Access San Jose Public Records
San Jose public records are maintained by city, county, and state agencies serving the heart of Silicon Valley. You can search court cases, vital records, property documents, business filings, and city records through different systems. The City of San Jose keeps official records at the City Clerk's office and accepts California Public Records Act requests through its records portal. Santa Clara County Clerk-Recorder handles vital certificates like birth and death documents plus property records. The Superior Court maintains case files for civil, criminal, family law, probate, and small claims matters. Most searches start online, though some records need a visit or written request. Processing ranges from instant online results to weeks for certified copies.
San Jose Quick Facts
Santa Clara County Records
San Jose is located in Santa Clara County. The county handles vital records, property documents, and court cases. The Office of the Clerk-Recorder issues birth, death, and marriage certificates for events in the county. They also record property deeds, mortgages, liens, and other real estate instruments. County offices are in San Jose and other locations throughout Santa Clara County.
Vital records cost $24 per copy as of January 2026. Fees increased under Assembly Bill 64 which took effect statewide. Only eligible people can order vital certificates. Parents, spouses, adult children, grandparents, and legal representatives qualify under state law. You must show proof of your relationship and provide valid ID when you apply.
The county Clerk-Recorder website has online services for property searches and document orders. You can look up recorded instruments by name, address, or document number. Vital records can be ordered online through approved vendors or in person at the clerk's office. Processing times depend on how you order and current request volume at Santa Clara County offices.
Business entities formed in California can be searched through the Secretary of State at sos.ca.gov/business-programs/business-entities for free. The system shows all corporations, LLCs, and partnerships registered in the state.
For detailed county services, visit the Santa Clara County page.
Superior Court Case Files
The Superior Court of California, County of Santa Clara, keeps case records for San Jose and the rest of the county. Court files include civil, criminal, family law, probate, traffic, and small claims cases. Multiple courthouses serve different areas. Cases are filed at the courthouse with jurisdiction over the matter.
Access to court records depends on case type. Civil cases are mostly public. You can search case indexes and view most documents. Criminal cases show basic information but protect victim identities. Family law files hide sensitive financial data and information about children. Juvenile cases are confidential and not available to the public.
The court website provides online case search tools. You can look up cases by party name, case number, or attorney. The index shows filing dates, case types, and courthouse locations. Some courts offer remote access to documents through subscription services. Others require you to visit in person to see full files.
To get copies of court documents, visit the clerk's office at the courthouse handling the case. Bring the case number and document description. Standard copies cost $0.50 per page. Certified copies have an additional certification fee. Some documents can be ordered by mail if you provide complete information and payment. Allow time for processing when you order by mail.
Court clerks can help you locate files but cannot give legal advice. They can tell you where to find a case and what forms to use. If you need help understanding legal issues, consult an attorney or visit legal aid organizations in Santa Clara County.
City of San Jose Records
The City of San Jose maintains records separate from the county. The City Clerk keeps official city documents including ordinances, resolutions, council proceedings, and contracts. This office handles business licenses, elections, and records requests. City records include legislation, permits, meeting minutes, and administrative files.
San Jose accepts public records requests under the California Public Records Act. The city has a records portal at sanjoseca.gov/your-government/departments-offices/office-of-the-city-manager/official-city-records where you can submit requests and track their status. Many common records are already posted online for download. Check the portal before submitting a new request.
City departments must respond to CPRA requests within 10 calendar days. They can extend this deadline by 14 days in certain situations. Be specific when you describe the records you want. Include dates, departments, and document types if you know them. The city provides existing records but does not create new documents or answer questions as part of a CPRA request.
Electronic records are usually free. Paper copies may have a per-page fee. The city will tell you about costs for large requests before processing them. You do not need to give a reason for your request. Most requests do not require ID. Some records have exemptions for privacy, pending litigation, or law enforcement purposes. The city must justify denials with specific legal reasons.
Business Information Search
Business records for San Jose companies are kept at multiple levels. State-registered entities like corporations and LLCs file with the California Secretary of State. You can search the database at sos.ca.gov/business-programs/business-entities for any California business. The search is free and shows entity name, number, status, and formation date. Certified copies of formation documents cost $5.
Fictitious business names are filed with Santa Clara County. If a company does business under a name different from its legal entity name, it must register a DBA with the County Clerk. You can search and order copies of fictitious name statements through the Clerk-Recorder's office. Fees apply for copies and certifications.
City business licenses are managed by the City of San Jose. Every business operating in city limits must have a valid license. You can verify licenses through the city website or by contacting the appropriate department. License records show business name, address, type of business, and current status. Some details may be public while others are protected.
The Secretary of State also maintains UCC financing statements. These show secured interests in business assets. You can search UCC records online through the Secretary of State website. This is useful when researching liens on business property or equipment.
Real Estate and Property Records
Property records are kept by the Santa Clara County Recorder. Deeds, mortgages, liens, easements, and other real estate documents are recorded here. The Recorder maintains an index of all recorded instruments. You can search by name, address, or document number to find property records.
The County Assessor keeps separate information about property values for tax purposes. Assessor records include owner names, assessed values, property descriptions, and tax history. This data is public and searchable online. Assessor maps show parcel boundaries and numbers.
Search property records through the county website. Enter an address or assessor's parcel number to pull up information. Basic searches are free. Copies of recorded documents have per-page fees. Certified copies cost extra. Most documents can be delivered electronically or by mail. Processing times vary based on request complexity and office workload.
Real estate records also include building permits and code enforcement actions. The City of San Jose maintains permit records separately from county property records. Check with the city's Planning Department or Code Enforcement for these records.
Ways to Get Records
Online searches are the fastest way to find San Jose records. Many databases are free and available any time. Court indexes, business entities, property assessments, and some city records work online. Start with online tools before trying other methods.
In-person visits give you more help. Clerks can guide your search and answer questions about procedures. Bring valid ID and payment for fees. Most offices accept cash, check, or card. Call first to check hours and required documents. Some offices need appointments, especially since COVID-19 changed access policies.
Mail requests work if you know exactly what you want. Write a letter with your contact information. Describe the records clearly with case numbers or document details. Include payment if you know the cost. Otherwise ask for an estimate first. Mail takes longer but saves a trip.
Email and phone work for simple questions. Staff can tell you about procedures, fees, and office locations. They cannot do research or give legal advice. Use phone for quick questions. Follow up in writing if you need an official response or detailed help.
California Public Records Laws
The California Public Records Act gives you the right to inspect and copy most government records. Government Code sections 6250 and following require agencies to make public records available. Exemptions protect privacy, active investigations, attorney-client communications, and other sensitive information. Agencies must cite specific legal exemptions when denying access.
Vital records have special rules under Health and Safety Code Section 103526(c). Only authorized people can get birth and death certificates. This protects privacy while allowing family members and legal parties to obtain records they need. Marriage records are less restricted but still require eligibility proof in some cases.
Court records follow California Rules of Court. Rule 2.503 sets standards for case file access. Judges can seal sensitive files or redact identifying information. Some case types have extra privacy protections. Juvenile cases are confidential. Family law cases protect child welfare information. Criminal cases may hide victim details.
Use records lawfully. Do not commit identity theft with vital records. Do not harass people using information from court files. Some commercial uses are banned. Follow the law when requesting and using government documents. Legitimate research, journalism, legal work, and personal use are generally allowed.
Note: Electronic records have additional protections under the Information Practices Act.
Other California Cities
Looking for records in other major cities? California has many large municipalities with their own record systems. Each uses different databases and procedures. Check these pages for records in nearby cities: