Find Southampton County Police Records

Southampton County police records are kept by the Southampton County Sheriff's Office and the Circuit Court Clerk in Courtland. These files include arrest reports, incident logs, and criminal case data. The county has a central FOIA Officer for general records requests. This page covers how to find Southampton County police records from local and state sources.

Southampton County Sheriff's Office

The Southampton County Sheriff's Office is the main law enforcement body for the county. The office holds arrest reports, incident logs, and accident files. Criminal incident information may be withheld when it would jeopardize an ongoing investigation. For general county records, contact the county FOIA Officer Ms. Tina Bradshaw.

Under Virginia Code Section 2.2-3700 et seq., public records are open unless an exemption applies. Requests can be made by mail, fax, email, in person, or phone. Written requests are preferred. Required fields include the name, legal address, and specific records requested. The office must respond within five working days. An extension of seven more days, twelve total, is allowed if needed. Large requests may require a court petition for additional time.

For law enforcement records, contact the Sheriff's Office directly. For court records, contact the Clerk of Circuit Court. Each constitutional office handles its own requests. Fax: 757-653-0227.

Records Available and Fees

The county maintains personnel records, contracts, Land Development Records and Inspections, Performance Surety Agreements, Building Plans, Utility Plans, Site Plans, Environmental Plans, Financial Documents, and court records. The Circuit Court Clerk keeps deeds, probate files, marriage licenses, and civil and criminal case records. Official records are available Monday-Friday, 8:30 a.m. - 5:00 p.m.

Fees cover actual costs for staff time, accessing, duplicating, and redacting records. If the estimated cost exceeds $200, a deposit is required before work begins. Payment is due upon receipt of records. In one case, a school district requested a $30,000 deposit for an extensive records request, which was later settled.

Note: Crash reports go through the Virginia Department of Motor Vehicles. Form FR-300 is filed by law enforcement within 24 hours. DMV charges $8 per copy.

Southampton County Police Records Exemptions

Southampton County uses standard Virginia FOIA exemptions. Personnel records under § 2.2-3705.1(1), attorney-client privilege under § 2.2-3705.1(2), attorney work product under § 2.2-3705.1(3), vendor proprietary information under § 2.2-3705.1(6), and contract negotiation records prior to award under § 2.2-3705.1(12). Military discharge papers (DD214s), presentence reports, and unexecuted search warrants are not available.

Under Virginia Code Section 2.2-3706, felony criminal incident information must be released. This includes the date, location, and basic facts. Appeal denials to the Southampton County Circuit Court or contact the Virginia Freedom of Information Advisory Council at (804) 698-1810.

Southampton County Circuit Court Records

The Southampton County Circuit Court is part of the 5th Judicial Circuit. The Clerk's Office files all felony cases, civil cases over $25,000, and family law matters. Records include indictments, plea deals, sentencing orders, and case dispositions. Land acquisition matters may be redacted if ongoing.

You can search court records online for free. The Virginia Circuit Court Case Information System covers Southampton and other circuit courts statewide. Search by name, case number, or hearing date. The General District Court Online Case Information System handles misdemeanors, traffic cases, and preliminary hearings.

Court copies cost $0.50 per page. Certified copies add $2.00.

State Police Criminal History

For a statewide check, submit Form SP-167 to the Virginia State Police Central Criminal Records Exchange. The fee is $15 per name search. The form must be notarized. Mail it to Virginia State Police, CARE, P.O. Box 85076, Richmond, VA 23285. Processing takes 12 to 15 business days.

Form SP-266 is for the Sex Offender Registry at $15. A combined check is $20. The free Sex Offender Registry lets the public search violent offenders. Under Virginia Code Section 19.2-389, criminal history sharing is limited to certain users.

Southampton County Arrest Records

Arrest records from Southampton County are public under Virginia FOIA. Adult mugshots are public. Felony incident details must be released. Contact the Sheriff's Office with the person's name and any case number. The Virginia Department of Corrections Offender Locator shows current inmate data statewide.

For expungement, petition the Southampton County Circuit Court under Virginia Code Section 19.2-392.2. This applies if you were acquitted or had charges dropped. The Virginia Department of Criminal Justice Services provides victim services and law enforcement training info.

The screenshot below shows the Southampton County government website, which has links to FOIA contacts and county departments.

The site is the starting point for FOIA requests to Ms. Bradshaw and the Sheriff's Office.

Southampton County Incident and Arrest Reports

Daily incident logs are kept by the Southampton County Sheriff's Office. These logs list calls for service, arrest activity, and case numbers. The log is a public record under FOIA. You can ask for a copy by date range or by case number. Some entries get redacted when a case is still open.

Arrest reports show the name, age, charge, and booking date. The arrest record is split from the full case file. To get the case file, you may need to wait for the case to close. Open case files fall under Va. Code § 2.2-3706.1, which sets out the rules for criminal investigative files. The sheriff has 65 working days to respond to those.

The 911 call logs and CAD data also count as public records. Ask the dispatch unit for the call sheet. Audio of the call may be held back if it is part of an open case.

Statewide Police Records Tools

The Central Criminal Records Exchange, or CCRE, is run by the Virginia State Police. It holds all reportable arrests and court outcomes from every county, Southampton County included. To get a Southampton County criminal history check, file Form SP-167. The fee is $15 and the form must be notarized. Most reports come back in 12 to 15 business days.

The Online Case Information System (OCIS 2.0) is the state court search tool. It covers circuit, general district, and juvenile and domestic relations cases. Search by name, case number, or date. The system is free. Results show the charge, court date, and case status. Southampton County cases are part of the same statewide index.

The Virginia Sex Offender Registry is set up under Va. Code § 9.1-902. Search by name, ZIP, or county. Southampton County offenders show up with photos, address, and offense type. The registry is free and open to all.

Note: The Virginia FOIA Council at 1-866-448-4100 gives free help if your Southampton County request is delayed or denied. They can issue an opinion but cannot force the county to act.

Juvenile and Sealed Records

Juvenile records in Southampton County are not open to the public. Access rules are set by Va. Code § 16.1-301. Only the child, the parent, the attorney, and certain agencies can view the file. The clerk of the Juvenile and Domestic Relations Court holds these records.

Some juvenile felony cases are open if the child was 14 or older at the time of the act. Those files may show up in the court system. Most stay sealed.

Expungement of adult arrests goes through the Southampton County Circuit Court. The law is Va. Code § 19.2-392.2. Only dismissed charges, nolle prosequi, or full acquittals qualify. A guilty plea or conviction does not. The petition fee is $84. The Commonwealth's Attorney is served and can object at the hearing.

Tips for Filing a Southampton County FOIA Request

Be clear and short. Name the date, the report number if you have it, and the type of file you want. Vague asks slow the search and raise the fee. The sheriff's staff bills by the 10-minute block.

Ask for an estimate up front. If the cost may top $200, the county can ask for a deposit. Get the cost in writing before work starts. You can also ask to inspect files in person at no copy fee. Southampton County will set a time and place for the review.

If the request is denied, ask for the legal cite. The denial must point to a section of the code. Common cites are § 2.2-3705.1 for personnel files and § 2.2-3706 for police files. You can then call the FOIA Council or file in circuit court.

Nearby Counties

The independent city of Franklin sits inside Southampton County. These counties border Southampton County. Each has its own Sheriff's Office and Circuit Court Clerk for local police records.