San Mateo County Record Access

San Mateo County public records are kept by various county offices serving the San Francisco Peninsula. The County Clerk-Recorder handles vital records like birth and death certificates, property documents, and marriage licenses. Superior Court maintains case files for civil, criminal, family, probate, and small claims matters. Many records can be searched online through county websites. Some require in-person visits or mail requests. Birth certificates cost $24 when ordered from the county. Property records are searchable for free but copies have fees. The California Public Records Act gives you the right to request government documents with a 10-day response time. San Mateo County sits between San Francisco and Silicon Valley. Each office operates with its own hours, procedures, and fee schedules for accessing public records.

County Clerk-Recorder Office

The San Mateo County Clerk-Recorder combines two functions. As County Clerk, they issue marriage licenses and maintain marriage records. As County Recorder, they record property documents like deeds and liens. They also file fictitious business names and maintain vital records. The main office is in Redwood City, the county seat.

Visit county websites to access services. Many records can be searched online. Basic searches are free. Copies and certified documents have fees. Hours are Monday through Friday. Check current schedules before visiting in San Mateo County.

The California Secretary of State maintains business entity records at sos.ca.gov.

Staff can answer questions about procedures and fees. They cannot provide legal advice. Bring valid ID when requesting vital records or sensitive documents. Payment methods include cash, check, and credit card at the office.

Birth, Death, and Marriage Records

San Mateo County issues certified copies of vital records for events that occurred within the county. Birth certificates cost $24 per copy. Death certificates cost $24 per copy. Marriage certificates cost $24 per copy. These county fees are lower than ordering from the state office in Sacramento.

Not everyone can order vital records. State law restricts access to protect privacy. Parents can get their child's birth certificate. Adult children can get parents' death certificates. Spouses can get marriage certificates. You must show ID and prove your relationship before the county will release a certified copy.

Birth records become available about 10 days after birth. Death records take longer because medical personnel must complete the certificate. If you order too soon, the record may not be filed yet. The office will search and issue a Certificate of No Public Record if nothing is found. They keep the fee as a search charge authorized by law.

Order vital records in person at the Clerk-Recorder office in Redwood City. You can also request by mail. Some third-party services offer online ordering but add service fees. The county website has order forms and instructions for San Mateo County residents.

Health and Safety Code Section 103526 lists who can access vital records. This protects individual privacy while allowing legitimate access for those with direct interest.

Superior Court Case Records

The San Mateo County Superior Court operates courthouses in Redwood City and South San Francisco. Court records include civil, criminal, family law, probate, and small claims cases. The clerk maintains files at each courthouse. Public access follows California Rules of Court and statutes.

Many court records can be searched online. The court website may have case lookup tools. You can find case numbers, party names, and basic information. Full documents often require a courthouse visit. Fees apply for copies of court documents in San Mateo County.

Copies typically cost $0.50 per page. Certification adds an extra fee. Request copies from the clerk at the courthouse. Some documents are available the same day. Others may take time to retrieve from storage.

Certain case types are confidential. Juvenile dependency and delinquency cases are not public. Sealed records need a court order to access. Family law cases show limited information online to protect privacy of parties and children involved in the proceedings.

Note: California Rule of Court 2.503 governs access to case records at the courthouse.

Real Estate and Property Files

Property records are maintained by the County Recorder. When real estate changes hands, the new deed gets recorded. This creates a public record of ownership. Mortgages, liens, easements, and other documents affecting property also get recorded. These form a complete chain of title for every parcel in San Mateo County.

You can search property records online. The Recorder's database lets you search by address or parcel number. Many documents are available as digital images. You can view them from home without visiting an office. Newer records are online. Older records may require an in-person search.

Copies of recorded documents cost money. The fee is per page. Plain copies are cheaper than certified copies. Certification proves the copy matches the original on file. Most real estate transactions require certified copies. Order at the Recorder office or request by mail in San Mateo County.

The Assessor keeps separate property records for tax purposes. Assessed values and property characteristics are public information. Search the Assessor database to find ownership details and tax history. This is useful for research but not for legal purposes.

• Grant deeds transfer ownership from seller to buyer
• Deeds of trust secure loans with real property
• Mechanic's liens are filed by contractors for unpaid work
• Tax liens attach when property taxes are not paid
• Easements grant rights to use land for specific purposes

All recorded documents are public records. Anyone can search and copy them without giving a reason or showing special permission.

Fictitious Business Name Statements

When you do business under a name other than your legal name, you must file a fictitious business name statement. This is also called a DBA (doing business as). The County Clerk handles these filings. The fee covers filing with the county and publishing in a newspaper as required by California law.

Fictitious business name statements are public records. You can search them at the Clerk's office. This lets you check if a name is already in use before you file. Statements are valid for five years. You must renew before expiration to continue using the name legally in San Mateo County.

If you change the business address or add partners, you may need to file a new statement. When you stop using a fictitious name, you should file an abandonment to remove it from active records.

California Public Records Act Requests

San Mateo County responds to public records requests under the California Public Records Act. Each department maintains its own files. You must contact the department that would have the records you seek. Be specific in your request. Describe the documents by date, subject, or type to help staff locate them.

The law gives agencies 10 days to respond. They can extend by 14 days if they need more time to locate or review records. Complex requests may take longer. Simple requests are often answered quickly in San Mateo County.

You do not need to give a reason for your request. No ID is required for most records. Fees may apply for copying and staff time if the request is extensive. Electronic records are often provided at no cost or minimal fees. Paper copies cost more.

Some records are exempt from disclosure. Personnel files, attorney work product, and active investigations are examples. The agency must cite a specific legal exemption to withhold records. You can challenge a denial if you believe it is improper.

How to Get Records

Online searches are available for many record types. Court case indexes and property records may be searchable on county websites. These searches are typically free. You pay only when you need copies or certified documents.

In-person visits give you the most complete access. You can view files and order copies on the spot. Bring ID and payment. Staff can help you locate records and explain procedures. Ask about fees before ordering in San Mateo County.

Mail requests work if you know exactly what you want. Write a clear letter describing the records. Include payment and your return address. Processing takes longer by mail than in person. Some offices have request forms you can download from their websites.

Phone calls can answer basic questions about hours, fees, and procedures. Staff will not read documents to you over the phone. They can explain how to request records and what you need to bring. Call ahead to confirm requirements before visiting.

Fees for Records

Fees vary by record type. Birth and death certificates cost $24 from the County Clerk. Court copies are $0.50 per page. Property document copies have per-page fees plus certification if needed. Some searches are free. Copies cost money.

Electronic delivery may be cheaper than paper. Rush service adds extra charges. Always ask about total costs before ordering in San Mateo County.

Payment methods include cash, check, money order, and credit card at some offices. Call ahead to confirm what forms of payment are accepted.

Note: Fees can change when the state legislature passes new laws or when county officials adjust local rates.

Laws Governing Records

The California Public Records Act is in Government Code Division 10. It applies to all state and local agencies in California. Records are presumed public unless an exemption applies. The burden is on the agency to justify withholding records.

Court records follow California Rules of Court. Rule 2.503 covers case records available at the courthouse. Rule 2.540 addresses government agency access to electronic files. Some case types are sealed by law. Juvenile cases are confidential under Welfare and Institutions Code provisions.

Vital records access is controlled by Health and Safety Code Section 103526. Only authorized persons can obtain certified copies. This balances public access with individual privacy protection for families and individuals.

Property records have long been public under common law and statute. Anyone can search and copy recorded documents without showing special need or permission in San Mateo County.

Cities in San Mateo County

San Mateo County includes many incorporated cities along the San Francisco Peninsula. Each city government maintains its own records separate from county records. City records include council minutes, permits, contracts, and departmental files. Most cities have online portals for public records requests about local government operations.

Major cities in San Mateo County with populations over 100,000: Daly City

Note: Court cases and vital records go through county offices regardless of which city you live in within San Mateo County.

Nearby Counties

San Mateo County borders several other counties. If you need records from a neighboring jurisdiction, contact that county directly. Each has its own record systems and procedures.

Adjacent counties: San Francisco County, Santa Clara County, Alameda County, Santa Cruz County