Start by identifying whether the criminal case is in federal court or a state or local court. Then find the case on that court’s official system, review its docket, and request any underlying documents that are not available online. A docket entry is only an index: it does not establish that a filing is public, available online, or proof of what happened.
1. Identify which court handled the case
There is no single nationwide portal for every U.S. criminal case. Federal PACER covers federal courts, not state or county cases. For a state or local case, identify the state, county, and court that heard it, then use that court’s official records page or contact its clerk.
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If you do not know which federal district handled a case, use the federal Find a Case (PACER) guidance to locate it. For a state case, start with the relevant state or county court’s official website; portal coverage and search rules vary by jurisdiction.
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Search using the information the court’s system accepts, such as a party name or case number. Once you find a likely match, note the court, case number, parties’ names as the court records them, filing dates, and docket-entry numbers. These details help the clerk locate the right file if you need to request a document.
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Search tools differ. For example, the Superior Court of California, County of Santa Clara, describes a local criminal index for certain newer matters and requires a case number to request public records. That is a county-specific procedure, not a rule for California courts generally or for courts nationwide. Check the court’s own criminal case records instructions before relying on a local search or request process.
3. Use the docket to locate filings, not to replace them
A docket is a chronological index of case events and filed documents. Federal case files generally include a docket sheet and documents filed in the case, but a docket listing does not mean the document itself is available online or open to the public. PACER explains what its system makes available in its records access FAQ.
When a filing matters, look for the document itself and any later orders addressing it. A short docket label may not show the full argument, the court’s decision, or whether a later ruling changed the case’s status. Evidence gathered during a case is not necessarily in the court file: discovery kept by the parties is not automatically a public court record.
4. Request documents that are not online
If you cannot open a document, contact the clerk’s office for the court where the case was filed or heard. Give the clerk the case number and docket-entry number if you have them, and ask whether the material is paper, archived, restricted, no longer retained, or available through a copy request. Ask about inspection options, fees, and any required forms before traveling or submitting payment.
Older federal paper files may still be held by the court or may have been transferred to a Federal Records Center or the National Archives and Records Administration (NARA) when eligible. State and local retention and archive practices differ. A missing online result alone does not establish that a record never existed; the clerk can explain the next step for that court.
5. Understand access limits and privacy protections
Sealed and restricted records
Sealed documents are not available through public PACER search. Federal criminal documents filed before November 1, 2004 have restricted electronic availability to case parties; ask the clerk whether inspection or copies are possible. These are federal PACER access details, not a general rule for state courts.
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Redactions and nonpublic information
Federal filings redact specified personal identifiers, including certain financial identifiers, dates of birth, names of minors, and home addresses in criminal cases. State and local courts may restrict additional information. Santa Clara County, for example, lists victim-contact information, probation reports, protective orders involving minor victims, criminal-history information, and financial or medical information among nonpublic categories. Follow the instructions of the court holding the record rather than assuming another court’s rules apply.
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Some federal hearing transcripts are added to PACER 90 days after production. Before then, the clerk’s office can explain how to inspect the transcript and obtain it from the reporter or transcriber. This timing describes federal PACER practice; check the relevant court for current instructions and any applicable charges.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.6. Read filings carefully: allegations are not findings
A complaint, motion, brief, or other filing presents the position of the person or party who submitted it. Attribute allegations and arguments to that filer; do not describe them as facts established by the court. Distinguish filed arguments from judicial orders, verdicts, judgments, and later rulings, and check subsequent docket entries before describing a case outcome or status as current.
The Administrative Office of the U.S. Courts’ Journalist’s Guide, “Accessing Court Documents”, says: “Most documents in federal courts are filed electronically using CM/ECF. The media and public may view most filings found in this system.” The qualification “most” matters: restrictions and availability limits still apply.
Online search or clerk request: which should you use?
| Option | What it covers | What you may get | Limits and costs |
|---|---|---|---|
| Official online court portal | Depends on the court; PACER is for federal courts, while state and local portals are jurisdiction-specific. | A case index or docket, and sometimes accessible filings. | Some records are sealed, restricted, unavailable online, or limited by date. Federal PACER fees and waivers follow the current official schedule; verify the terms before searching. |
| Clerk’s office or court file request | The court that filed or heard the case can explain its records and request process. | Potential inspection or copies of documents not available online, subject to access rules. | Charges, forms, retention, archive locations, and processing vary by court. Ask the clerk for current procedures. |
For federal cases, the PACER service provides electronic access subject to its terms. Do not assume a federal fee, waiver, or online feature applies to a state or local court. For a state-specific example, Kentucky’s Request Court Records page sets out that court system’s process; consult the actual court’s current instructions for other jurisdictions.
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Practical checklist
- Confirm whether the case is federal or state/local, and identify the court.
- Use that court’s official search or records instructions; do not treat a county portal as nationwide coverage.
- Save the case number, filing dates, and docket-entry numbers.
- Open the underlying filing and later orders before drawing conclusions from a docket label.
- Ask the clerk about offline, archived, sealed, or otherwise restricted material and the current copy process.
- Attribute allegations to the filer and verify case outcomes against later court entries.
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