City History & Public Records

As the City "historian", the South Portland City Clerk's office is responsible for the care, organization, and maintenance of City documents and records, including vital records, annual reports, city ordinances, and all City Council meeting minutes and agendas dating back to when the City was incorporated in 1898. Additionally, with the help of the South Portland Public Library and South Portland Historical Society, the City houses historical records dating back to the mid-1700's for Cape Elizabeth (of which South Portland was once part of).

Requesting a Public Record

We are happy to assist you in your research endeavors. Public records are available for inspection or copy upon request. If you are in need of a record, please contact the City Clerk. Our digital records database goes back from the early 1990s to the present time. If you are looking for a record beyond this time-frame, please allow us ample time to search for the record you need.

If you are seeking a record prior to 1900s, you may find this chart of historical town records (XLSX) helpful to determine which town holds the record.

List of Records & Documents

• City Annual Reports
• City Ordinances
• City Council Agendas and Minutes (1765 to present; online available from 2019-present)
• Vital Records - Births, Marriages, Deaths (1765 to present)
  • Who May Obtain a Vital Record (PDF)
  • Who Has Old Record (XLSX)
• Boards and Committee Agendas and Minutes
• South Portland Historical Documents (PDF) (1800s to 1900s) - These records are housed in the basement of the Library. Please schedule an appointment with the Clerk's office for access to these records.
• South Portland Demographic and Census Data
• Local Government Record Retention Schedules
• City Maps

City records not listed may be housed by different departments.  Please contact the City Clerk for assistance.

History of South Portland

For information about South Portland's history, visit the South Portland Historical Society.