Hiring a new employee is one of the most common reasons for using New York public records. A small business may prefer to take advantage of the free information available online instead of hiring another company to perform this service.

Finding an applicant with the right job qualifications is only part of the hiring process. Background checks should be essential because the employer can be held responsible for an employee’s actions on the job. NY public records can help identify individuals that could be a poor choice due to their credit or criminal history. Employers must also specifically check people who will be working with children or the elderly for any history of abuse.

There are three types of public records of particular interest when performing background checks:

1. Credit reports that show current lines of credit, payment histories and declarations of bankruptcy.

2. New York vital records that show past convictions, births or divorces. These may also be useful in determining criminal history, residency requirements and alimony payments.

3. Registered sex offender lists. New York requires convicted sex offenders to be kept on a list for a specified period after their conviction.

Action Steps
The best contacts and resources to help you get it done

Use public records in New York to get general information on individuals

A New York record can include information on births, deaths and divorces. Many cities and counties in New York have websites with this information that is freely available to the general public.

I recommend: Ongov.net provides a list of services that the Clerk’s Office for Onondaga County provides. The Office of the County Clerk for Nassau County offers specific instructions for obtaining a variety of public records.

Use New York court records to get information on criminal history

Law enforcement agencies keep criminal records which may be publicly available. Laws vary widely by state as to the specific information you will be able to obtain. Some government agencies may also charge fees.

I recommend: The Civil Identification Unit of the Division of Criminal Justice Services provides background checks for businesses. The New York State Education Department provides a detailed description of the background information it requires of its employees.

Conduct a New York criminal records check

There are many sites dedicated to performing background checks for prospective employees. These checks can also include Social Security number verification, education verification and reference checks.

I recommend: BrickHouse Security in New York specializes in background checks for businesses and also offers a variety of other services. Axiom Investigative Services is a pre-employment screening company based in Orange County.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  You will first need to obtain some basic information on the individual for whom you are seeking free public records. New York job applicants will need to provide this information on the application form or on a separate form for the background check. Individuals must also grant permission for a background check in most cases.

New York public records search programs come in handy for a lot of New York companies. Concerned business owners rely on free public records in New York to determine whether or not to hire an applicant or whether or not to work with a specific contractor. Fortunately, New York court records and other public records in New York are readily available if you know where to look.

When it comes to finding free public records, New York local and state officials do not make it easy. New York birth records, New York death certificates and marriage and divorce records are offered on a restricted basis and are not generally included in free searches. Subscription services, however, will provide you with a wider variety of New York vital records and other public records for your business to use.

Keep these points in mind when you search New York public records for your business:

1. What specific information do you want to find in your New York public records search?
2. New York criminal background checks and bankruptcy records in New York are offered via fee-based searches.
3. It is illegal to obtain a person's Social Security number through any search.

Action Steps
The best contacts and resources to help you get it done

Compile a list of the New York public records you want to search for

Some information will be more useful for your business than other items. You can save time by only searching for the records that you really need. For example, if you are conducting a background check on a job applicant, then it doesn't make sense to search for marriage records.

I recommend: There is a staggering list of New York vital records that are available for searching on the New York Free Public Records Directory. It is easy to navigate and tells you upfront if there is a fee. When it comes to looking for free public records, New York courts can save you a lot of time. Use this application to do index and party searches on any case in the New York state courts system.

Find free public records New York

You can save your business money when you utilize free public records searches. Some searches, for example, like New York criminal record searches and bankruptcy records, are fee-based. However, some public record services, like sex offender registries, are offered free of charge. Use these resources to help you screen job applicants and contractors.

I recommend: Intelius offers the above mentioned search options on a one-time basis, as well as on a subscription basis. You can also use the Public Record Center to find information on sex offenders and criminal records free of charge.

Contact the New York Department of Health for New York vital records

The health department is the only place where you can access New York vital records of people, including New York death records.

I recommend: You can request vital records by filling out a Freedom of Information Letter and submitting it to the New York Department of Health. You can also use VitalRec to help track down vital records of current New York residents that may have been born in another state.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Familiarize yourself with New York public records laws before commencing your background check so you don't waste your time trying to obtain information that is not available to the public or that is illegal to access.

Making the most of New York public records will require you to have a guide or referral. You can conduct Internet searches of many government agencies for free but you will spend a lot of time looking at irrelevant links and websites if you have no idea where to start.

You will first need to obtain some basic information on the individual or property you are seeking NY public records on. For example, if you are seeking information on an individual, it will be helpful to know some addresses where that person has previously lived.

There are three general types of public records in New York:

1. New York criminal records that include files on registered sex offenders, past convictions or current information on current inmates in a particular prison. These records can help you investigate individuals such as prospective employees.

2. New York vital records such as census records, consumer protection information or legislation minutes. You may find these records helpful when researching a product or political candidate.

3. Real estate records like property appraisals, ownership and taxes. These types of records can be useful when buying or selling a home.

Action Steps
The best contacts and resources to help you get it done

Find New York court records from local government agencies

City and county clerks in New York can frequently provide a great deal of current information on an individual when you know their name and address.

I recommend: The New York State Unified Court System allows you to locate the website for any court in New York. The New York State Citizen Guide provides links for each municipality in New York along with a choice of list options.

Learn more about the laws regarding New York public records

The records that are publicly available vary widely by state. You will want to have at least a general idea of what information you can expect to find before conducting your search.

I recommend: Project Sunlight is dedicated to allowing the public to easily access government information in New York. The New York State Department of Motor Vehicles (DMV) provides specific instructions for ordering a copy of your driving record.

Perform searches of specific databases of New York public records

Many cities and counties in New York maintain a variety of records on individuals and property that are freely available to the general public.

I recommend: Monroe County allows you to obtain birth and death records in addition to other genealogical records. The Oswego County Clerk maintains a variety of public records and provides instructions for accessing them.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Sites that charge a fee may only provide information you could obtain elsewhere at no charge, so be sure to exhaust your search for free public records. New York libraries frequently subscribe to services that you would normally need to pay a fee to access. You should also bear in mind that many public records are simply not available online.