Public Records in Santa Clara County

Santa Clara County public records cover court cases, vital certificates, real estate documents, and government files maintained across Silicon Valley's heart. The Office of the Clerk-Recorder provides vital records and property recordings. Superior Court maintains case files for civil, criminal, family law, probate, and small claims matters. Many records are searchable through online portals operated by the county and court. You can request government agency records under the California Public Records Act. Fees vary by record type. Processing times range from instant online searches to several weeks for certified documents ordered by mail from Santa Clara County offices.

Clerk-Recorder Office

The Santa Clara County Office of the Clerk-Recorder serves as the official custodian of vital records and property documents. This office performs three main functions. As County Clerk, they issue marriage licenses and file fictitious business name statements. As County Recorder, they record and preserve real estate deeds, deeds of trust, liens, and other property instruments. The vital records division issues certified copies of birth, death, and marriage certificates for events in Santa Clara County.

The main office is at 70 West Hedding Street in downtown San Jose. Branch locations operate in Gilroy, Sunnyvale, and Los Gatos. Hours are Monday through Friday from 8:00 AM to 5:00 PM. Some services close at 4:30 PM. Call ahead to confirm hours for specific services at branch locations.

Visit sccgov.org/sites/rec to access online services. You can search property records, order vital certificates, and view recorded documents through the website. Some services require registration and payment online. Others need in-person visits or mail requests to Santa Clara County offices.

Birth certificates cost $24 per copy. Death certificates cost $24. Marriage certificates cost $24. These fees went up by $2 in January 2026 under Assembly Bill 64. Additional copies ordered at the same time cost less. Only authorized persons can order vital records under state law. Bring valid ID showing your relationship to the person on the certificate.

Superior Court Case Records

Santa Clara Superior Court handles all trial matters for the county. The court operates multiple locations throughout the county including San Jose, Palo Alto, Morgan Hill, and Gilroy. Each courthouse serves different case types and geographic areas. The main civil courthouse is on North First Street in San Jose. Criminal cases are heard at the Hall of Justice on West Hedding Street.

You can search court cases online through the court's public access system. Basic case information appears in the index. This includes party names, case numbers, filing dates, and case status. More detailed information requires a login account. Some records are available for remote viewing while others must be inspected at the courthouse.

Civil cases handle disputes over money and property. Criminal cases prosecute violations of state law. Family law covers divorce, child custody, support, and domestic violence. Probate matters include wills, trusts, conservatorships, and guardianships. Small claims has a $10,000 limit for most claims. Traffic infractions are handled separately from criminal cases.

The court charges fees for many services. Certified copies cost more than plain copies. Complex searches may require staff assistance for an hourly fee. Online access may have subscription costs for frequent users. Check the court's fee schedule before ordering documents in Santa Clara County.

Not all records are public. Juvenile dependency cases remain confidential. Sealed records require court permission to access. Family law cases show limited information online to protect privacy. If you need sealed or restricted records, you must file a motion with the judge assigned to the case.

Real Estate Documents

Property records are recorded with the County Recorder to give public notice of ownership and liens. When you buy or sell real estate, the deed must be recorded. Deeds of trust secure loans. Liens protect creditors. All these documents appear in the public record once filed with the recorder in Santa Clara County.

You can search property records online through the county's document search system. The index lets you search by grantor, grantee, document type, or property address. Each document receives a unique instrument number when recorded. Use this number to retrieve the full document image.

Recording fees depend on the document type and page count. The first page costs more than additional pages. Real estate transfers pay higher fees than other documents. Check the current fee schedule on the recorder's website before submitting documents for recording.

The Assessor's Office maintains separate tax assessment records. These show property values for tax purposes. Assessment data is public and searchable online. The Assessor does not record documents but tracks ownership changes for taxation. Property tax information is available at sccassessor.org for Santa Clara County parcels.

Birth, Death, and Marriage Certificates

Santa Clara County issues certified vital records for events within county boundaries. Birth certificates cost $24. Death certificates cost $24. Marriage certificates cost $24. These reflect the 2026 fee increase under AB 64. Additional copies ordered simultaneously cost less per copy.

Order vital records online, by mail, or in person. Online orders through VitalChek include convenience fees. Mail orders avoid extra charges but take longer to process. In-person service at the Clerk-Recorder office provides same-day copies if the record is on file.

Only certain people can get certified vital records. Parents can order children's birth certificates. Adult children can get their own or their parents' certificates. Spouses can order each other's death certificates. Legal representatives need proof of authority. The office checks your ID and relationship before releasing records in Santa Clara County.

Birth records are available within days of the birth. Death records take several weeks to appear in the system after the death. Marriage records become available after the ceremony is performed and certified by the officiant. If you order before the record is filed, you receive a Certificate of No Record and the fee is retained as authorized by state law.

For recent vital events, order from Santa Clara County for faster service. The state processes vital record requests in 5 to 7 weeks. County processing is usually much faster for local records.

California Public Records Act Requests

The California Public Records Act gives you the right to inspect and copy government records. Each county department maintains its own files. Direct your request to the agency that created or maintains the records you want. Many departments use online portals for CPRA requests in Santa Clara County.

Put your request in writing. Describe the records clearly. Include date ranges and subject matter. The agency has 10 days to respond. They can take an additional 14 days if needed. You do not need to state a reason for your request. No ID is required for most CPRA requests.

Fees apply for copying and staff time. Electronic records often cost less than paper. Simple requests may be free. Complex requests requiring many staff hours can be expensive. Ask for a fee estimate before the agency begins extensive work on your request.

Some records are exempt from disclosure. Examples include personnel files, attorney-client communications, and active criminal investigations. Medical records have privacy protections. The agency must cite a specific legal exemption to deny your request. You can challenge denials in court if you believe the exemption does not apply.

Types of Available Records

Santa Clara County maintains numerous categories of public records. Each type has different access procedures and costs. Here are the main categories:

• Civil, criminal, family, probate, and small claims court cases
• Birth, death, and marriage certificates
• Real estate deeds, mortgages, and liens
• Fictitious business name statements
• Marriage licenses
• Property assessment and tax records
• Building permits and inspection reports

Different agencies handle different record types. Court records come from the Superior Court. Vital records come from the Clerk-Recorder. Property assessments come from the Assessor. Building permits come from the county planning department or individual cities.

Some records are free to search but cost money to copy. Others have search fees. Certified copies always cost more than plain copies. Ask about fees when you request records from Santa Clara County offices.

How to Get Records

Several methods exist to access public records in Santa Clara County. Online searches work for many record types. The court has case search tools. The recorder offers property searches. These databases let you find basic information from home.

In-person visits provide full access to files. Visit the courthouse to review case files. Go to the recorder's office to examine property documents. Staff can help you locate what you need. Bring valid ID and payment for copies. In-person service is usually the fastest option.

Mail requests work when you know exactly what you want. Write a clear description of the records. Include payment and your return address. Processing takes several weeks for mail requests. Some offices require specific forms. Check the agency website before mailing your request to Santa Clara County.

Phone calls answer basic questions about fees and procedures. Staff cannot read documents over the phone. They can tell you office hours, fees, required ID, and how to submit requests. Call before visiting to confirm locations and requirements in person.

Legal Authority for Access

California law grants broad public access to government records. The California Public Records Act appears in Government Code Division 10. It applies to all state and local agencies including Santa Clara County. Records are presumed public unless a specific exemption applies under state or federal law.

Common exemptions protect personnel privacy, attorney work product, preliminary drafts, and active investigations. Agencies must cite specific legal authority when withholding records. You can challenge denials through administrative appeals or court action. Courts review agency decisions to ensure proper application of exemptions.

Court records follow California Rules of Court. Rule 2.503 addresses public access at courthouses. Some information is confidential by statute. Juvenile cases are sealed. Certain family law information is restricted to protect parties. Courts can seal records for good cause after notice and hearing.

Vital records access is governed by Health and Safety Code Section 103526. Only authorized persons with direct interest can obtain certified copies. This balances privacy with legitimate access needs. Property records are public by common law tradition. Anyone can search and copy recorded real estate instruments in Santa Clara County.

Cities in Santa Clara County

Santa Clara County includes many incorporated cities. Each city maintains local government records separate from county files. City records include council minutes, permits, contracts, and departmental documents. Contact city offices for municipal records in Santa Clara County.

Major cities with populations over 100,000: San Jose, Santa Clara, Sunnyvale

Other cities include Palo Alto, Mountain View, Milpitas, Cupertino, Gilroy, Morgan Hill, Saratoga, Los Gatos, Campbell, Los Altos, and Monte Sereno. Court cases and vital records for all cities go through county offices regardless of which city you live in within Santa Clara County.

Nearby Counties

Santa Clara County shares borders with several other counties. If you need records from a neighboring jurisdiction, contact that county directly. Each maintains separate systems and procedures for public records access.

Adjacent counties: Alameda County, San Mateo County, Santa Cruz County, Stanislaus County, Merced County, San Benito County