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,
|Licensing & Receiving
|Registrar of Assumed Business Names
|Passport Acceptance Agent
|Court Document Room
|Land Recording Department
|Mortgages & Deeds
|Section Block & Lot
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.
Court records (including decisions,
stipulations, and orders) are forwarded from Supreme
Court to the County Clerk’s Office for entering into the “Clerk’s
Pleadings that may be filed include:
- Name changes
- Divorces/Separation Agreements
- Affidavits of Service
- Consent to Change Attorney
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.
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
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
information please see the County Clerk’s “Notary
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
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
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
- 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:
- 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
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
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
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
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:
Level - Deeds & Mortgages
106 - Court Document Room
107 - Licensing & Receiving
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
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.