Access Santa Clara Public Records
Santa Clara public records are spread across city and county offices. The city has about 130,000 people and is the county seat of Santa Clara County. Most legal records like court files and vital records go through county offices, while city records include permits, council files, and local business licenses. You can search many records online or request them in person. Each type of record has rules about who can see it and how much copies cost. Both the city and county follow the California Public Records Act for responding to public requests.
Santa Clara Quick Facts
Santa Clara Superior Court
Court records for Santa Clara are kept by the Santa Clara County Superior Court. The main courthouse is in San Jose, but there are branches across the county. You can search civil, criminal, family, probate, and traffic cases online. The court website at scscourt.org has a case search tool. Enter a name or case number to see basic info. Documents may show up as images if they have been scanned. Older cases may only have paper files at the courthouse.
Most court records are public. Some are sealed or restricted by law. Juvenile cases are confidential. Family law cases may have limited online access. You can see the case index and some basic facts, but full documents often need an in-person visit. Certified copies cost money. The court charges per page plus a base fee. Bring ID when you request records at the clerk window.
Civil cases involve disputes over money, property, or contracts. Limited civil cases are under $35,000. Unlimited cases go above that. Small claims cases are also civil but have a simpler process. Family law covers divorce, custody, support, and related matters. Probate handles estates, trusts, and guardianships. Criminal cases range from misdemeanors to serious felonies. Each type has its own filing rules and fees. Santa Clara residents file at the same courts as others in the county.
You can file many types of cases online. The court uses an e-filing system. Some case types still require paper filings. Check the court website to see if your case type can be filed online. E-filing saves a trip to the courthouse. You get an email confirmation when your filing is accepted. The clerk still reviews each document to make sure it meets court rules.
Birth, Death, and Marriage Records
Vital records for Santa Clara are at the Santa Clara County Clerk-Recorder office. This office keeps birth, death, and marriage records. The office is at 70 W Hedding St in San Jose. You can also order copies online or by mail. Only certain people can get certified copies. California law restricts who can access these records. You need to show ID and proof of your relationship to the person named on the record.
Birth certificates are issued to parents, the person named on the certificate, or others with legal interest. Death certificates can go to family, legal representatives, or those with a property interest. Marriage certificates are public records, so anyone can order them. The county fee is about $24 per copy as of 2026. Extra copies ordered at the same time cost less. The office accepts cash, checks, and credit cards in person. Online orders may have a service fee.
You can also order vital records from the state. The California Department of Public Health keeps copies of all records from across the state. State orders take longer. Walk-in service at the county office is often same day if the record is on file. Most Santa Clara residents use the county office when they need records fast. The state fee is also $24 per copy, but processing takes five to seven weeks by mail.
Marriage licenses are issued by the county clerk. You apply in person at any Santa Clara County Clerk-Recorder office. Both parties must appear. Bring valid ID. The license is good for 90 days. The fee is about $76 for a public license or $91 for a confidential one. After you marry, the officiant sends the license back to the county. The record becomes public unless it is confidential. You can then order certified copies of the marriage certificate.
Property Records
Property records for Santa Clara are at the Santa Clara County Clerk-Recorder office. This includes deeds, mortgages, liens, easements, and other real estate documents. You can search property records online at sccgov.org/sites/rec. The search is free. It shows recorded documents going back many years. Some images are online. Others need a visit to the office or an order by mail.
Recording a new document has a fee based on the number of pages. The base fee is set by state law. Extra pages cost more. The office also collects transfer taxes on some sales. Recording fees change from time to time, so check the website or call for current rates. You can record documents in person, by mail, or through a title company. Most real estate closings use a title or escrow company to handle recording.
Property tax info is kept by the Santa Clara County Assessor. Tax records include assessed value, ownership, and parcel data. You can search by address or parcel number at sccassessor.org. Tax bills and payment history are also online. Property maps show parcel boundaries and zoning. Most property research for Santa Clara can be done online before you visit any office.
Note: Santa Clara County charges $1.00 per page for certified copies of recorded documents.
City of Santa Clara Records
City records are at Santa Clara City Hall, 1500 Warburton Ave. The City Clerk keeps official records and responds to public records requests. You can ask for city council minutes, resolutions, ordinances, and other city documents. Most records are public under the California Public Records Act. Some are exempt, like personnel files, attorney work product, and certain law enforcement records.
City council meetings are posted online. Agendas, staff reports, and meeting videos are at santaclaraca.gov. The municipal code is also online. You can search the code to find local laws on zoning, business rules, and public safety. Older records may need a formal request. The city has ten days to respond. They can extend that by 14 days if needed.
Public records requests go through the city clerk or the online portal. Santa Clara uses NextRequest for CPRA requests. You can submit a request at santaclara.nextrequest.com. No fee to make a request. You do not have to say why you want the records. The city will tell you if there is a cost for copies. Electronic records are often free. Paper copies may have a fee.
Business licenses and permits are issued by city departments. You can search active business licenses online. Building permits are tracked by the Community Development Department. Some permits have public notices. Planning and zoning decisions are also public. Most files are open unless they involve private details that are protected by law.
Criminal History Information
Criminal history records are kept by the California Department of Justice. You can only get your own record by submitting fingerprints. The process is called a Live Scan. You go to an authorized site and pay a fee. The DOJ sends your record by mail. Third parties cannot request someone else's criminal history. Background checks for jobs and licenses go through approved channels with the subject's consent.
Court records of criminal cases are public once the case is filed. You can search Santa Clara County court records online to see if someone has a case. The case file shows charges, hearings, pleas, and sentences. Some details may be sealed or restricted. Juvenile cases are confidential. Expunged cases may still show up but will note the dismissal. The court clerk can tell you how to access older records.
The Santa Clara County Sheriff provides some public safety data and booking logs. Booking logs show recent arrests. You can check if someone is in custody. Inmate info includes name, booking date, charges, and bail. This info is at the sheriff website. For older cases or more details, search the court records or ask the court clerk in person.
Business Entity Filings
Business entity records are kept by the California Secretary of State. This includes corporations, LLCs, partnerships, and other business types. You can search by business name or entity number at sos.ca.gov. The search is free. Results show the business status, filing date, agent for service, and officers. Some businesses must file annual reports. Those reports are also online.
Fictitious business names are filed at the county level. If a business uses a name other than its legal name, it must file a DBA statement with the Santa Clara County Clerk-Recorder. You can search by business name or owner name. The statement shows who runs the business and where. It is public info. Renewal is required every five years. Expired statements remain in the index but are not valid.
UCC financing statements are filed with the Secretary of State. These are liens on personal property like equipment or inventory. You search by debtor name. The results show what property is pledged and who has the lien. Certified copies are $5.00. You can order online at bizfileonline.sos.ca.gov. UCC records are used by lenders, buyers, and others to check if property has a claim on it.
Historical Records and Archives
Old Santa Clara records may be at the city, the county, or the California State Archives. The State Archives is in Sacramento and keeps records from state and local government that have lasting value. This includes old vital records, maps, photos, and government files. You can search the online catalog at sos.ca.gov/archives. Some records are digitized. Others need an in-person visit to the research room.
The Santa Clara County Library has a local history collection. This includes newspapers, city directories, and photos. Some items are online. Others are in the special collections room. The library does not have official government records but does have materials that help with research on Santa Clara history. Call ahead to ask what they have on a specific topic.
The city library and historical society also have materials on Santa Clara history. These are not official records but can help with background research. Some older city records have been digitized and are on the city website. Others are in storage and need a formal request to access.
Santa Clara County Public Records
Santa Clara is in Santa Clara County, and most legal records are kept at the county level. Court cases, vital records, property files, and many other records are held by Santa Clara County offices. For a full guide to county resources, office locations, fees, and contact info, visit the Santa Clara County public records page.