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Chaves County Public Records

What Are Public Records in Chaves County?

Public records in Chaves County are defined under the New Mexico Inspection of Public Records Act (IPRA) as any documents, papers, letters, books, maps, tapes, photographs, recordings, or other materials, regardless of physical form, that are made, maintained, or kept by a government agency. Under current law, the presumption favors disclosure, meaning all government records are considered public unless a specific exemption applies.

The following categories of records are available to members of the public through various Chaves County offices:

  • Court records — Civil, criminal, probate, and family court case files are maintained by the Fifth Judicial District Court and the Chaves County Probate Court
  • Property records — Deeds, mortgages, liens, and recorded instruments are held by the Chaves County Clerk's Office
  • Vital records — Birth and death certificates are issued by the New Mexico Department of Health; marriage licenses and divorce decrees are filed with the County Clerk and District Court, respectively
  • Business records — Fictitious name registrations, business licenses, and permits are maintained by the County Clerk and the New Mexico Secretary of State
  • Tax records — Property tax assessments and payment histories are managed by the Chaves County Assessor and Treasurer
  • Voting and election records — Voter registration data and election results are maintained by the Chaves County Clerk in the capacity of County Election Bureau
  • Meeting minutes and agendas — County Commission meeting minutes, board agendas, and resolutions are posted and archived by the County Clerk
  • Budget and financial documents — Annual budgets, audit reports, and expenditure records are available through the Chaves County Manager's Office
  • Law enforcement records — Arrest logs and incident reports, where permitted by law, are maintained by the Roswell Police Department and the Chaves County Sheriff's Office
  • Land use and zoning records — Zoning maps, permits, and land use applications are held by the Chaves County Planning and Zoning Department

Is Chaves County an Open Records County?

Chaves County fully complies with New Mexico's statewide open records framework. Under NMSA 1978, § 14-2-1, every person has the right to inspect public records of the state and its political subdivisions, including counties. This statute establishes that government transparency is the default standard and that any denial of access must be grounded in a specific statutory exemption.

Key provisions of the Inspection of Public Records Act include the requirement that custodians of public records respond to inspection requests within three business days, and that any denial be provided in writing with a citation to the applicable legal authority. The Act further requires that agencies make reasonable accommodations for inspection during regular business hours. Chaves County operates in accordance with these provisions and does not impose additional local ordinances that restrict access beyond what state law permits. The county's compliance with New Mexico's Sunshine Portal requirements ensures that financial and budget data are also publicly accessible at the state level.

How to Find Public Records in Chaves County in 2026

Members of the public may obtain Chaves County public records through several official channels, depending on the record type sought.

  • In person — Visit the relevant county office during public counter hours and submit a written or verbal inspection request to the designated records custodian
  • By mail — Submit a written request addressed to the appropriate office, including a description of the records sought, the requester's name, and a mailing address for correspondence
  • By email or fax — Many county offices accept requests via email; contact the specific department to confirm preferred submission methods
  • Online — Certain records, including court case information, are accessible through the New Mexico Courts case search portal, which allows members of the public to search civil, criminal, and probate case records statewide
  • Through the Fifth Judicial District Court — Court records specific to Chaves County may be requested directly through the Fifth Judicial District Court public records process, which serves Chaves, Eddy, and Lea Counties

When submitting a request, the requester should identify the records as specifically as possible, including relevant dates, names, case numbers, or parcel identification numbers. Agencies are not required to create new records or compile data in a format that does not already exist.

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

Current fees for public records in Chaves County are governed by NMSA 1978, § 14-2-9, which authorizes agencies to charge reasonable fees for copying and certifying records but prohibits fees for inspection alone.

Standard fees applicable to Chaves County records include:

  • Photocopies — Typically $0.25 per page for standard black-and-white copies, though individual offices may set their own rates within statutory limits
  • Certified copies — Fees vary by record type; certified copies of recorded documents through the County Clerk's Office are subject to a per-page fee plus a certification charge
  • Vital records — Certified birth and death certificates issued by the New Mexico Department of Health carry a standard fee set by the Department
  • Electronic records — Where records are provided in electronic format, agencies may charge for the actual cost of the medium used

Accepted payment methods vary by office and may include cash, check, or money order payable to the relevant county department. Fee waivers may be available for indigent requesters or in cases where disclosure is determined to be in the public interest, at the discretion of the custodian.

Does Chaves County Have Free Public Records?

Free inspection of public records is available to all members of the public under New Mexico law. Agencies may not charge a fee solely for the act of reviewing records on-site during regular business hours. The following government resources currently provide no-cost access to Chaves County records:

  • In-person inspection — Members of the public may inspect original records at the County Clerk's Office, Assessor's Office, and other county departments at no charge
  • Online court records — The New Mexico Courts case lookup tool provides free online access to case information for civil, criminal, probate, and domestic relations matters filed in Chaves County
  • Assessor and property data — The Chaves County Assessor's Office provides free access to property assessment records and ownership information through its public counter and online portal
  • New Mexico Sunshine Portal — State-level financial and expenditure data related to Chaves County government operations are available at no cost through the New Mexico Sunshine Portal

Who Can Request Public Records in Chaves County?

Any person may request public records in Chaves County, regardless of residency, citizenship, or stated purpose. Under NMSA 1978, § 14-2-1, the right to inspect public records extends to all individuals without restriction based on geographic location or affiliation.

Specific eligibility considerations include:

  • Residency — Non-residents of New Mexico and non-residents of Chaves County retain full rights to request and inspect public records
  • Identification — Agencies may ask for a requester's name and contact information but are generally not authorized to require government-issued identification as a condition of access for standard public records
  • Purpose — Requesters are not required to state the reason for their request under current New Mexico law, except in limited circumstances involving certain sensitive record categories
  • Requesting your own records — Individuals seeking records about themselves, such as criminal history or personnel files, may be subject to identity verification requirements to protect against unauthorized disclosure
  • Restrictions for specific record types — Certain records, such as sealed court files, juvenile records, and law enforcement investigative materials, carry access restrictions that apply regardless of the requester's identity

What Records Are Confidential in Chaves County?

Not all government records in Chaves County are subject to public disclosure. The Inspection of Public Records Act enumerates specific categories of exempt records, and additional exemptions are found throughout New Mexico statutes. The following records are currently withheld from public inspection:

  • Sealed court records — Records sealed by judicial order are not accessible to the general public
  • Juvenile records — Records pertaining to minors involved in delinquency or abuse and neglect proceedings are confidential under New Mexico Children's Code provisions
  • Ongoing investigation records — Law enforcement records compiled in connection with active criminal investigations are exempt to the extent that disclosure would interfere with enforcement proceedings
  • Personal identifying information — Social Security numbers, financial account data, and similar identifiers are redacted from disclosed records
  • Medical records — Protected health information is exempt under both HIPAA and state law
  • Adoption records — Records related to adoption proceedings are sealed by statute
  • Child welfare and protective services records — Records maintained by the Children, Youth and Families Department are confidential
  • Personnel records — Employee records are exempt except for information relating to public duties, compensation, and disciplinary actions taken in an official capacity
  • Trade secrets and proprietary business information — Commercially sensitive information submitted to government agencies in confidence is protected from disclosure
  • Security plans and infrastructure details — Records that could compromise public safety or critical infrastructure are withheld

These exemptions are codified primarily under NMSA 1978, § 14-2-1 and related provisions. When a record contains both exempt and non-exempt information, the custodian is required to redact the exempt portions and release the remainder.

Chaves County Recorder's Office: Contact Information and Hours

The Chaves County Clerk serves as the official custodian of recorded documents, vital records filed at the county level, election records, and county commission minutes. Members of the public may inspect records or submit requests during regular business hours.

Chaves County Clerk's Office 1 St. Mary's Place, Suite 100, Roswell, NM 88203 (575) 624-6614 Chaves County Clerk Public Counter Hours: Monday–Friday, 8:00 a.m. – 5:00 p.m.

Chaves County Assessor's Office 1 St. Mary's Place, Suite 130, Roswell, NM 88203 (575) 624-6603 Chaves County Assessor Public Counter Hours: Monday–Friday, 8:00 a.m. – 5:00 p.m.

Fifth Judicial District Court – Chaves County 400 N. Virginia Ave., Roswell, NM 88201 (575) 622-2212 Fifth Judicial District Court Public Counter Hours: Monday–Friday, 8:00 a.m. – 5:00 p.m.

Chaves County Sheriff's Office 1 St. Mary's Place, Roswell, NM 88203 (575) 624-6700 Chaves County Sheriff

Roswell Police Department 425 W. 8th St., Roswell, NM 88201 (575) 624-6770 Roswell Police Department

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