California's Public Records Framework
California runs three overlapping access systems. The California Public Records Act, recodified at Government Code section 7920.000, covers most state and local agency records. That is the law for files held by the Sheriff, the DA, the Public Defender, the ARC and other county agencies. The court is not a "state agency" for CPRA purposes. Court admin files have their own rule.
The court rule is California Rules of Court 10.500. It opens the door to judicial administrative records, sets a 10 calendar day clock for the court to make a determination, and lets the court charge fees in some cases. Rule 10.500 does not cover case files. Case files are governed by a third track, which includes CRC 2.550 and CRC 2.551 for sealing.
The CPRA statute text lives on the state legislature site at leginfo.legislature.ca.gov.
The CPRA section sets the rules that county agencies follow when they reply to a records request.
The court administrative records request page is at sb-court.org.
The court admin request page tells the public what to send, where to send it, and what kinds of records are not in scope.
San Bernardino County Court Admin vs Case Records
This split trips up most first-time requesters. CRC 10.500 covers court administrative records. That means budgets, contracts, policies, audit reports, court statistics and judge assignment data. It does not cover divorce decrees, traffic citations, probate files, name change orders or jury service records. Those are case records. The case record path runs through the court clerk and the Court Access Portal at cap.sb-court.org.
The San Bernardino Superior Court is clear about this on its own page. The administrative records request form is not for divorce records, case records, traffic violations, probate records, name change records or jury service questions. People who file the wrong form get sent back to start. The right office for a divorce decree is the court division where the case was filed. The right office for a deed copy is the ARC. The right office for jail records is the Sheriff. Each agency owns its own files.
For broader policy guidance on judicial public records, see the California Courts public records page.
How to Request a San Bernardino County Public Record
The first step is to name the record and the agency. Then pick the right branch below. Each branch has its own form and its own fee. The three branches map to the three access systems.
- Court admin records. Use the court administrative records request form on the sb-court.org admin records page. Address the request to Communications & Public Affairs Office, 247 West Third Street, 11th Floor, San Bernardino, CA 92415. Public counter hours are 8 a.m. to 5 p.m. Monday through Friday.
- County agency records under CPRA. Send the request to the agency that holds the file. Sheriff requests go through wp.sbcounty.gov/sheriff. DA requests go through da.sbcounty.gov. Public Defender requests go through pd.sbcounty.gov. Be specific. Vague requests get pushed back for clarification.
- ARC recorded documents and vital records. Use the ARC copy request form from arc.sbcounty.gov. Mail or walk in to 222 West Hospitality Lane, San Bernardino, CA 92415. Phone the Recorder-Clerk line at 909-387-8306 for help.
- Court case records. Go to the Court Access Portal or to the court division where the case was filed. Civil document images may be purchased at $0.50 per page. The CAP system handles current case lookups for free.
- Wait for the response. Pay any fees. Pick up or receive the copies by mail.
Court Admin Records Request Form Fields
The Superior Court's administrative records request form is short but strict. The form asks for identity, contact info, a clear record description and a commercial status check. Vague descriptions slow the file down or get a denial on identifiability grounds.
| Field | Required | Notes |
|---|---|---|
| Requester identity | Yes | Per instructions, must identify the person making the request. |
| Mailing address | Yes | Used for the determination letter and any copies sent by mail. |
| Telephone number | Recommended | Helps court staff call to clarify or narrow the request. |
| Description of identifiable judicial administrative record | Yes | Must be specific. Case records are excluded from this form. |
| Commercial requester status | Conditional | Commercial users may be charged search and review time under CRC 10.500. |
The CRC 10.500 rule text is online and worth a quick read before any larger filing.
Rule 10.500 lays out the 10 calendar day determination clock and the limited grounds for fees.
ARC Records Request Form Fields
The ARC copy request form is the standard path for recorded documents and many vital records. The fields are simple. The form needs requester name, mailing address, phone, the record type and the copy type.
| Field | Required | Notes |
|---|---|---|
| Requested By / Solicitado Por | Yes | Name of the person filing the request. |
| Street Address / Direccion | Yes | Mailing street address. |
| City / State / Zip | Yes | Mailing city, state and ZIP code. |
| Phone Number | Yes | Contact phone for follow-up. |
| Record type | Yes | Checkbox for Fictitious Business Name Registration or Official Record. |
| Copy type | Yes | Certified or non-certified, set per the fee table. |
Vital records like birth, death and marriage certificates use a separate form with proof of identity, since access is limited under state law for confidential marriage and authorized copy rules.
Records the San Bernardino County Clerk (ARC) Maintains
The ARC office holds a wide set of public files. The current Assessor-Recorder-County Clerk is Josie Gonzales, sworn in January 2025. The ARC mail and walk-in counter is at 222 West Hospitality Lane, San Bernardino, CA 92415. Records and services include:
- Official records and recorded documents, including deeds and maps
- Birth, death and marriage certificates
- Marriage license issuance and civil marriage ceremony
- Fictitious business name registration
- Notary public and process server registration
- Professional photocopier registration
- Legal document assistant and unlawful detainer assistant filings
The ARC vital records page is clear that the office does not maintain court records. People who need a divorce decree are sent to the Superior Court division where the case was filed. That split matters when picking the right form. For more, see the Clerk of Superior Court page on this site.
Records Held by Other San Bernardino County Agencies
Many San Bernardino County public records live outside the court and outside the ARC. The Sheriff holds arrest reports, jail booking files, incident reports and detention records. Sheriff records run through wp.sbcounty.gov/sheriff. The Sheriff also runs the inmate locator and the corrections facilities.
The District Attorney holds case investigation files, charging records and victim-witness files. The DA office runs from da.sbcounty.gov. The Public Defender holds defense client records, which are restricted by attorney-client privilege; the office is at pd.sbcounty.gov. All three offices respond under CPRA, not CRC 10.500. Other county departments like Public Health, Public Works and Land Use Services also respond under CPRA.
San Bernardino County Public Records Fees
Fees vary by office. The ARC publishes a clear fee table for copies. The court charges a flat per-page rate for civil document images. CPRA agencies may charge the direct cost of duplication, plus search or review time in narrow cases. The table below combines the ARC fees with the court civil image fee.
| Item | Amount |
|---|---|
| ARC official record, certified copy, first page | $4 |
| ARC official record, certified copy, each subsequent page | $2 |
| ARC official record, non-certified copy, first page | $3 |
| ARC official record, non-certified copy, each subsequent page | $1 |
| Birth certificate | $34 |
| Death certificate | $26 |
| Marriage certificate | $19 |
| Civil court document image (per page) | $0.50 |
Confirm fees before mailing payment. The ARC posts updates on its main page when rates change.
Response Timelines for San Bernardino Public Records
Each track has its own clock. Court admin requests under CRC 10.500 get a determination from the court within 10 calendar days. The determination is not always the records; it is the court's answer on whether the records exist, whether they are disclosable and how long the actual delivery will take.
CPRA requests to county agencies follow a similar pattern. The agency responds within 10 days, with a possible 14-day extension in unusual cases. ARC processing times are shorter for routine copy work. Online official record copies post within about 2 business days. Mail copies take 2 to 5 business days. Document recording by mail takes 7 to 10 business days, or it can be processed in person on the day of presentation when accepted at the counter.
Vital records by mail run longer. Birth, death and marriage certificates by mail take about 3 to 4 weeks. Marriage license recording after the ceremony takes 2 to 3 weeks before a certificate is available for copy. Plan around the wait, especially for time-sensitive needs like passport or immigration filings.
Note: A court admin request that names case records by mistake will be denied as out of scope and the requester will be told to use the Court Access Portal instead.
Confidential and Restricted Public Records
Not all files are open. California law walls off several record types. The big ones to know:
- Juvenile case files. Confidential under Welfare and Institutions Code section 827. Access only by listed persons or court order.
- Sealed court records. Sealing standards under CRC 2.550. Sealing procedure under CRC 2.551.
- Arrest record sealing for eligible non-conviction arrests under Penal Code section 851.91.
- Factual innocence sealing under Penal Code section 851.8.
- Adoption and confidential marriage records. Access limited to parties or by court order.
- Mental health proceedings. Often confidential under state law.
- DOJ criminal histories. Released only under Penal Code section 11105; not part of routine court lookups.
Public copies often redact dates of birth, Social Security numbers, victim identifiers and other personal data. The CAP public criminal view, for example, shows a masked date of birth unless the user has secured access. A denial under any of these laws can be challenged, but only on the legal grounds set in the statute or rule.
Court Records Preservation in San Bernardino County
Court files are kept under statewide rules. Government Code section 68150 says trial court records may be maintained or reproduced electronically under set standards. That is why scanned and digital files are valid and why CAP can serve case data online.
Retention is set by Government Code section 68152. Many probate orders, judgments, decrees, wills, inventories and related indexes are kept permanently. Felony judgments are kept long term. Civil and small claims files have shorter retention. The retention table is why some older files can still be pulled and why others have been destroyed under the law.
For a deeper look at how the court holds and serves case files, see the court records page.