Clay County Court Records
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Clay County sits in northwestern Minnesota, with its county seat in Moorhead. The county's judicial system runs through the Clay County District Court, part of the Seventh Judicial District of the Minnesota Judicial Branch. This single trial court has original jurisdiction over every case type filed in the county — criminal, civil, family, probate, juvenile, and traffic. The Court Administrator's office handles day-to-day operations and keeps all case records generated by the court, while the Clay County Recorder's Office holds vital records and property documents at a separate location.
If you need help finding court case information in Minnesota, several official resources are available — local court administration offices, public-access terminals at the courthouse, and state-maintained online databases. MinnesotaCourts.us can help you locate courts and access general information about the state's judicial branch. The Minnesota Judicial Branch also runs Minnesota Court Records Online (MCRO), a free portal for searching district court case records across all Minnesota counties, including Clay County. Between these resources and a direct call or visit to the Court Administrator's office in Moorhead, you can locate most publicly available case records.
How to Look Up a Court Case in Clay County?
Whether you need basic case status or certified copies of specific documents, there are a few practical ways to find what you're looking for.
Online Case Search MCRO
Minnesota Court Records Online is the state's main public-access portal for district court records. MCRO offers four distinct search functions:
- Case Search — Search by person name, business name, attorney name, case number, citation number, or attorney bar number. Returns the Register of Actions and available public documents.
- Document Search — Search by case number to find and download public documents filed in a case.
- Hearing Search — Search by person name, business name, case number, judicial officer, or attorney to see scheduled hearing information.
- Judgment Search — Search by debtor name for docketed monetary judgment details, including any satisfactions.
MCRO gives you access to public documents in major and minor criminal, civil, formal probate, guardianship, conservatorship, and other probate case types. Documents filed before July 1, 2015, may have limited availability online.
Some case categories don't appear on MCRO at all — civil commitment, domestic abuse, harassment, felony-level delinquency for those 16 and older, and Child in Need of Protection or Services (CHIPs) cases. For those, you'll need to contact the court administration office directly.
In-Person Access
The Court Administrator's office is on the second floor of the Clay County Courthouse. You can review publicly accessible case files there during regular business hours.
Clay County District Court
Address: Clay County Courthouse, 807 N. 11th Street, Moorhead, MN 56560
Phone: (218) 227-7040
Fax: (218) 233-3119
Hours: Monday–Friday, 8:00 a.m.–4:30 p.m.
Court Administrator: Renelle Fenno
Contact Court by Email
Mail Requests
You can mail written requests for copies of court documents to the Court Administrator at the address above. Include the case number or party names, a description of the specific documents you need, and payment for any applicable fees.
Copy Fees (per Minn. Stat. 357.021)
| Document Type | Fee |
|---|---|
| Uncertified copy (print, scan, or screen print) | $0.00 |
| Certified copy of any instrument | $14.00 |
| Exemplified and certified copy | $28.00 |
| Scanning fee (per 50 pages or part thereof) | $25.00 |
| Case management system reports (150 pages) | $5.00 |
| Case management system reports (per additional 50 pages) | $25.00 |
| Judgment search (per name certified) | $5.00 |
The full Clay County District Court fee schedule is published on the Minnesota Judicial Branch court fees page.
Paying Fines Online
Court fines and fees can be paid online through the Minnesota Judicial Branch's Pay Fines system. The court also accepts in-person payment by cash, check, money order, or credit/debit card.
Are Court Records Public in Clay County?
The Minnesota Rules of Public Access to Records of the Judicial Branch establish a general presumption that court records are open. Rule 2 says any person may inspect or copy court records unless a specific rule or statute restricts access. These rules apply to both physical records at the courthouse and electronic records available through systems like MCRO.
Records That Are Publicly Accessible
Most case records in Clay County are open to the public — criminal complaints and dispositions, civil filings and judgments, conciliation court claims, probate petitions, and Registers of Actions. MCRO provides free access to many public documents, and uncertified copies can be obtained from the court at no charge.
Restricted and Non-Public Records
Under Rule 4 of the Rules of Public Access, the following categories are not accessible to the general public:
- Domestic abuse records (until an order is served on the respondent)
- Harassment restraining order records (until an order is served on the respondent)
- Court services records, including counseling recommendations, presentence evaluations, and custody study reports
- Judicial work product and internal drafts
- Juvenile appeal case records from non-public proceedings
- Race census data
- Medical and genetic records submitted under a non-public cover sheet
- Wills deposited for safekeeping during the testator's lifetime
- Pre-adjudication paternity records in cases filed before January 1, 2021
- Death certificates filed with the court (unless formally admitted into evidence)
- Adoption records (under Minn. R. Adopt. P. 7)
- Civil commitment records under the Special Rules of Commitment and Treatment Act
- Grand jury records and search warrants (until executed)
- Minor victim identifying information in sex offense cases
- Images containing sexual content or nudity
- Certain name change records
Beyond those categories, Rule 8, subdivision 2 governs remote electronic access and means some publicly accessible records may still not be available through online systems. If you can't find a record on MCRO, contact Clay County Court Administration directly.
Clay County Criminal Court Records
Felonies, gross misdemeanors, and misdemeanors in Clay County are all filed and heard in the Clay County District Court. The Court Administrator keeps records of every criminal filing — hearing schedules, plea entries, verdicts, sentencing orders, and related documents.
Searching Criminal Case Records
You can search criminal case information for free through MCRO by defendant name or case number. The system provides access to public documents in both major and minor criminal cases. Weekly court calendars are also posted on the Clay County District Court page, though confidential cases and cases restricted under Rule 8 won't appear on the public calendar.
Criminal Background Checks Through the BCA
A court case search on MCRO is not a formal criminal background check. For official criminal history information, the Minnesota Bureau of Criminal Apprehension (BCA) maintains the statewide Criminal History System (CHS), which contains records of felony, gross misdemeanor, and certain misdemeanor arrests.
- Free online search — The Minnesota Public Criminal History Search tool lets anyone search public criminal history records by name and date of birth at no cost.
-
Personal record request — If you want your own criminal history, you can visit the BCA in person (viewing is free; a printed copy costs $8) or mail a signed, dated, and notarized request with your full name and date of birth to:
Minnesota Department of Public Safety
Bureau of Criminal Apprehension CHA Unit
1430 Maryland Avenue East
St. Paul, MN 55106
Phone: (651) 793-2400 - Third-party requests — Getting criminal history information on someone else requires a notarized Informed Consent Form signed by the record subject, along with a $15 fee.
Fingerprint-based identity verification may be required in some circumstances.
Sheriff's Office
The Clay County Sheriff's Office handles law enforcement, arrest records, and incident reports for unincorporated areas and participating municipalities.
Clay County Sheriff's Office
Address: 911 11th Street N., Moorhead, MN 56560
Phone: (218) 299-5151
Fax: (218) 299-5228
Website: Sheriff's Office
Clay County Civil Court Records
Civil disputes in Clay County go through the District Court. The Court Administrator's office keeps all civil case records from the initial filing through disposition and any post-judgment proceedings.
Types of Civil Cases
The Clay County District Court handles a wide range of civil matters — contract disputes, personal injury and tort claims, property actions, evictions, foreclosures, garnishments, name changes, and tax court petitions. Smaller claims can be filed in conciliation court (Minnesota's equivalent of small claims court), which resolves disputes involving amounts up to $15,000.
Filing Fees
| Action | Fee |
|---|---|
| Civil action first paper filed | $320.00 |
| Civil action with jury trial request | $420.00 |
| Conciliation court first paper filed | $75.00 |
| Conciliation court removal (appeal) to district court | $320.00 |
| Eviction filing | $320.00 |
| Rent escrow / lockout / emergency tenant remedies | $75.00 |
| Filing a motion or response (civil/family, excl. child support) | $100.00 |
| Subpoena (per name) | $16.00 |
| Name change | $320.00 |
| Issuing writs / filing return | $55.00 |
All fees are authorized under Minn. Stat. 357.021 and related provisions. The complete fee schedule is on the court fees page.
Searching Civil Records
Civil case records can be searched through MCRO by selecting the appropriate case category and entering a party name, business name, or case number. The Judgment Search function is especially useful for finding docketed civil judgments by debtor name. Uncertified copies of documents accessible through MCRO or from the court's case management system are free; certified copies cost $14 each.
Property Records
Property records — deeds, mortgages, plats, liens, and tax information — are held by the Clay County Recorder's Office, not the courts. You can run online property searches through the Property Information Search tool on the county website. For recorded documents, contact:
Clay County Recorder's Office
Address: Government Center (Door 1), 3510 12th Avenue S., Moorhead, MN 56560
Phone: (218) 299-5031
Fax: (866) 908-2452
Hours: Monday–Friday, 8:00 a.m.–4:30 p.m.
Recording fees are $46 per document (no page limit), $56 for plat recordings, and $10 per certified copy. A full fee schedule is on the Recorder's website.
Clay County Family Court Records
Family law matters in Clay County are heard in the District Court. The Court Administrator keeps all filings related to dissolution of marriage, custody, child support, paternity, domestic abuse protection orders, and adoption.
Divorce and Legal Separation
Dissolution of marriage cases — with or without children — are filed in District Court. Key filing fees include:
- Dissolution of marriage (with or without children): $400.00 (base $340 + $50 other fee + $10 law library)
- Legal separation or annulment: $370.00
- Custody, paternity, parenting time, or registration: $320.00
- Child support modification motion: $50.00
- Other family motion or response: $100.00
- Dissolution forms packets: $10.00
Divorce case records can be searched through MCRO by party name or case number. Finalized cases will show the Register of Actions and available public documents. Court services records — such as custody evaluations and counseling reports — are not publicly accessible under Rule 4(b).
Domestic Abuse and Harassment
Orders for Protection (OFP) in domestic abuse cases carry no filing fee for the petitioner. Harassment restraining order petitions require a $320 filing fee, though the fee may be waived for certain alleged acts. Under Rule 4(a) of the Rules of Public Access, records in both OFP and harassment cases are not accessible to the public until the court order has been served on the respondent. The petitioner's location and residence information may remain non-public upon request.
Adoption
Adoption petitions are filed with the Court Administrator. The filing fee is $320 for a child born in a foreign country and $395 for a child born in the United States (the latter includes an additional $75 fee under Minn. Stat. 259.52, subd. 14). All adoption case records are confidential under Minn. R. Adopt. P. 7 and are not accessible to the public through MCRO or at the courthouse without a court order.
Marriage Licenses and Records
Marriage licenses and marriage records are handled by the Clay County Recorder's Office, not the courts. To get a certified or uncertified marriage certificate, provide the names of both spouses and the marriage date. The search fee is $9. Mail requests should include the completed marriage certificate request form along with a check or money order. You can also run statewide marriage record searches through the Minnesota Official Marriage System (MOMS).
Birth and Death Records
The Recorder's Office also holds birth and death records for events that occurred in Clay County. Access to certified birth records is governed by Minn. Stat. 144.225, subdivision 2, which makes certain birth records confidential. Eligible requestors include the adult record subject, parents named on the record, legal custodians or guardians, and authorized program representatives.
Fees for vital records at the Clay County Recorder's Office:
| Record Type | Fee |
|---|---|
| Certified birth certificate | $26.00 |
| Non-certified birth record | $13.00 |
| Death certificate | $13.00 |
| Each additional death certificate copy | $6.00 |
Application forms are available on the county website: birth certificate application, non-certified birth record application, and death certificate application. Submit requests in person, by mail, or by fax to the Recorder's Office at the Government Center. Statewide vital records are also available through the Minnesota Vital Records Office.
Clay County Probate Court Records
Minnesota doesn't have a separate probate court. Probate jurisdiction belongs to the District Court, and the Court Administrator in Clay County manages all probate filings — estate administration, wills, guardianships, conservatorships, and trust matters.
Types of Probate Records
The Clay County District Court maintains:
- Petitions for formal and informal probate of wills
- Applications for appointment of personal representatives
- Estate inventories and accountings
- Guardianship petitions and orders (adult and minor)
- Conservatorship petitions and reports
- Trust accountings (partial, annual, and final)
- Wills deposited for safekeeping
- Claims against estates
Filing Fees
| Probate Action | Fee |
|---|---|
| Estates, trusts, guardianships, conservatorships first paper filed | $320.00 |
| Deposit of will (safekeeping) | $27.00 |
| Trust accounts (partial, final, or annual) | $55.00 |
Fees are set by Minn. Stat. 357.021 and are listed on the Clay County court fees page.
Searching Probate Records
Probate case records classified as public can be searched through MCRO. Select Probate/Mental Health under the case category in the advanced search options and choose Clay County. The system displays the Register of Actions and any available public documents for each case.
Wills deposited with the court for safekeeping during the testator's lifetime are confidential under Rule 4(i) and cannot be viewed until the testator's death is confirmed. Civil commitment records filed under the Special Rules of Commitment and Treatment Act are also non-public.
Requesting Copies
To get copies of probate documents, call the Court Administrator at (218) 227-7040 or stop by the courthouse during business hours. Uncertified copies are free; certified copies cost $14.00 each. Mail requests go to the Clay County District Court at 807 N. 11th Street, Moorhead, MN 56560 — include the case number or the decedent's name, a description of the documents you need, and payment for any applicable fees.
For general information about the Seventh Judicial District's policies and administrative orders, visit the Seventh Judicial District Administration page on the Minnesota Judicial Branch website.