Case File Copies

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• Regular Copies are copies of the original document filed in the case. Regular copies can be an electronic (TIFF or PDF) or paper copy. These are often for individual record keeping and not used for verification to a third party.
• Certified Copies are copies of documents filed with the court that are sworn to be a true and correct copy by a court clerk. The certified copy of the document includes a stamp, the court’s seal, and the clerk’s signature. Certified copies are often required by third party agencies.
  • Electronically Certified Copies are digital copies of filed documents that are digitally stamped in red or blue ink and signed by the court clerk and delivered via email. The document must be printed in color if delivering a copy to a third party agency. 
    Before requesting a digital certified copy, please confirm with the agency requesting the document that they will accept an electronic certification. This document must be printed in color.

• Paper Certified Copies are physical paper copies of the filed document that are stamped and signed in ink as a true copy by a court clerk. If the document is multiple pages, it will also be stapled. If the staple is removed, the certification becomes invalid. Paper certified documents are usually required by the following agencies:
  • Social Security
  • Secretary of State
  • Certified documents in Estate and Probate cases for documents that are used to administer estates, such as fiduciary letters and small estate affidavits, may also need to be certified on paper.
• Exemplified Copies are also called a 3-Way Certificate. They are true and correct copies of documents filed with the court. The document is sworn to by the Court Administrator, then the Court Administrator's signature is sworn to by a judge, and the Court Administrator then swears to the judge’s signature. These copies are often required by other states and countries when copies are being filed in their local court. 
  Before requesting a digital exemplified copy, please confirm with the agency requesting the document that they will accept it in electronic form. This document must be printed in color.

If you are requesting documents because you need to file them with another agency, (e.g., Social Security, Secretary of State, DMV, etc.) verify with that agency what type of copies are needed.

Document Formats

• Email: Copies of case documents can all be sent through email. Do not choose this option if you need a raised seal on your document.
  • Certified and exemplified copies will be stamped and signed digitally. The stamp will contain a color seal specific to the county where the case was filed. If delivering this copy to a third party agency, it must be printed in color.
    Before requesting a certified or exemplified copy via email, please confirm with the agency requesting the document that they will accept the electronic certified or exemplified copy. This document must be printed in color.

• Mail: Copies of case documents are sent by mail. Additional mailing cost will be charged to pay for postage.
  • Certified and exemplified copies will be stamped and signed in ink. If the document is more than one page, it will be stapled. If the staple is removed, the certification is no longer valid.
• In-Person Pickup: Copies of case documents can be picked up at the court location where the case is. The court will contact you when the documents are ready for pickup.
  • Certified and exemplified copies will be stamped and signed in ink. If the document is more than one page, it will be stapled. If the staple is removed, the certification is no longer valid.
• Pickup at Another Court: Copies of case documents can be picked up at a different court location from where the case is filed. When requesting this option, the document will be electronically certified by the court the case was filed in and the document will be available in paper form for pickup at the requested court location. 
• Certified and exemplified copies will be stamped and signed digitally. The stamp will contain a color seal specific to the county where the case was filed.

• Only request a certified or exemplified copy be picked up at another court location if you are sure they are the right documents. The other court will not be able to provide a certified or exemplified copy of any other document in the case. Please confirm with the agency requesting the document that they will accept the electronic stamp and signature on the certified or exemplified copy.​