Coles County Court Records Search
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Coles County is located in east-central Illinois, with its county seat in the city of Charleston. The county’s judicial system operates through the Circuit Court of the Fifth Judicial Circuit, which also encompasses Clark, Cumberland, Edgar, and Vermilion counties. The Coles County Circuit Court handles all trial-level matters in the county, from felony prosecutions and civil lawsuits to family disputes, probate proceedings, traffic offenses, and small claims. Court records generated by these proceedings — including complaints, motions, orders, judgments, docket entries, transcripts, and exhibits — are maintained by the Circuit Clerk’s office at the Coles County Courthouse in Charleston. These records serve attorneys, litigants, employers, researchers, and members of the public who need to verify case outcomes, confirm legal status, or obtain official documentation.
Locating court records in Illinois is possible through a combination of clerk office visits, statewide electronic databases, and county-level online tools. The Judici platform provides free public access to Coles County case indexes, while statewide resources maintained by the Office of the Illinois Courts and the re:SearchIL document repository offer additional search capabilities. IllinoisCourts.us may also help users identify publicly available court case information across the state. For vital records maintained by the County Clerk, online ordering and in-person services are both available at the courthouse.
How to Look Up a Court Case in Coles County?
Coles County provides multiple pathways for searching court case records, whether you need basic docket information or certified copies of specific filings.
Online Case Search
The primary free tool for searching Coles County court records is the Judici case search system. This platform covers all case types filed in the Coles County Circuit Court, including civil, criminal, traffic, and family matters. Users can search by:
- Party name (plaintiff or defendant)
- Case number
- Attorney name
Judici returns basic case information including the parties, case type, filing date, docket entries, and scheduled hearing dates at no charge. Premium services, including document access and automated monitoring, may require a paid subscription.
The Illinois Supreme Court also operates re:SearchIL, a statewide document repository. As of May 1, 2025, the Supreme Court approved free remote public access to reviewing court documents for non-confidential cases filed on or after April 1, 2025, in the Supreme Court and appellate courts. Circuit court records are expected to follow as statewide rollout continues.
In-Person Access
The Circuit Clerk’s office accepts walk-in requests during regular business hours:
Coles County Circuit Clerk
Address: 651 Jackson Avenue, Room 128, Charleston, IL 61920
Phone: (217) 348-0516
Fax: (217) 348-7324
Hours: Monday–Friday, 8:30 a.m.–4:30 p.m. CST
The Circuit Clerk’s website provides access to court fee schedules, contact information, and links to the electronic filing system. The clerk’s office maintains records for the entire court system and is the official custodian of all court-related documents.
Requests by Mail
Written requests for record searches or copies may be mailed to the Circuit Clerk at 651 Jackson Avenue, Room 128, Charleston, IL 61920-0048. Include the full name of the party, the case number if known, a description of the documents requested, a self-addressed stamped envelope, and prepayment for search and copy fees by check or money order.
Electronic Filing
Illinois mandates electronic filing in all civil cases. Attorneys and self-represented litigants file documents through the eFileIL system. The Coles County Circuit Clerk’s e-filing page provides links and instructions for using the system.
Are Court Records Public in Coles County?
Illinois enacted the Court Record and Document Accessibility Act (705 ILCS 86), effective January 1, 2024, which establishes a framework for public access to court records statewide. Under this statute, all records and documents maintained by the court and clerk are presumed accessible unless specifically restricted by law, court rule, or court order.
Access Categories
The Act defines five levels of access:
| Category | Meaning |
|---|---|
| Public | Accessible by any person upon request |
| Impounded | Accessible only to parties of record; otherwise requires a court order |
| Confidential | Accessible only to the party submitting the document; otherwise requires a court order |
| Sealed | Accessible only upon court order |
| Expunged | Accessible only upon court order per the Criminal Identification Act |
Records Restricted from Public Access
The following types of records are not accessible to the general public in Coles County:
- Juvenile records — Protected under the Juvenile Court Act
- Adoption records — Sealed upon finalization
- Mental health records — Confidential under the Mental Health and Developmental Disabilities Confidentiality Act
- Sealed records — Closed by court order
- Personal identity information — Social security numbers, financial account numbers, and similar identifiers are restricted under Illinois Supreme Court Rule 8
- Expunged records — Criminal records that have been ordered expunged or sealed pursuant to the Criminal Identification Act
Remote Access Policy
The Illinois Supreme Court has adopted a Remote Access Policy governing electronic access to court records over the internet. This policy, referenced in Section 5(a) of the Court Record and Document Accessibility Act, determines which records may be viewed remotely versus those that require an in-person visit to the clerk’s office. Certain case types and document categories that are accessible at the courthouse counter may not be available through online portals.
Coles County Criminal Court Records
Criminal prosecutions in Coles County are conducted in the Circuit Court of the Fifth Judicial Circuit. The court has jurisdiction over felonies, misdemeanors, and traffic offenses arising within the county. Several judges serve the Coles County bench, including Hon. Brien J. O’Brien (Presiding Judge), Hon. Mark E. Bovard, Hon. Mitchell K. Shick, Hon. Brian L. Bower, and Hon. Christopher L. Wetzel (Associate Judge).
Searching Criminal Case Records
Criminal case dockets can be searched free of charge through the Judici case search by defendant name or case number. Results display charges, hearing dates, dispositions, and docket activity. In-person review of full criminal case files is available at the Circuit Clerk’s office (Room 128, 651 Jackson Avenue, Charleston).
Statewide Criminal Background Checks
For comprehensive criminal history information that goes beyond individual case records, the Illinois State Police Bureau of Identification maintains the state’s criminal history database. Under the Uniform Conviction Information Act (20 ILCS 2635), conviction information is available to the public. Two types of checks are available:
- Name-based (non-fingerprint) requests — Submit a completed Uniform Conviction Information request form with the applicable fee by mail to:
Illinois State Police, Bureau of Identification
P.O. Box 88727
Chicago, IL 60680-1727 - Fingerprint-based requests — Complete fingerprinting through an approved Live Scan vendor and submit the results with the appropriate form and fee.
The CHIRP (Criminal History Record and Processing) system allows authorized users to obtain name-based criminal history searches electronically. Contact ISP at (815) 740-5160 or email ISP.BOI.Customer.Support@illinois.gov for questions about the process.
Arrest Records
Arrest and booking records are maintained by the Coles County Sheriff’s Office, located at 701 7th Street, Charleston, IL 61920, Phone: (217) 348-0585 The Coles County Jail can be reached at (217) 348-7332. Requests for arrest information should be directed to the Sheriff’s Office rather than the court clerk.
Expungement and Sealing
Illinois law allows eligible individuals to petition for expungement or sealing of certain criminal records. Information about the process is available through the Office of the State Appellate Defender. Once a court grants an expungement or sealing order, the records are removed from public access.
Coles County Civil Court Records
Civil cases in Coles County are filed and adjudicated in the Circuit Court. The court’s civil jurisdiction covers the full spectrum of non-criminal disputes, including contract claims, personal injury lawsuits, property disputes, consumer complaints, landlord-tenant actions, and foreclosures.
Case Types and Jurisdiction
The Circuit Court has original jurisdiction over all justiciable matters in Illinois. Civil cases are categorized by the amount in controversy, and filing fees are assessed accordingly. The Circuit Court also hears appeals from administrative agencies and small claims matters.
Small Claims
Small claims actions provide a streamlined process for resolving disputes involving limited dollar amounts. Starting October 1, 2025, the Illinois Supreme Court eliminated appearance fees in small claims cases to reduce barriers for defendants. Filing fees for initiating a small claims complaint still apply and vary based on the amount of the claim. The Coles County Circuit Clerk’s fee schedule provides current filing fee amounts.
Searching Civil Records
Civil case records can be searched through the Judici system at no charge. Results include party names, case type, filing dates, and docket entries. Full case file documents may require an in-person visit to the clerk’s office or access through re:SearchIL for electronically filed cases.
Filing and Forms
Civil filings must be submitted electronically through eFileIL. Court forms used in Coles County proceedings can be found through the Illinois Courts forms page and through the Fifth Judicial Circuit Court’s website. The Circuit Clerk’s office can provide guidance on procedural requirements but cannot offer legal advice.
Copy and Search Fees
The clerk’s office charges fees for searching records and producing copies. A filing fees document is available from the Circuit Clerk’s office. Contact the office at (217) 348-0516 to confirm current copy and certification costs before submitting a request.
Other County Contacts
| Office | Phone |
|---|---|
| Court Administration | (217) 348-0538 |
| Deputy Court Administrator | (217) 348-0541 |
| Jury Commission | (217) 348-0540 |
| State’s Attorney | (217) 348-0561 |
| Probation Department | (217) 348-0535 |
Coles County Family Court Records
Family law matters in Coles County are heard in the Circuit Court’s domestic relations division. These proceedings encompass dissolution of marriage (divorce), child custody and parenting time disputes, child support establishment and modification, paternity actions, orders of protection, and adoption cases.
Divorce Records
Divorce decrees and related filings — petitions, financial disclosures, settlement agreements, parenting plans, and final judgments — are maintained by the Circuit Clerk. To request copies of Coles County divorce case records, contact or visit the clerk’s office at 651 Jackson Avenue, Room 128, Charleston, IL 61920, Phone: (217) 348-0516 Provide the names of the parties, the approximate date of filing, and the case number if known.
For a state-level verification of a dissolution of marriage, the Illinois Department of Public Health will process requests submitted with a completed Application for Verification of Dissolution of Marriage and a valid government-issued photo ID. Requests may be submitted in person, by mail, or via fax to:
Illinois Department of Public Health – Division of Vital Records
Address: 925 E. Ridgely Avenue, Springfield, IL 62702-2737
Fax: (217) 523-2648
Marriage Records
Marriage licenses in Coles County are issued by the Coles County Clerk’s office. The license fee is $60.00, payable by cash, check, or credit card. An online marriage application is available through the county website, or applicants may apply in person at:
Coles County Clerk/Recorder
Address: 651 Jackson Avenue, Room 122, Charleston, IL 61920
Phone: (217) 348-0501
Certified copies of marriage records dating back to 1830 are available from the County Clerk at $18 for the first copy and $5 for each additional copy. To request copies by mail, submit a completed Marriage Record Request Form with a check or money order payable to the Coles County Clerk, a photocopy of a state-issued photo ID, and a self-addressed stamped envelope. Copies may also be ordered online through an authorized provider.
Birth and Death Records
The Coles County Clerk’s vital records office maintains birth records from 1878 and death records from 1878. These are not public records. Birth certificates may only be obtained by the person named on the record (if 18 or older), a parent listed on the record, or a legal guardian or representative. Death records are restricted to individuals with a personal or property interest in the decedent.
| Record Type | First Copy | Additional Copies |
|---|---|---|
| Birth certificate | $18.00 | $5.00 each |
| Death certificate | $20.00 | $10.00 each |
| Marriage certificate | $18.00 | $5.00 each |
Request forms are available for birth records and death records. Mail requests should include the completed form, applicable fees, a valid photo ID, and a self-addressed stamped envelope. Note that fees are nonrefundable even if a record cannot be located.
For genealogical purposes, birth records on file for at least 75 years, marriage records for at least 50 years, and death records for at least 20 years may be issued with a “for genealogical purpose only” stamp.
Adoption and Juvenile Records
Adoption records are sealed and not accessible to the public. Juvenile delinquency and abuse/neglect case records are confidential under the Juvenile Court Act. Access to either category requires a court order.
Coles County Probate Court Records
Probate matters in Coles County are heard in the Circuit Court, as Illinois does not maintain separate probate courts. The Circuit Clerk’s office serves as the custodian of all probate case filings, which include petitions for administration of estates, will contests, trust proceedings, guardianship and conservatorship petitions, and related matters.
Types of Probate Proceedings
The Circuit Court handles:
- Decedent estates — Formal and informal probate of wills, appointment of executors and administrators, creditor claims, and final distribution of assets
- Trusts — Proceedings involving the creation, administration, modification, or termination of trusts
- Guardianships — Petitions for guardianship of minors and disabled adults (filing fees for minor guardianship cases were eliminated effective October 1, 2025, by order of the Illinois Supreme Court)
- Conservatorships — Petitions for conservatorship over the financial affairs of individuals who are unable to manage their own estates
- Mental health commitments — Petitions for involuntary admission or treatment under the Mental Health and Developmental Disabilities Code
Searching Probate Records
Probate case information can be searched through the Judici case search by party name or case number. Judici also offers will index searches through its premium services. In-person review of probate files is available at the Circuit Clerk’s office during regular business hours.
Requesting Probate Documents
To obtain copies of wills, letters of office, inventories, accountings, or other probate documents, contact the Circuit Clerk at (217) 348-0516 or visit the office at 651 Jackson Avenue, Room 128, Charleston, IL 61920. Include the decedent’s or ward’s full name and the case number if known. Copy and certification fees apply; confirm current amounts with the clerk before submitting a request.
Property Records
While not part of the court system, property records are often relevant during estate administration. The Coles County Clerk/Recorder’s office at 651 Jackson Avenue, Room 122, maintains recorded instruments including deeds, mortgages, liens, and plats. The recording division can be reached at (217) 348-0525. Contact Deputy Peg for recording inquiries or Deputy Erica at (217) 348-7325 for additional assistance.