94-1/27/95 MICROFILM
10511-PRESENT 1/27/94-PRESENT COMPUTER
     
MORTGAGE LIBERS
     
LIBERS DATES LOCATION
1-8166 1/3/1899-8/31/67 TAN BOOKS
8167-11949 9/1/67-3/31/87 MICROFICHE
11950-15954 4/1/87-2/3/94 RED BOOKS
15955-16261 2/3/94-4/29/94 MICROFILM
16262-PRESENT 4/29/94-PRESENT COMPUTER

Liber books are arranged in chronological order on shelves.  Locate the document and bring the book to a public copier to make a copy.  Please return the book to the shelf when finished.

Both microfiche and microfilm are located behind the Information Counter in Room B-1.  Present the staff with the Section, Block & Lot and Liber and Page information. The staff will pull the appropriate medium, which can be reproduced at one of the printers.
All transactions after 1994 are available on the Clerk’s electronic database. 

The Lower Level also has an inventory of subdivision maps on file.  Copies are available for a fee per each map sheet.

PUBLIC ACCESS DATABASE

Information recorded in this office after 1992 is maintained in the County Clerk’s electronic database and can be accessed at public terminals.  Many documents recorded by the County Clerk are electronically imaged and immediately retrievable for public inspection.  Documents may be searched by name, court index number, or Section, Block and Lot.  An image can be reproduced by purchasing a print card, or a County Clerk’s Office employee may help you obtain copies.

Public Access Terminals are located in:

Lower Level - Deeds & Mortgages

Room 106 - Court Document Room

Room 107 - Licensing & Receiving

Room 108 - Court Receiving

The Nassau County Clerk DOES NOT maintain the following documents:

· Birth Certificates
· Death Certificates
· Marriage Licenses*
*except for those filed from 1907 to April 29, 1935

Marriage Licenses and Birth Certificates

The Nassau County Clerk’s Office does not issue or file marriage licenses.  To obtain or get a copy of a Marriage License, contact the city or town clerk of residence.  Birth Certificates are obtained at the Town or Village Clerk’s Office where the birth occurred.
The New York State Department of Health Vital Records Office provides eligible applicants with copies of birth and death certificates for births and deaths in New York State outside of New York City (1881-present), marriage licenses obtained in New York State outside of New York City (1880-present) and dissolution of marriage certificates for all of New York State (1963-present). 

Consult their website at: http://www.health.ny.gov/vital_records/ for information on applying for copies of documents.