Understanding Civil Court Records in Kentucky

Kentucky civil court records are documents or files held by a court clerk that reflect the proceedings of a civil matter. These records may include discs, papers, video recordings, and other forms of documentation generated during the course of the civil case. Such cases, which lack criminal elements or undertones, are generally heard to resolve disputes between private parties, businesses, or government agencies.

While the Kentucky Court of Justice oversees the administration of the state's judiciary through the Administrative Office of the Courts (AOC), civil court records in Kentucky are maintained by the clerk of the court that handled the case.

Civil Court Record Statistics Reported by Kentucky Courts

The Kentucky Court of Justice publishes annual caseload statistics, which show the number of civil cases filed across the state's various courts. According to the 2024 report, there were 49,797 circuit civil and 173,125 district civil cases filed in Kentucky in 2024. Other civil or quasi-civil caseloads included

• Domestic Relations: 60,716 filings
• Dependency: 2,489 filings
• Paternity: 8,040 filings
• Abuse/Neglect: 14,338 filings

That same year, civil case dispositions in Kentucky Courts were categorized as follows:

• Circuit Civil: 41,998
• District Civil: 158,842
• Domestic Relations: 59,080
• Dependency: 2,595
• Paternity: 7,123
• Abuse/Neglect: 13,887

How Civil Records Differ from Criminal Records in Kentucky

The primary difference between civil and criminal records in Kentucky lies in their scope and purpose. While civil court records contain documentation about private disputes, criminal court records highlight prosecutorial proceedings for offenses committed against the Commonwealth of Kentucky.

The table below highlights additional key areas where civil and criminal records differ in Kentucky:

Category	Civil Court Record	Criminal Court Record
Case Classification	General civil or small claims	Misdemeanor or felony
Parties Involved	Plaintiff v. Defendant	Commonwealth of Kentucky v. Defendant
Potential Outcome	Damages, injunctive relief, declaratory judgments, etc	Fines, jail/prison, probation, restitution
Initiating Document	Complaint or petition	Criminal complaint/information, criminal summons, arrest warrant, indictment

Structure of the Civil Court System in Kentucky

Kentucky's judiciary operates a four-tiered system, comprising a Supreme Court, a Court of Appeals, a Circuit Court, and a District Court. While the Supreme Court and Court of Appeals are appellate courts, the Circuit Court and District Court are courts of original jurisdiction, handling all civil court cases initiated in the state.

The creation of family courts was officially sanctioned in 2002. However, these courts function as a division of the Circuit Court, with a single judge assigned to hear all cases filed within the division.

A breakdown of the trial courts and their civil jurisdiction is in the table below:

Court	Type of Civil Cases
Kentucky Circuit Court	The highest trial court in Kentucky, with general jurisdiction over land dispute title cases, contested probate cases, and other civil matters valued above $5,000. The Circuit Court also handles appeals from the District Court.
Kentucky District Court	Kentucky's court of limited jurisdiction that handles small claims and civil cases when the amount in dispute is $5,000 or less, except cases involving equity or title to real estate. The District Court also has jurisdiction over mental commitments, domestic violence, and abuse.
Kentucky Family Court	A Division of the Circuit Court. It handles domestic cases, such as child custody, adoption, divorce, and termination of parental rights.

Public Access to Civil Court Documents in Kentucky

Kentucky's Open Records Act reflects the state's commitment to transparency by ensuring that records maintained by public agencies, including the courts and their administrative offices, are accessible to the public for inspection and reproduction. However, according to the Kentucky Open Government Coalition, court records were excluded from the Act in 1978 by a Kentucky Supreme Court opinion. Consequently, accessibility and dissemination of court records in the state are highly within the purview of the Administrative Office of the Courts and record custodians.

It is important to note that the Supreme Court of Kentucky's Open Records Policy, while granting public access to the judiciary's administrative records, does not expressly declare court case records to be public documents. In practice, the custodians of civil court records in Kentucky generally favor public access to court case records through established channels. However, certain records, such as adoption and mental health records, are confidential and inaccessible to the public.

How to Lookup Kentucky Civil Court Records

Kentucky civil court records from the Circuit, Family, District, and Business Courts are maintained by the Office of the Circuit Court Clerk in the county where the case originated. According to Section 4(3) of the Supreme Court of Kentucky's Open Records Policy, all requests for case-related information or records must be directed to the appropriate court clerk. Therefore, individuals seeking Kentucky civil court records must contact the relevant Circuit Court Clerk's office.

Civil court records that are 15 years old or newer are typically maintained in the Office of the Circuit Court Clerk. In contrast, older records are usually archived at a record facility, such as the State Records Center. Regardless of where the documents are stored, assistance from the Circuit Court Clerk is necessary to confirm record availability, identify the appropriate storage facility, and obtain case or file locator numbers to facilitate access to the requested documents.

Meanwhile, individuals seeking online access to limited docket information can leverage the state's free public court records database. It is noteworthy that this website does not provide complete case information or access to case files to members of the public. CourtNet, the judiciary's online database for case file records, is available only to eligible parties, such as attorneys and the media, for a fee.

Types of Civil Cases Filed in Kentucky Courts

Civil cases in Kentucky can be classified according to their claim value, subject matter, and the court that handles them. The common types of civil cases filed in the state are

General Civil Suits: In Kentucky, general civil suits refer to the majority of civil cases filed in the Circuit and District Courts that do not fall under a specialized division. These cases can be further categorized based on their scope, including probate matters, tort actions, contract disputes, and forcible entry and detainer cases.

Small Claims

Small claims are civil matters with a claim value of $2,500 or less, exclusive of costs and interest.

Family Law Cases

Family law cases are handled by the Family Division of the Circuit Court. Subcategories include dissolution of marriage, paternity, adoption, spousal support, child custody, and dependency.

Information Captured in Kentucky Civil Court Files

Kentucky civil court files provide a detailed record of events in a civil proceeding, consisting of all documents filed or generated by the court during the course of the case. Since each case file is unique, the documents contained within may vary. However, many civil court files will include the following documents or information:

• Complaints and answers
• Depositions
• Docket information
• Exhibits
• Pleadings
• Motions
• Subpoenas
• Video recordings
• Transcripts
• Orders and judgments

Information contained in Kentucky civil court files is subject to confidentiality rules, and sensitive data may be redacted before public access is granted.

Retention and Archiving of Civil Court Records in Kentucky

The Kentucky Court of Justice's Record Retention Schedules prescribes the retention periods for various types of civil court case records in the state. According to the schedule, individual case files (except for adoption or termination cases) do not have specific retention periods; however, their storage location may change as they age. Generally, these case files are retained by the appropriate Clerk of the Circuit Court for 15 years before being transferred to the State Records Center for a period of 10 years. From the State Records Center, they are transferred to the State Archives Center for permanent storage.

Below is a breakdown of other civil court records in Kentucky and their retention periods:

• Electronic Records Case Management System: Follows the retention periods as their corresponding physical case files
• Public index card files: Retained permanently
• Hearing recording and log sheets: Retained for 5 years after final disposition of the case and expiration of the appeal period
• Juvenile mental inquest case files: Destroyed when the child turns 23 years old
• Small claims case files: Destroyed after 30 years from entry of judgment or expiration of appeal period, whichever is longer.

References and Official Resources

• Kentucky Court of Justice
• Kentucky Administrative Office of the Courts (AOC)
• Kentucky Find A Court or Circuit Court Clerk
• Kentucky Department for Library and Archives (KDLA) - Kentucky Court Records Research Guide
• Kentucky Court of Justice - Requesting Court Records