How to Access Public Records in California (Property, Court, Criminal, Vital & Business Records)

Public records in California include property deeds, court filings, vital certificates, criminal history reports, and business registrations. These records are created and maintained by county recorder offices, the California Courts system, state agencies, and the California Secretary of State.

Most records are accessible under the California Public Records Act — one of the nation’s strongest open-records laws — though certain categories are restricted for privacy and public safety reasons.

Because California operates under a highly decentralized records system, searches usually must be performed through the specific county or agency that created the record. Residents, legal professionals, journalists, genealogists, and researchers frequently perform California public records searches to locate property ownership, court filings, criminal history, and business registrations. This guide explains where each type of record is held, who can request it, and how to search effectively.

About PublicRecordHub: PublicRecordHub links only to official government offices and does not provide private background reports. All sources are verified and updated regularly to ensure accuracy.

What Are Public Records in California?

Public records are documents created or maintained by California government agencies that relate to public business. These include property ownership records, court case files, birth and death certificates, criminal case information, and business registrations. Most records are public unless specifically restricted by privacy or safety laws.

Why California Records Are Harder to Find: Unlike many states, California does not maintain centralized statewide databases for property records, court filings, or marriage licenses. Nearly all records are kept at the county level, meaning searches must be performed through the specific county office that created the record.

How to Access Public Records in California

Identify the type of record you need and the agency or office that maintains it.
Choose the record type — property, court, vital, criminal, or business.
Visit the appropriate portal: county recorder or assessor, California Courts website, California Department of Public Health, Department of Justice, or California Secretary of State Bizfile Online.
Search by name, case number, Assessor’s Parcel Number (APN), or entity name.
Submit requests online via webform, email, or secure upload where available — or visit the agency in person.
Be prepared to provide valid photo ID, describe the records specifically, and pay applicable fees.
For a directory of official California county record portals organized by county and record type, visit PublicRecordHub.

California’s Open Records Law

Public records in California are governed by the California Public Records Act (CPRA), codified under Cal. Gov. Code § 7920 et seq. (substantially revised and renumbered in 2022). The law covers writings “prepared, owned, used, or retained” by state and local agencies, regardless of physical form, and applies broadly to records relating to the conduct of public business.

In simple terms: if a California government agency creates or keeps a record related to public business, you generally have the right to inspect or obtain a copy unless a specific privacy or security law prevents disclosure.

Key provisions:

Agencies must respond to requests within 10 calendar days, with a possible 14-day extension for unusual circumstances.
Courts favor disclosure — ambiguities are resolved in favor of public access.
Fees may be charged for duplication; many agencies provide free electronic copies.
Agencies must cite specific legal grounds for any withholding or redaction.
Requesters may seek judicial relief in Superior Court if a request is improperly denied.
Common exemptions include personal privacy data, law enforcement investigation records, medical information, attorney-client privileged communications, and pending litigation records.

Who Can Request Public Records in California?

California’s Public Records Act grants access to any person — there is no residency requirement. Residents, non-residents, businesses, journalists, and researchers may all submit requests to California government agencies.

However, certain categories of records carry access restrictions regardless of who is requesting. These include juvenile court records, adoption files, sealed cases, active law enforcement investigative files, medical and mental health records, and restricted vital records. Home address confidentiality protections apply to certain officials and protected individuals under California’s Safe at Home program, limiting access to address-linked records.

Common Reasons Records Are Denied in California

Even valid requests can be denied if they fall under a recognized exemption. Common reasons include:

Active law enforcement investigations or pending litigation
Sealed or expunged court records
Juvenile and adoption records protected by statute
Personal privacy protections — Social Security numbers, medical details, home addresses of protected individuals
Attorney-client privileged communications
Personnel and employee records
Records subject to the California Information Practices Act

If your request is denied, the agency must cite the specific legal exemption. You may seek judicial relief in the Superior Court if you believe the denial is improper.

Common Mistakes When Searching California Public Records

Avoiding these errors will save time and prevent unsuccessful searches:

Searching a state database for property records — California has no statewide property database. Records are maintained by each of the 58 county recorder offices separately.
Using the wrong APN format — Assessor’s Parcel Numbers (APNs) vary in format by county. Verify the correct format for the county you are searching.
Expecting all court records online — Online availability varies significantly by county and case type. Many older records and limited jurisdiction court records require in-person access.
Requesting vital records without proof of eligibility — California is a semi-restricted state. Certified copies require documentation of your relationship to the person named.
Confusing certified and informational copies — Informational copies are marked “Not a Legal Document” and cannot be used for legal purposes such as passport applications.
Assuming criminal history is freely available — Full criminal history reports in California are not publicly available. Only limited conviction information may be released under specific circumstances.

Tips for Faster California Records Requests

Following these practices will improve response times and reduce back-and-forth with agencies:

Provide exact names, dates, and case numbers whenever possible — vague requests cause delays and may result in no records being found.
Specify electronic delivery to reduce copy fees and speed fulfillment.
Request an index search first if you are unsure records exist — this confirms availability before paying for copies.
Call ahead for older paper files — pre-1980 records at many county offices are on microfilm or in offsite archives and may require advance notice to retrieve.
Direct your request to the correct custodian — sending a request to the wrong agency or department resets the response clock.

Property Records in California

Property records in California are maintained at the county level by the County Recorder’s Office (often combined with the County Assessor as a Clerk-Recorder-Assessor office) in each of California’s 58 counties. There is no statewide property records database — all searches must target the specific county where the property is located.

What property records in California contain:

Grant deeds, quitclaim deeds, and trustee’s deeds
Mortgages, deeds of trust, and liens
Legal descriptions and encumbrances
Recording metadata (document number, recording date, grantor/grantee)
Assessor’s Parcel Number (APN) linking deeds to parcels
Property tax assessment data (maintained by the County Assessor)

How to search property records in California:

Identify the county where the property is located.
Visit that county’s Recorder or Clerk-Recorder-Assessor website.
Search recorded documents by Assessor’s Parcel Number (APN), owner name, or document number.
Use the county assessor portal to find assessed values, ownership history, and parcel characteristics.
For older records not yet digitized, contact the county recorder office directly — some pre-1980 records exist only on microfilm or paper.
Pay applicable fees for copies or certified documents; many counties offer free online index searches.

California uses Assessor’s Parcel Numbers (APNs) as the primary identifier linking deeds to parcels — always verify the correct APN format for the county you are searching. For example, property records in Los Angeles County are searched through the Registrar-Recorder/County Clerk, while Orange County uses a separate Clerk-Recorder portal. For a directory of official California county property record portals, visit PublicRecordHub.

Court Records in California

Court records in California are accessible through the California Courts system, which operates under a legal presumption of public access. Each Superior Court maintains its own online portal — there is no single statewide court records search system.

What California court records cover:

Civil cases (many counties provide online access from 1974 onward)
Criminal, family, probate, and small claims cases
Case dockets, filings, judgments, and orders
Court minutes and transcripts (fees apply)
Appellate court records via the California Courts website

How to access court records in California:

Identify the Superior Court in the county where the case was filed.
Visit that county’s Superior Court website and navigate to the online case search portal.
Search by party name, case number, or filing date.
Review available docket entries and case documents online.
For documents not available online, contact the Superior Court clerk’s office — the official custodian of court records for that jurisdiction.
For appellate records, use the California Courts Appellate Case Information system.
Pay applicable fees for copies and certified documents.

Each Superior Court operates independently — for example, Los Angeles Superior Court’s online portal covers different case types and date ranges than San Diego or Santa Clara. Always start at the specific county’s court website.

Restrictions:

Juvenile, adoption, and mental health records are confidential by statute and excluded from public access.
Sealed cases are not accessible through public portals.
Online availability varies significantly by county and case type — older and limited jurisdiction records often require in-person access.
Traffic and infraction records may have different access rules depending on the county.

Vital Records in California (Birth & Death Certificates)

Vital records in California are maintained by the California Department of Public Health, Vital Records (CDPH-VR), which holds records from July 1905 onward. County health departments also maintain local copies for events within their jurisdiction.

State-maintained records:

Birth certificates (from July 1905)
Death certificates (from July 1905)

Important: Marriage licenses and divorce decrees are not maintained by CDPH-VR.

Marriage licenses are issued by the County Clerk in the county where the license was obtained.
Divorce decrees are maintained by the Superior Court that granted the divorce.

How to obtain California vital records:

Visit the California Department of Public Health Vital Records website.
Complete the application form for a birth or death certificate.
Provide a government-issued photo ID.
Provide proof of eligibility — California issues both certified copies (for authorized requesters) and informational copies (available to anyone but marked “Not a Legal Document”).
Submit requests online through the CDPH-VR portal, by mail, or in person at a county health department.
Pay the applicable fee — currently $25 for birth certificates and $24 for death certificates, with additional fees for expedited service.
For expedited service, order through VitalChek.

Access restrictions:

Certified copies are restricted to the person named (if 18+), parents, legal guardians, legal representatives, and certain authorized agencies.
Informational copies are available to anyone but cannot be used for legal purposes.
Records older than 100 years may be accessed through the California State Archives.
Processing times vary — allow several weeks for mail requests; in-person county office visits may be faster.

Criminal Records in California

Criminal history information in California is maintained by the California Department of Justice (DOJ), Bureau of Criminal Information and Analysis, under Penal Code § 11105.

California has very restrictive criminal history access. Full criminal history reports — known as a “rap sheet” — are not available to the general public. Access is limited to authorized agencies, employers in specific industries, and individuals requesting their own records.

What California criminal records include:

Arrest records and charges
Court dispositions and convictions
Sentencing and incarceration history
Sex offender registration status

How to request criminal records in California:

Personal record review (Live Scan):

Submit a request to the California DOJ through the Personal Criminal History Review process.
Provide fingerprints via a Live Scan location and pay the applicable fee.

Authorized background checks: 3. Employers in authorized industries submit requests through the California DOJ’s official background check portal.

Court case records: 4. Search public court case information through the relevant Superior Court’s online portal.

Inmate information: 5. Use the California Department of Corrections and Rehabilitation (CDCR) online inmate locator for sentence and release data.

Sex offender registry: 6. Search Megan’s Law California — the public sex offender registry maintained by the California DOJ.

Restrictions:

Full rap sheets are not available to the general public under any standard request process.
Sealed and expunged records are not available through ordinary public-access channels.
Juvenile records are confidential and not accessible to the public.
Arrest records without convictions have specific rules governing their disclosure under California law.

Business Records in California

Business entity records in California are managed by the California Secretary of State through the Bizfile Online portal.

What’s included:

Corporations, LLCs, limited partnerships, and other registered entities
Articles of Incorporation and formation documents
Current entity status (active, suspended, dissolved)
Registered agent (Agent for Service of Process) information
Statements of Information and annual filing history
UCC filings and fictitious business name statements

How to search business records in California:

Go to the California Secretary of State Bizfile Online portal.
Search by entity name, entity number, or agent for service of process.
View entity status, formation date, registered agent, and filing history.
Download available formation documents and Statements of Information.
For fictitious business name (DBA) filings, search the county clerk’s office in the county where the business operates.
For UCC filings, search the California Secretary of State UCC search portal.

Note: Sole proprietorships operating under the owner’s legal name and general partnerships typically do not register with the Secretary of State and will not appear in Bizfile Online. Local business licenses are issued by city and county agencies and are not tracked in the state database.

Additional California Public Records

Certain specialized records are maintained by other state and federal agencies:

Professional Licenses — healthcare providers, contractors, real estate agents, and other regulated occupations are searchable through the California Department of Consumer Affairs license lookup portal.
Voter Registration Records — maintained by the California Secretary of State and county election offices; available to authorized requesters.
Environmental Permits — water, air quality, and hazardous waste permits are maintained by the California Environmental Protection Agency and regional boards.
Vehicle Registration Records — maintained by the California Department of Motor Vehicles (DMV); basic vehicle details are accessible with restrictions on personal identifying information under the federal Driver’s Privacy Protection Act.
Campaign Finance Records — maintained by the California Fair Political Practices Commission (FPPC) and searchable online.
Sex Offender Registry — Megan’s Law California, maintained by the California Department of Justice, is searchable at meganslaw.ca.gov.

Frequently Asked Questions

Are California public records free?

Inspection of records is generally free. Copies are subject to fees set by each agency — many agencies provide free electronic copies, while physical copies incur per-page charges. Vital records carry set fees per certificate ($24–$25). Some agencies charge for extensive data extraction.

Can non-residents request California public records?

Yes. The California Public Records Act grants access to any person regardless of residency. There is no requirement to be a California resident to request public records from California government agencies.

How far back do California records go?

It depends on the record type. CDPH-VR holds vital records from July 1905. Many county recorder offices have digitized property records going back several decades, with older documents on microfilm. Court records online typically cover civil cases from 1974 onward. Records older than 100 years may be available through the California State Archives.

Are criminal records public in California?

California has very restrictive criminal history access. Full criminal history reports are not available to the general public — access is limited to authorized agencies, certain employers, and individuals requesting their own records. Limited court case information is accessible through Superior Court public portals.

How long are vital records restricted in California?

Certified copies of birth certificates are restricted to authorized requesters regardless of age. Informational copies — marked “Not a Legal Document” — are available to anyone. Death certificates follow similar rules. Records older than 100 years may be accessible through the California State Archives.

What is California’s open records law called?

The California Public Records Act (CPRA), codified at Cal. Gov. Code § 7920 et seq. It grants any person the right to inspect and copy public records maintained by California state and local government agencies.

Do all California counties provide online record access?

Most California counties provide some form of online public record access, but depth varies significantly. Larger counties such as Los Angeles, San Diego, and Santa Clara offer comprehensive online portals. Smaller counties may have limited digital availability for older records, requiring in-person visits to the courthouse or recorder’s office.

Find California County Record Portals

California has 58 counties, each maintaining its own recorder, assessor, tax collector, and Superior Court clerk systems. Finding the right portal for a specific county — particularly for property records and court filings — can require navigating multiple agency websites.

A directory of official California county record portals, organized by county, is available free through PublicRecordHub — connecting you directly to official government sources for all 58 California counties.