Santa Rosa Public Records Access
Public records for Santa Rosa come from Sonoma County and the city government. Court files, vital records like birth and death certificates, and property documents go through county offices. City permits, council meeting files, and local ordinances stay with Santa Rosa city departments. Most records are open under California law. You can search many online at no cost. Others need a formal request or a visit to an office. Sonoma County offices in Santa Rosa handle most records. The city hall on Santa Rosa Avenue keeps local files.
Sonoma County Records System
Santa Rosa is the county seat of Sonoma County. County agencies maintain vital records, court documents, and property files for all Santa Rosa residents. The County Clerk-Recorder-Assessor office handles most record services. Their main office is at 585 Fiscal Drive in Santa Rosa. You can order birth certificates, death records, and marriage licenses there or through the county website.
Vital record fees went up on January 1, 2026. Birth certificates now cost $34 per copy. Death certificates are $26. Marriage records run $19. You can apply online, by mail, or in person. Walk-in service is fastest for same-day copies. Mail requests take longer. The county updates records daily with new filings from Santa Rosa and other Sonoma County cities.
Property records for Santa Rosa go through the Sonoma County Recorder. All deeds, mortgages, and liens show up in the county database. You can search online for free or order certified copies for a fee. The Recorder's office is in the same building as the Clerk in Santa Rosa. They process thousands of documents each day from Santa Rosa and the rest of the county.
Court Case Lookup
Court cases from Santa Rosa get filed at Sonoma County Superior Court locations. The main courthouse is at 600 Administration Drive in Santa Rosa. You can search cases online through the county court system. The database includes civil, criminal, family, and probate matters from all Sonoma County courthouses, including cases filed in Santa Rosa.
Online case access is available at the Sonoma Superior Court website. You can look up cases by name, case number, or party. Search results show filing dates, party names, and basic case info. If you want to see court documents or filings, you can pay for online access or visit the courthouse in person. Some case types have restricted access online due to privacy rules.
Criminal records in Santa Rosa are public with some limits. Sealed cases or confidential files do not show in public searches. You can search by defendant name or case number. For full criminal background checks, contact the California Department of Justice. They process fingerprint-based checks for employment and licensing. Most electronic submissions get results in 48 to 72 hours. Visit oag.ca.gov/fingerprints for more information.
Note: Sonoma County court records go back to the early 1980s in most online databases.
Property and Real Estate Files
All real estate records for Santa Rosa are kept by the Sonoma County Clerk-Recorder-Assessor. This includes deeds, mortgages, liens, and other documents recorded against property. These records are public and can be searched online or in person. The county updates the database daily with new recordings from Santa Rosa and other cities.
The County Assessor also keeps property records. The Assessor tracks ownership and values for tax purposes. You can search by address or parcel number to find who owns a property, the assessed value, and tax history. These records are separate from the Recorder but both are public. Search the Assessor database online for free to find Santa Rosa property information.
If you need certified copies of a deed or other document, you can order them from the County Recorder. There is a per-page fee plus a certification charge. Online orders and in-person requests are both options. For complex title searches or legal questions about property, you may want to hire a title company. The county provides copies but does not give legal advice about ownership issues in Santa Rosa.
Birth, Death, and Marriage Certificates
Vital records for Santa Rosa residents are filed with Sonoma County and the California Department of Public Health. The county is usually faster for recent records. The state keeps older files and serves as a backup. You must be an authorized person to get a certified copy of a birth or death record. State law limits access to family members and legal representatives.
Birth certificates from Santa Rosa hospitals or for Santa Rosa residents can be ordered from the county office at 585 Fiscal Drive. The fee is $34 per copy. You must prove your relationship to the person on the certificate or show a legal reason for the request. You can apply online, by mail, or in person. Walk-in service can be same-day. Mail orders take several weeks to process.
Death certificates cost $26 and follow similar access rules. You must be immediate family, a legal representative, or have another authorized reason. Marriage certificates are $19 and less restricted. For older vital records, you can also contact the California Department of Public Health at (916) 445-2684. State fees are $24 for most certificates. Processing takes 5 to 7 weeks. More details are at cdph.ca.gov.
City of Santa Rosa Records
The City of Santa Rosa maintains its own records separate from the county. City records include council meeting minutes, resolutions, ordinances, building permits, and business licenses. You can request these under the California Public Records Act. The city has 10 days to respond to your request. Some records are available online. Others require a written request to the city clerk or the department that holds the file.
Santa Rosa City Hall is at 100 Santa Rosa Avenue. The City Clerk's office handles public records requests, council files, and city ordinances. Call (707) 543-3010 for more information or visit the city website to find forms and online resources. The clerk can help you find meeting agendas, resolutions, and legislative records. Many documents are posted online after city council meetings.
The City of Santa Rosa uses a public records portal at cityofsantarosaca.nextrequest.com. You can submit requests online and track their status. Building permits and planning files are public in Santa Rosa. The Planning and Economic Development Department keeps these records. For police records or arrest reports, contact the Santa Rosa Police Department. Not all police records are public. The department reviews requests under state law.
Business and Corporate Filings
Business entities in Santa Rosa are registered with the California Secretary of State. This includes corporations, limited liability companies, and partnerships. You can search for any California business online at no cost. The database shows business names, officers, registered agents, and filing history. Go to sos.ca.gov to search or order official certificates.
Fictitious business names, also called DBAs, are filed with Sonoma County. If a Santa Rosa business operates under a name different from the owner's legal name, it must file a fictitious business name statement with the County Clerk. These are public records. You can search them online or request copies from the Clerk-Recorder office. Certified copies have a small fee.
Business licenses in Santa Rosa come from the city. The City of Santa Rosa Finance Department issues licenses and tracks active businesses. Call (707) 543-3009 to ask about a business license or find out what you need to start a business in Santa Rosa. State-level licenses like contractor licenses or professional credentials come from state boards, not the city or county.
Online Record Search Tools
Many Santa Rosa public records are online. County and state agencies have web portals where you can search for free or pay for certified copies. Some city records are also available on the Santa Rosa website. Using online tools saves time and lets you search from home. Here are the main databases for Santa Rosa records.
Sonoma County runs several online systems. The Clerk-Recorder-Assessor site lets you order vital records and search property documents. The Superior Court site has case indexes and court calendars. The Assessor has property tax records. All of these cover Santa Rosa since the city is the county seat. Links to each system are on the county homepage.
The California Secretary of State has free business searches at bizfileonline.sos.ca.gov. You can look up corporations and LLCs by name or entity number. The California Courts website at courts.ca.gov has statewide resources for finding court records. The State Controller offers an unclaimed property search at sco.ca.gov if you think there are forgotten assets waiting for Santa Rosa residents.
For criminal background checks, the California Department of Justice runs a fingerprint-based system. You must submit prints and pay a fee. Results usually come back in 2 to 3 business days for electronic submissions. This is the official method for California criminal history records. Visit oag.ca.gov/fingerprints/record-review to request your own record or learn about authorized employment checks.
California Public Records Act Requests
The California Public Records Act gives you the right to see government records. This applies to city, county, and state agencies in Santa Rosa. If a record is not online or easy to get, you can file a formal request. The agency has 10 days to respond. They can take 14 more days if the request is complex. Not all records are public. Some are exempt for privacy, security, or legal reasons.
To request records from the City of Santa Rosa, use the online portal at cityofsantarosaca.nextrequest.com or contact the department that has the file. If you are not sure which department, start with the City Clerk at (707) 543-3010. You can submit a written request by mail, email, or in person. Be specific about what you want. Include dates, names, or other details that help the city locate the records.
Sonoma County processes public records requests through department-specific contacts. Check the county website for the department you need or call the main number for guidance. Some county records are not covered by the Public Records Act because they are sold through normal channels. This includes vital records, property files, and voter data. You order those through the regular process instead of a PRA request.
State agencies also follow the Public Records Act. If you need records from the Department of Justice, Secretary of State, or another state office, file a request with that agency. The Attorney General's office has an online form at oag.ca.gov. The state charges 10 cents per page for paper copies. Electronic data requests can cost more depending on the complexity.
Note: Agencies cannot ask why you want the records when you make a California Public Records Act request.
Sonoma County Public Records
Santa Rosa is in Sonoma County. The county manages most vital records, court cases, and property documents for Santa Rosa residents. For a complete guide to Sonoma County records, fees, office locations, and online search tools, visit the county page.