Cowlitz County Public Records

What Are Public Records in Cowlitz County?

Public records in Cowlitz County are defined according to the Washington Public Records Act, specifically under RCW § 42.56.010, as any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. Cowlitz County maintains numerous types of public records that are accessible to citizens pursuant to state law.

The following categories of records are maintained by various Cowlitz County departments:

Court Records: Civil, criminal, probate, and family court cases are maintained by the Cowlitz County Superior Court and District Court. These include judgments, case filings, and court proceedings.
Property Records: Deeds, mortgages, liens, and property assessments are maintained by the County Auditor's Office and Assessor's Office.
Vital Records: Marriage certificates from 1986 to present are available through the Cowlitz County Auditor. Birth and death certificates are maintained by the Washington State Department of Health.
Business Records: Business licenses, permits, and fictitious business name statements are maintained by the County Auditor and various departmental offices.
Tax Records: Property tax information and assessment records are maintained by the County Treasurer and Assessor.
Voting and Election Records: Voter registration data and election results are maintained by the Cowlitz County Elections Office.
Meeting Minutes and Agendas: Records of County Commission meetings, board proceedings, and other governmental bodies are maintained by the County Clerk.
Budget and Financial Documents: County financial records, budgets, and expenditure reports are maintained by the County Auditor.
Law Enforcement Records: Arrest logs, incident reports (where not exempt), and jail records are maintained by the Cowlitz County Sheriff's Office.
Land Use and Zoning Records: Building permits, zoning applications, and land use records are maintained by the County Building and Planning Department.

Each record type is maintained by the corresponding county department, and requests should be directed to the appropriate office for the most efficient service.

Is Cowlitz County an Open Records County?

Cowlitz County fully complies with the Washington State Public Records Act as codified in RCW Chapter 42.56. Under RCW § 42.56.070, all public records maintained by Cowlitz County are available for public inspection and copying unless specifically exempt under state law or other statutes.

The Washington Public Records Act establishes that "each agency, in accordance with published rules, shall make available for public inspection and copying all public records, unless the record falls within the specific exemptions of subsection (8) of this section, this chapter, or other statute which exempts or prohibits disclosure of specific information or records."

Cowlitz County has established specific procedures for handling public records requests in accordance with state law. The county maintains a Public Records Request Policy that outlines the process for requesting and receiving public records. This policy ensures compliance with the state's sunshine laws, which promote government transparency and accountability.

Additionally, Cowlitz County adheres to the Open Public Meetings Act (RCW § 42.30), which requires that meetings of governing bodies be open to the public, with limited exceptions for executive sessions. This commitment to transparency extends to the county's handling of public records requests.

How to Find Public Records in Cowlitz County in 2026

Members of the public seeking records from Cowlitz County may follow these steps to obtain the information they need:

Identify the Specific Records: Determine which department maintains the records you seek. Different types of records are maintained by various county offices.
Submit a Formal Request: Public records requests can be submitted in several ways:
- In person at the appropriate county department
- By mail to the specific department
- Online through the Cowlitz County Public Records Portal
- By email to the designated public records officer for the relevant department
Provide Sufficient Detail: Requests must contain enough information for staff to identify and locate the records. Be as specific as possible about dates, names, and subject matter.
Allow Processing Time: Under RCW § 42.56.520, agencies must respond to requests within five business days by:
- Providing the records
- Acknowledging receipt and providing an estimate of time needed
- Requesting clarification
- Denying the request with specific reasons
Arrange for Inspection or Copies: Once records are located, you may:
- Schedule an appointment to inspect records at no cost
- Request copies (fees may apply)
- Request electronic copies when available
Review for Exemptions: Be aware that certain information may be redacted according to statutory exemptions. The county will provide an exemption log explaining any redactions.

For court records specifically, the public may access case information through the Washington Courts Portal or by visiting the Cowlitz County Courthouse in person.

Cowlitz County Administration
207 4th Avenue North
Kelso, WA 98626
(360) 577-3020
Cowlitz County Official Website

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

Cowlitz County charges fees for public records in accordance with RCW § 42.56.120, which authorizes agencies to charge for the actual costs of providing copies of records. The current fee structure for Cowlitz County public records is as follows:

Paper Copies: $0.15 per page for standard black and white copies (8.5" x 11")
Color Copies: $0.25 per page
Large Format Copies (maps, blueprints): Actual cost of reproduction
Electronic Records:
- $0.10 per page for scanned documents
- $0.05 for every four electronic files or attachments
- $0.10 per gigabyte for electronic records transmission
Storage Media: Actual cost of USB drives, CDs, or other media
Postage/Delivery: Actual cost of mailing or delivery methods
Customized Service Charge: May apply for requests requiring specialized IT expertise or substantial staff time

The county accepts payment by cash, check, or money order. Some departments may accept credit card payments for in-person requests.

Fee waivers may be available in certain circumstances where the county determines that providing the records primarily benefits the public. Additionally, no fees are charged for inspection of records when no copies are made.

For records that require extensive research or compilation, the county may charge for the actual staff time required to fulfill the request, in accordance with the county's established fee schedule. However, the county does not charge for the first ten minutes of staff time per request.

Does Cowlitz County Have Free Public Records?

Cowlitz County provides several options for accessing public records at no cost:

In-Person Inspection: Pursuant to RCW § 42.56.080, any person may inspect public records at no charge during normal business hours at the office where the records are maintained. The county will provide a reasonable space for this purpose.
Online Resources: Many records are available at no cost through the county's online portals:
- Property assessment information through the Cowlitz County Assessor's Office
- Court case information through the Washington Courts Portal
- County Commission meeting minutes and agendas on the County Commissioners' webpage
- Election results and voter information
- Marriage records index through the Washington State Digital Archives
Public Access Terminals: Computer terminals are available at the Cowlitz County Courthouse and public libraries for accessing certain electronic records at no charge.
Minimal Requests: The county may waive fees for small requests where the cost of processing payment exceeds the amount charged.

It is important to note that while inspection is free, if copies are requested, standard fees will apply as outlined in the county's fee schedule. Additionally, some specialized records may require payment of statutory fees regardless of the method of access.

Who Can Request Public Records in Cowlitz County?

Under the Washington Public Records Act, specifically RCW § 42.56.080, any person may request public records from Cowlitz County. The statute defines "person" broadly to include individuals, organizations, and entities. The following guidelines apply to public records requestors:

Residency: There is no residency requirement. Requestors need not be Washington State residents or U.S. citizens to request records.
Identification: For most general records, requestors are not required to provide identification. However, certain records may require verification of identity, particularly when:
- Requesting records about oneself
- Requesting records that contain confidential information
- Requesting records where access is restricted by law
Purpose Statement: Requestors are not required to state the purpose of their request, except in limited circumstances where the law specifically requires it. As stated in RCW § 42.56.080, "Agencies shall not distinguish among persons requesting records, and such persons shall not be required to provide information as to the purpose for the request."
Special Categories:
- Incarcerated individuals have the right to request public records but may face certain limitations under RCW § 42.56.565.
- Commercial requestors have the same rights as others but may be subject to different fee structures for certain types of records.
- Attorneys and legal representatives may request records on behalf of clients.
Requesting Your Own Records vs. Others' Records: When requesting records about yourself, you may need to provide identification to verify your identity. When requesting records about others, access may be limited by privacy exemptions unless you can demonstrate legal authority to access those records.

The county processes all requests in the order received, regardless of the identity of the requestor, except where expedited processing is required by law.

What Records Are Confidential in Cowlitz County?

While Cowlitz County strives for transparency, certain records are exempt from disclosure under Washington law. Pursuant to RCW § 42.56.070(1), public records may be withheld if they fall within specific statutory exemptions. The following categories of records are generally confidential in Cowlitz County:

Personal Information: Records containing Social Security numbers, driver's license numbers, financial account information, and other personally identifiable information as protected under RCW § 42.56.230.
Medical Records: Health information protected under the Health Insurance Portability and Accountability Act (HIPAA) and RCW § 70.02.
Juvenile Records: Most juvenile justice and court records, except as specifically authorized by RCW § 13.50.
Law Enforcement Records: Active investigation records, intelligence information, witness identification, and records that would hinder law enforcement proceedings if disclosed (RCW § 42.56.240).
Attorney-Client Privileged Communications: Legal advice and attorney work product prepared for the county (RCW § 42.56.290).
Preliminary Drafts and Notes: Records reflecting the deliberative process prior to a final decision (RCW § 42.56.280).
Employee Personnel Records: Performance evaluations, personal information, and other employment details, with limited exceptions (RCW § 42.56.250).
Real Estate Appraisals: Prior to completion of property acquisition (RCW § 42.56.260).
Valuable Formulae and Research Data: Information of a proprietary nature (RCW § 42.56.270).
Security Information: Records related to public agency security, emergency response plans, and vulnerability assessments (RCW § 42.56.420).
Sealed Court Records: Records sealed by court order.
Adoption Records: Information related to adoptions, except as provided by court order.

When a record contains both exempt and non-exempt information, Cowlitz County will redact (remove) only the exempt portions and provide the remainder of the record, along with an explanation of the legal basis for each redaction as required by RCW § 42.56.210(3).

The county applies a balancing test in certain cases where disclosure would clearly not be in the public interest and would substantially and irreparably damage a person or vital governmental function.

Cowlitz County Recorder's Office: Contact Information and Hours

Cowlitz County Auditor's Office (Recording Division)
207 4th Avenue North, Room 107
Kelso, WA 98626
(360) 577-3002
Cowlitz County Auditor's Office

Public Counter Hours:
Monday through Friday: 8:30 AM to 4:30 PM
Closed on weekends and county-observed holidays

The Cowlitz County Auditor's Office Recording Division serves as the official recorder for the county and maintains various public records, including:

Real property records (deeds, mortgages, liens)
Marriage licenses and certificates
Military discharge papers (DD-214)
Mining claims
Plats and surveys
Uniform Commercial Code (UCC) filings

For specific questions about recording documents or obtaining copies of recorded documents, members of the public may contact the Recording Division directly during business hours.

Additional county offices that maintain public records include:

Cowlitz County Superior Court
312 SW 1st Avenue, 2nd Floor
Kelso, WA 98626
(360) 577-3085
Cowlitz County Superior Court

Cowlitz County Assessor's Office
207 4th Avenue North, Room 106
Kelso, WA 98626
(360) 577-3010
Cowlitz County Assessor

Cowlitz County Elections Office
207 4th Avenue North, Room 107
Kelso, WA 98626
(360) 577-3005
Cowlitz County Elections