Records Training

The other day I received official training on pulling records.  I went down to the San Diego County Courthouse to the 2^nd floor main business hall. The main business hall is where the Criminal Records are held for both misdemeanor and felony.  You can use the computers available to look up case files using the name and birth date of the defendant in the case.   If there is a case that cannot be found it is usually located at an off site storage facility called Iron Mountain.  The basement also stores cases dating from 1875.  Probation records are public within the first 60 days of sentencing.  After 60 days they are sealed in an envelope that only few people have access to.  If you have any trouble locating a case file, the people at the windows are more than happy to help.  However, certified copies of cases have to be pulled and copied by the windows.  In order to request a file, you need the date, case name and case number. 

The Hall of Justice houses the Civil Records.  To request these records you only need the case number.  Most of the time the window will make copies for you; however, when you wear your county ID you can make the copies yourself.  The fee is also waived when you can present a county ID.  This is where cases of child support and family records are available.  Domestic Records, such as, assault, child custody, divorce, paternity, restraining orders, and family law are all located on the 3rd floor of the Hall of Justice.  The Madge Bradley building hosts the Probate and Mental Health cases. The basement houses older records and microfilm. 

After learning all this, my supervisor sent me on a records pulling task.  I was given three case files to which I was to find their location, pull them, and make copies of the file’s complaint, plea, failure to comply, and minute orders.  Using the computer, I looked up the three case files to find the first one was on microfilm in the basement while the second and third were on the 2nd floor of Criminal Records.  I went to the basement first where I found the microfilm of the first case.  I flipped through the film and found that each page was easily identifiable and then printed off the desired pages.  Next, I headed upstairs to the 2nd floor and searched for the other two cases.  Once found, I pulled their files and took them to the copier.  One thing I noticed was that I needed to pay close attention to the order the pages were attached in the file.  I would not want to mix up the file and make it difficult for the next person who comes along wanting to read the case.  After pulling and copying the files, it is important to place the file either back in the exact spot it came from, or on a cart to be re-filed.